Transcript Meeting Title Date - University of Maryland, Baltimore

FY13
New Fringe Allocation &
CA EFP Rollover
Tuesday, June 12, 2012
1:30pm-4pm
School of Nursing- Room 130
1
Presenters
•
Lynn McGinley– AVP- Sponsored Projects Accounting &
Compliance
•
Candace Chow– Payroll Manager- Financial Services
2
Agenda
•
New Fringe Allocation
•
Key Dates and Deadlines
•
Before the last FY12 Distributions
•
Last FY12 Distributions & FY13 FIX EFP
•
Copy Forward FY13 EFPs to FY14 &
Redirect Process FY13
•
Before the first FY13 Distributions
•
PP13-01 Actuals Distribution & Enc
•
Future Enhancement
3
New Fringe Allocation
4
Key Dates and Deadlines
5
Key Dates
Action
Date
Copy Forward FY12 EFPs to
FY13
Saturday, April 14, 2012 (completed)
Depts Create New FY12 EFPs
Now until Friday, July 6, 2012 – 2pm
PP12-27 Actuals Distributions
Saturday, July 7, 2012
Copy the Latest FY12 EFPs In
Effect & Create FY13 ‘FIX’
EFPs
Saturday, July 7, 2012
Depts Create/Update New FY13 Now until End of FY2013
EFPs
Copy Forward FY13 EFPs to
FY14 & EFP Redirect process
Friday, July 20, 2012
PP13-01 Actuals Distribution
with New Fringe Allocation
Saturday, July 21, 2012
6
FY12 Cut Off Dates- DRs
When
Received
Up
through
6/18
After
6/18 to
6/30
After
6/30
Pay Period
Entered
HRMS Financials
FY Post
FY Post
12-26
2012
2012
12-27
2012
2012
13-01
2013
2013
7
FY12 Cut Off Dates- DRs
•
Reminder- a direct retro and a budget
retro cannot be processed in same pay
period- plan accordingly!!!
8
FY12 Cut Off Dates
•
Friday- 7/6/12 – all EFPs for FY12 must be
approved in eUM before 2 PM
– EFPs entered but not approved by the
deadline will be deleted
•
Reminder: PCAs should be zeroed out by
end of the fiscal year
9
FY12 Redistributions
•
No budget retros after 7/6/12
•
Direct retros for all projects* will be processed
between 7/2 and 7/6 (posted to GL and
reflected in HRMS in FY12)
•
Direct retros for all projects except for
Physician Service Contract projects can be
processed from 7/9 and forward (posted in
FY13)
10
PP12-27 (6/17-6/30) Distribution with no FY12 Enc (PP13-01 Enc will
be created)
•
Saturday-7/7: Actuals Distribution process
is run for PP12-27 with no FY12
Encumbrances, PP13-01 Enc will be created
•
Monday-7/9: Validate that payroll expenses
were distributed correctly using PCD
•
Tuesday-7/10: Validate that payroll
expenses were distributed correctly using SPC
11
Checking EFPs
•
•
Use Funding Summary Report (demo
later in presentation)
Use queries (recommend using pivot
tables with download to Excel)
– UMB_CA_EFP_BY_EMPL_ID (one employee)
– UMB_CA_EFP_BY_DEPT_ID (all employees)
– UMB_CA_NO_EFP (for missing EFPs)
12
Before PP12-27 Actuals
Distribution
(on Saturday, 7/7/12)
13
What To Do Before last FY12 Actuals
Distribution (7/6, 2pm)
• Make sure all employees have a FY12
EFP
• Run Funding Summary Report and/or
• Run query UMB_CA_NO_EFP
• Administrative depts tend to forget to
set up EFPs for new employees- means
more work at budget time!
