1. February 3, 2015 Susan Wilson Commitment Accounting

2. Terminology – current vs. past Commitment Accounting = payroll distributions Department Budget Tables = the distribution Combination Codes = earnings account code or HRAC which are 7 or 9 digit numbers used as a label for the unique Chart Field string assigned to funds

3. Department Budget Tables Once Created/Saved Cannot delete Can get rid of at year-end rollover time in June 2015 by NOT ACTIVATING it in the new FY16. PeopleSoft will not do anything if department ID, Employee Record etc. is invalid and doesn’t match job data

4. Must match Job Data info

5. What Can be Retroed? Current FY by departments Cross College and prior two fiscal years (FY13 & FY14) can be retroed with PDRR form sent to college level processors Any correction needed prior to 7/1/12 – may correct via journal entry

6. Retros http://www.fa.ufl.edu/departments/payroll-tax-services/payroll- distributions/retros/ “Corrections” – shows basic example of how to correct a specific amount

7. For Example: You currently have in the employee’s FY13 distribution: 07/1/12-06/30/13 – 100% Combination Code 0012345, project 00033333, fund 209 Amount to correct = 735.83 and Gross pay in one pay period = $1000.00 Since the amount needing to be corrected is less than the amount of one pay period, then retro may be done in one pay period. A date range of one pay period could be inserted and used to make your correction. Amount to correct of 735.83/1000 = 73.583%

8. Date Range 1/18/13 – 6/30/13 Percentage 100% Combination Code 0012345 1/4/13 – 1/17/1373.583% New Combination Code 0098765 26.417% No Change – Combination Code 0012345 7/1/12 – 1/3/13 100%0012345

9. NOTE: If you will multiply the 73.583% x 1000.00 total cost for the pay period, this will equal $735.83, which is the exact amount that needs correcting. In most cases you can get to the exact amount within a few cents particularly if you use 3 percentage points. If the cents still needs corrected, then a journal entry would be done for the cents. ************************************************************** Keep in mind that this does not include fringe charges that will also be retroed at the same time.

10. Issues Timeliness is critical – having ePAF’s entered timely, processing time in timely manner Charges to combination codes in Department Budget Table are based on dates of ppe no matter what dates being paid for in review paycheck Affects Effort Reporting if paid or retro’d in future then may be outside reporting period payment is meant to charge Splitting up dates within pay period as show in in following example

11. Pay Period 9/26 – 10/9/14 splits charges over 10 days

12. Journal Entry for Payroll Cost Corrections http://www.fa.ufl.edu/departments/payroll-tax- services/payroll-distributions/posting-distributions-for- grants/journal-entry-for-payroll-cost-corrections/ http://www.fa.ufl.edu/departments/payroll-tax- services/payroll-distributions/posting-distributions-for- grants/journal-entry-for-payroll-cost-corrections/ Examples of what can be corrected via journal entry Info on what support documentation is to be attached Tips

13. Security for Journal Processing You will need the Journal Author role (UF_GL_END_USER) so that you can use the source of ONL or UPL to enter payroll correction journals. The FA-GA-JEUFLOR journal entry template is used to upload (UPL) and create journals.FA-GA-JEUFLOR General Accounting journal entry info: http://hr.ufl.edu/learn-grow/just-in-time-training/myufl- toolkits/journal-entry/

14. Journal Tips Insert employee’s UFID that you are correcting into journal ID field.

15. Journal Tips continued: Fringe Benefit Charges –GL account XXXX20 - these do not need to be included on the journal as the journal you create to correct earnings will also automatically generate an additional and separate FBP journal for the fringe. Fringe Benefit Pool rate differentials may be fixed via journal entry. Each FY has different rates and retro will charge at the current rate when retro occurs, not for period when original charges occurred. Fringe shows up as FBP journal ID and appears a day or so later after the payroll charges.

16. Original charges occurred in January 2014 and retro done later in August 2014 – PCDR shows different rates

17. Journal Support Documentation

18. Payroll Cost Distribution Reports (PCDR) Enterprise Reporting -> Access Reporting/Public Folders -> Human Resources Information -> Pay Information -> Current Pay Cycle -> Prompted Cost Distribution Reports -> PDF-Payroll or Fellowship Payroll and Estimated Fringe Benefits by Person or PDF – Payroll or Fellowship Earnings and Estimated Fringe Benefits by Cost Center by Person. These reports are also available in PDF or Excel.

