Transcript Payroll Retroactive Funding Adjustments

Connie Jordan - KUCR Post Award
 A RFA situation arises when an employee was paid on
a correct position number BUT from an incorrect
funding source for one or more pay periods.
 RFAs should be an EXCEPTION.
 RFAs need to be submitted IMMEDIATELY.
 KU Policy:
http://www.policy.ku.edu/comptroller/retroactive-fundingadjustment
Gross and Fringe Reports
Review these reports each pay period to be
sure that employees were paid on the correct
funding.
 Know when projects are about to end so
payroll can be moved before the deadline.
Request provisional funding so a new project
number can be assigned.
Review the DEMIS EE Campus Wide
Combined view report for your department(s)
prior to the first pay calc to check the funding.
Has the employee already certified their effort
on the project you are adjusting?
Are there any other expenses that could be
moved instead of payroll?
 On fund 908, 938, or 958 KUCR sponsored projects
 717-718 UKANS sponsored projects
 9xx KUCR funds (F&A, start-up, matching, MPPG).
 2301xxx-099 GRF
 2302xxx-099 NFGRF
 Cost share involving a sponsored project
A completed payroll cost transfer form must be attached
to the PAF if a sponsored project is involved.
 Log into the DEMIS Portal
 Select the applicable fiscal year
 Enter the employee’s Emplid and the position number.
 Report breaks to help expedite processing in central
payroll.
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Account Code
Department
Employee ID, Name, Record Number
Fund
Off cycle Flag
Pool ID
Position Number
Project/Grant
Scenario
True Pay End Date
 You can enter four fields under Report Breaks.
 Select the other report breaks under Report Options.
 Select Excel Data File under Output Options.
 Sort the report by True Pay End Date to include only the pay
period(s) that need adjusted.
 Total the wage and fringe columns.
 Summarize the total amount of salary and/or fringe to be
moved and the sources.
 Save to your computer as a PDF and attach to the PAF.
FY PositionNbr
Account Code
2014 9999 2300000-099
2014 9999 2300099-908-NIH0069005-PI
2014 9999 2300099-908-NSF0069801-PI
DeptID Employee ID, Name, & Rec. No.Fund Off Cyc Cost Center Pool ID Project Scenario True Pay End Date Total Gross Wages Total Fringe Total Grss/Fng
2111000 1234567-0-Jayhawk,Ima
99 N
2300000
3/15/2014
4940.44 1165.94
6106.38
2111000 1234567-0-Jayhawk,Ima
908 N
2300000
NIH0069005 PI
3/15/2014
601.29 141.91
743.2
2111000 1234567-0-Jayhawk,Ima
908 N
2300000
NSF0069801 PI
3/15/2014
601.29 141.91
743.2
6143.02 1449.76
7592.78
Move $601.29 salary & $141.91 fringe from 2300000-908-NSF0069801PI to 2300000-099
• KU Non-Grant RFA
Reviewed by Katrina
Yoakum, Comptroller
• Grant RFA
Reviewed by Kristi Billinger,
Asst. Vice-Chancellor KUCR
• KUCR Non-grant
Reviewed by Linda Sadler,
CFO KUCR
Comptroller’s Office
• Payroll Office 864-4385
[email protected]
• Payroll Adjustments Office
[email protected]
KUCR
• Connie Jordan –
Payroll/Grant Specialist
864-7730 [email protected]