September 14, 2015 Susan Wilson Commitment Accounting.

Year End Closing for FY 2013

September 14, 2015Susan WilsonCommitment Accounting Department Budget Tables (DBT)Once Created/Saved When create DBT must match department ID, Employee Record etc. that is in job dataIF create DBT that doesnt match/incorrect will do nothing andCannot deleteHowever, can get rid of at year end rollover time by NOT ACTIVATING the new FY17 DBT.Must match Job Data info

What Can be Retroed?Current FY by departmentsCross College and prior two fiscal years (FY14 & FY15) can be retroed with PDRR form sent to college level processorsAny correction needed prior to 7/1/13 may correct via journal entry

Mention what it means to RETRO.4Retroshttp://www.fa.ufl.edu/departments/payroll-tax-services/payroll-distributions/retros/

Corrections shows basic example of how to correct a specific amount

For Example:You currently have in the employees FY15 department budget table:07/01/14 06/30/15 ----100% combination code 0061090, project 00033333, fund 209Amount to correct = 735.83 and gross pay in one pay period = $1000.00Since 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 735.83/1000 = 735.83%

Retro Edits Keep in mind that in your percentage calculations to fix the salary charges in the DBT, it does not include fringe charges that will also be retroed at the same time.

The system will generate a separate FBP journal for the fringe portion.

Payroll Distribution/Retro Request Formhttp://www.fa.ufl.edu/forms-and-publications-forms/#payroll

For prior two fiscal years and cross-college in current fiscal year send to your college level or VP area processors for processing

In order to process there should be budget available --- department and college processors should be verifying this.

Web Simulations and Instruction Guides available at CA toolkitshttp://www.hr.ufl.edu/training/myUFL/toolkits/commacctg.asp

Retro is Pending ---- bold and red

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

Do not EditWhen department budget table indicates retro is pendingNeed to wait until this clears before making further edits on any records for employee the retro is pending will appear on all records, no matter if edited or notTakes about a week from time edit entered before C&G batch is fully processedWhen fully processed then the retro is pending disappearsReminderSome retros do not retro and only work going forward from time of the edit----May look faded out as if worked, but may not have need to review Payroll Cost Distribution Reports (PCDR) and compare to DBT and verify edits workif doesnt work, then need to do a trigger.Also, make sure this wasnt a NOT APPROVED by C&G situation as that may be actual reason it didnt do anything

TriggerInsert new date range/sequence # for the time period that needs retroing that will have a date entered of todays 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.

If trigger doesnt workmay need to do a 2-part trigger:

Change to dummy non-201/209 fund combination codeSave and process

Once Processed:Then go back in and change to correct combination codeSave and processReminder when Creating New Department Budget TableIf new hire is a prior UF employee, you may get error message and cannot use current date as the start date

See toolkits on Prior Employees for details

Generally have to use a start date of 7/1/15 (first date of the current fiscal year)Recommend using non-grant funds on 7/1/15 thru to start datePost 9.2 upgradeUnexpected Oracle cobalt program changes Trigger issuesCross over pay period issues Payroll daily fixing manuallyOracle fix has been received and Enterprise System is currently testingReminder - PS - HRMS queries:(Need UF_HR_Query_Viewer role to access these queries)***************Go to PS Main Menu/PeopleSoft/HRMS Peopletools/MainMenu/Reporting Tools/Query/Query ViewerUF_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%

ReminderPS - HRMS queries continued:SM_RETROS_PENDING (get a preview of retro edit results only available while C&G is processing the batch)

SM_RETRO_STATUS

Other HRMS queriesSM_RETRO_STATUS_DATES Able to run by Dept ID with a date range (need to know what date retro was done)

SM_RETRO_STATUS_NOT_COMPLETEDAble to identify what retros still not processed within a date range

SM_RETRO_STATUS_DATES

SM_RETRO_STATUS_NOT_COMPLETED

Fringe Benefit RatesRates change from year to yearRetros done at current rate at time of retro - does not use rate that occurred at time of original charges if different FY.

Rate discrepancies only way to correct is via journal entry

Fringe shows up as FBP journal ID and appears a day or so later after the payroll charges.C&G Batch ItemsEdits for Retros BATCHED nightly except payroll-closing FridayCan take up to a week for retro to processDelay currently with Oracle issue

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, once the batch processes and retro is pending message is gone.In C&G BatchWhile in batch, no matter the processing status, it stays in batch until fully completed and RETRO is PENDING message stays on the Department Budget Table (DBT) Cannot edit/retro DBT while RETRO is PENDINGEdit Not Approved (or removed from batch) by C&GInfo in department budget tables stays the same you will have to correct thisIf you dont fix this can be a problem later when trying to retro something elseWill pull in the unapproved info if an update was not done

Need to review and verify that retros do work as expected compare PCDR to DBTPayroll Cost Distribution Report (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 PersonIn Excel or PDFEdits multiple records/yearsWhen making an edit on Employee Record #0 and also need to have edit on Employee Record #1 ------DO EDITs on SAME DAYEdit on one record puts the Retro is Pending message on the record you edited and ALSO on any other Employee Records in CY or PY you may have for this employee so none can be edited while other is in C&G batch processing

Journal instructions available at websitehttp://www.fa.ufl.edu/departments/payroll-tax-services/payroll-distributions/posting-distributions-for-grants/journal-entry-for-payroll-cost-corrections/

Journal corrections is the only way to make corrections for items prior to 7/1/13 and also for fringe rate discrepancies Journal entries continuedJournals need support documentation particularly Payroll Cost Distribution Reports and C&G authorization when applicableJournals should include the employees UFID in the EMPLID field of the Chart Field stringNote that fringe is not included in your Salary journal corrections because of the separate FBP journal that the system automatically generates

35Payroll Department Budget Tables ContactSusan WilsonPhone: 352-294-7268Email: [email protected] Department Budget Tables36Payroll Department Budget TablesQuestions or Comments?Payroll Department Budget TablesTrainingAvailable for individual or group assistance my office or yours.Website Infohttp://www.fa.ufl.edu/departments/payroll-tax-services/payroll-distributions/

Commitment Accounting Toolkits: http://www.hr.ufl.edu/training/myUFL/toolkits/commacctg.asp