14
What To Do Before last FY12 Actuals
Distribution (7/6, 2pm)
• Review all funding sources that end 6/30/12
or earlier and determine redistributions
• Use EFP Query or Funding Summary Report
15
What To Do Before last FY12 Actuals
Distribution (7/6, 2pm)
• Complete redistributions by entering &
approving new EFP for a Budget Retro
• Approve new EFP by 2pm on Friday, 6/22 for
PP12-26 distribution
• Approve new EFP by 2pm on Friday, 7/6 for
PP12-27 distribution
Reminder: **New Multi-Year Encumbrances**
Departments can now use the Override Option
“Thru Next Fiscal Year” for EFPs continue to
be used in FY13
16
EFP Creation – Override Option
‘Thru Next Fiscal Year’
option can be used if the
FY12 EFP is in effect thru
FY13
17
What To Do Before last FY12 Actuals
Distribution (7/6, 2pm)
 Check ALL Funding End Dates:
– No Funding End Date = no change
required
– Funding End Date > 6/30/12 = no change
required
18
What To Do Before last FY12 Actuals
Distribution (7/6, 2pm)
 Check ALL Funding End Dates:
– Funding End Date < or = 6/30/12 =
change now so that payroll expenses do
not charge PCA
19
Checking EFPs Before last FY12
Actuals Distribution
Run Funding Summary Report using an “as
of” date of 6/30/12 and select the “PCAs
Only” report choice. Only the following will
be returned:
1. Lines marked as ‘DP’
2. Lines with Funding End Dates of
6/30/12 or earlier
20
(now thru 7/6)
Setting Up Funding Summary Report:
Checking EFPs Before last FY12 Distribution
Using 6/30/12 will help you insure that
charges through the end of the fiscal
year are using the correct account code.
The default setting (“No”) returns EFPs for
active employees only. Select “Yes” if you also
need to display EFPs for terminated
employees.
Use PCAs Only Report Choice to isolate
the EFPs that will default to the PCA/Dept
level
21
(now thru 7/6)
Reviewing Funding Summary Report:
Checking EFPs Before Last FY12 Distribution
Displays problem EFPs in
effect as of 6/30/12
PCAs Only
Version
Only the portion of the
EFP that will be charged
to the PCA is displayednot the full EFP.
AP= Appointment Level Profile (EFP is in eUM);
DP= Department Level Profile (EFP is NOT in eUM and
payroll-related expenses will be charged to departmental
PCA!)
22
PP12-27 Actuals
Distribution & Create
FY13 ‘FIX’ EFP
(on Saturday, 7/7/12)
23
Create FY13 ‘FIX’ EFP
•
EFP in effect on 7/6/12 will be used to
programmatically:
–
Create the “fix” EFP to be used for any earnings
associated with dates prior to 7/1/12 paid in
FY13
•
FY12 payroll expenses (based on pay earnings dates) will be
distributed based on the ‘fix’ EFP (ex. Shift, OVT, hourly
employees, payout for termination <7/1/12)
•
“Fix” EFP cannot be created if an employee has no FY12 EFP
before 7/6
–
•
Prior fiscal year retro pay (<7/1/12) will be charged to PCA and
the department will submit a DR to move expenses
(Note: Fix EFP will have a Funding Begin Date of 3/23/03,
employee’s hire date, or date transferred to department -whichever is latest)
24
FY14 EFP Rollover
(On Friday, 7/20/12)
25
Rollover of the Initial FY14 EFP
• *New* Multi-year salary encumbrances
process was introduced beginning April
14, 2012
• EFP in effect on 7/20/12 will be used to
programmatically create the initial 7/1/13 EFP for
all active employees (FY14 EFP)
• Departments can choose to manage EFPs for 2
fiscal years at any time
• ‘Override option’ selection is now required
– Users must select if the new EFP changes are only for the
current fiscal year or extend to the next fiscal year or if it
is a one-time use only EFP
26
FY13 Redirect EFPs to
PCA Process
(On Friday, 7/20/12)
27
FY13 Redirect EFP Process
• If the EFP has a Funding End Date of
6/30/12 or earlier, at 2:01 on Friday,
July 20th, the EFP will be changed by the
system
• Redirect FY13 EFPs to PCA process
• This process will run to replace any HRMS account
code with an expired funding end date with your
department default HRMS account code- AKA your
PCA with funding end date of 6/30/2099
28
EFP Example
FY13 EFP on 7/20/12
FY13 EFP on 7/20/12 at 2pm
State
blank
10%
Revolving
blank
5%
Grant# 1
5/31/2012
20%
Grant# 2
6/30/2012
30%
Grant# 3
7/31/2012
25%
Grant# 4
8/31/2012
10%
100%
FY13 EFP in effect on 7/20/12A redirect process will run on Friday,
7/20/12 after 2pm to replace any HRMS
account codes with Funding End Dates
prior to 7/1/12 with the PCA (Dept Default
HRMS Account Code) equal to the
percent of HRMS account codes
removed.