19. Additional Pay Items – LSP, INP etc. The charges are spread over the entire 10-day period of a pay period So must distribute same way If use other dates, then partially works.

20. Earnings Code Field – use to specify where charges are paid

22. Next day after edit done:

23. Fades out when paid/processed ( Retro is Pending message at top of first page goes away when fully processed)

24. Do not Edit when C&G still Processing: DBT shows “Retro is Pending” Wait until this message clears before making further retro edits on any records for employee Retro on one record affects availability of all records Puts “Retro is Pending” on all employee records

25. C&G Batch Items Edits for Retros BATCHED nightly except payroll-closing Friday Can take up to a week for retro to process Results in GL will not appear until process finished If C&G advises you that edit was not approved – need to fix department budget table back to what it was prior to edit When batch finished -“Retro is Pending” message is gone.

26. C&G Batch Not Approved or Deselected All that goes in a nightly batch still has to complete in the batch process Batches are all or none – everything processed during day is batched that night in one batch

27. Verify Retro Works May look faded out as if worked If NOT APPROVED by C&G - will appear as if processed Compare DBT with Payroll Cost Distribution Report to verify actual results match the distribution info

28. C&G Not Approved C&G does notify departments when retro is not approved. Be sure all parties are aware that this happened Fix DBT

29. Correcting NOT APPROVED Edits Edit it back to what it was prior to NOT APPROVED Do this so it matches your reports If not done - future edits will not work as expected, as system will try to make up and fix info to match.

30. Edits Retroing partial date ranges may or may not work When there are issues with retros not working - this tends to be part of the reason Best Practice is to do edits with the entire two-week pay period so that the beginning and end dates of the pay period are touched in the retro process

31. Edits on identical info If you try to do another retro again on “same and identical” info, a trigger will need to be done for the system to see it as a retro, making changes If no trigger is done, then it will not work as it thinks there is no change happening on “same and identical” info.

32. Trigger Insert new date range/sequence # for the time period that needs retroing that will have a date entered of today’s date. Then enter a dummy combination code (one that is just a substitute non 201/209 fund just to temporarily use for this trigger step), SAVE, (you should see a “retro is happening” message) and then go back and enter the combination code you do want to use in the same field that you entered the dummy combination code (you are now replacing it with the combination code that you want it to be) and SAVE again. This should then trigger a retro to happen and tomorrow you should see the “Retro is Pending” message.

33. Creating New Department Budget Table --- Prior Employees If new hire is a prior UF employee, you may get error message and cannot use current date as the start date

34. Creating New Department Budget Table --- Prior Employees See toolkits on “Prior Employees” for details Generally have to use a start date of 7/1/14 (first date of the current fiscal year) Recommend using non-grant funds on 7/1/14 – start date

35. Cost Transfer Forms – new hires You may be asked to fill out this form when department budget tables involves fund 201/209 Form should be filled out when doing retros that move charges to fund 201/209 System may see “prior” dates prior to the current pay period System recognizes that there have been “off-cycles” ran since end of last pay period and thinks potential for retros. When no retro is happening – just put “n/a – no retro” in your 1 st and 2 nd boxes, and Yes, No and Other in following required fields.

36. “Who Dunnit” query: ( Need UF_HR_Query_Viewer role for HRMS queries) Go to PS Main Menu/PeopleSoft/HRMS Peopletools/MainMenu/Reporting Tools/Query/Query Viewer UF_CA_AUDIT_INFO – whodunnit available since 1/31/13 UFID% is only used for searching to see what a processor has edited – otherwise use %. Recommend % in all fields except Fiscal Year and Emplid like%

37. Query to see if retro working: SM_RETROS_PENDING (get a preview of retro edit results – only available while C&G is processing the batch and while your DBT shows “retro is pending”)

38. Website Info http://www.fa.ufl.edu/departments/payroll-tax- services/payroll-distributions/ http://www.fa.ufl.edu/departments/payroll-tax- services/payroll-distributions/ Commitment Accounting Toolkits: http://www.hr.ufl.edu/training/myUFL/toolkits/ commacctg.asp http://www.hr.ufl.edu/training/myUFL/toolkits/ commacctg.asp

39. Training Available for individual or group assistance – my office or yours Assistance at the Effort Reporting Labs

40. ContactInfo Susan Wilson – smwilson@ufl.edu or 294-7268smwilson@ufl.edu