FY13 EFP on 7/21/12
State
blank
10%
Revolving
blank
5%
Grant# 3
7/31/2012
25%
Grant# 4
8/31/2012
10%
PCA
6/30/2099
50%
100%
29
Before PP13-01 Actuals
Distribution
(From now until 2pm on Friday, 7/20/12)
30
What To Do Before PP13-01 Actuals
Distribution
• Make sure all active employees have a valid 7/1/12
EFP
• Employees in eUM with EFP setup prior to 4/14 should have
an EFP – FY13 Rollover completed on 4/14/12
– Review 7/1/12 EFP to be sure it is valid (check HRMS account
codes, funding end dates, % distributions)
• Employees in eUM after 4/14 may not have an EFP
– Create a valid 7/1/12 EFP if it is not there
• Now – 7/20, 2PM: Departments review and create
additional 7/1/12 EFPs as needed to reflect valid
HRMS account codes, funding end dates, %
distributions
31
Checking FY13 EFPs Before Actuals
Distribution
Run Funding Summary Report using an “as
of” date of 7/14/12 and select the “PCAs
Only” report choice. Only the following will
be returned:
1. Lines marked as ‘DP’
2. Lines with Funding End Dates of
7/14/12 or earlier
32
(now thru 7/20)
Setting Up Funding Summary Report:
Checking FY13 EFPs Before First Distribution
This report displays the “problem” EFPs in
effect “as of” the last day of PP 13-01.
33
(now thru 7/20)
Reviewing Funding Summary Report:
Checking FY13 EFPs Before First Distribution
Displays EFPs in effect
as of 7/14/12
PCAs Only
Version
ALERT! Funding sources
expiring 06/30/12 and earlier
require your quick attention or
your PCA will be charged.
ALERT! If Funding Level = DP (Department Level
Profile), employee DOES NOT HAVE EFP in eUMB.
Payroll-related expenses will be charged to the
departmental PCA!
34
Creating New FY13 EFPs
• EFPs will display the salary in effect at the time the
EFP is created
• If an employee action is submitted effective 7/1/12
but it hasn’t been entered in eUM then the old salary
will be reflected on the EFP page- this is OK
• Reminder- salary displayed on the EFP is informational
only and may not reflect the actual amount
distributed.
35
PP13-01 Actuals
Distribution &
Encumbrances
(On Saturday, 7/21/12)
36
FY13 Actuals Distribution (PP13-01)
• First pay period on New Fringe Allocation Model
• Payroll Charges Detail Report (PCD) and the Raven
SPC Inquiry Page are modified to reflect New
Fringe Allocation Model
• UMB Pay Check/Distribution has been modified to
include Employee Deductions, Employee Taxes and
Calculated Fringes. It will also show how Earnings
are reported to CPB.
– Home > Compensate Employees > Maintain Payroll Data
(US) > Inquire > UMB Pay Check / Distributions
• Queries with actual taxes and fringes information
have been removed or modified
37
FY13 Actuals Distribution (PP13-01)
•
Saturday-7/21: Actuals Distribution process
is run for PP13-01 with PP13-02 & PP14-01
encumbrances and PP13-01 enc reversal
•
Monday-7/23: Validate that payroll
expenses were distributed correctly using PCD
•
Tuesday-7/24: Validate that payroll expenses
were distributed correctly using SPC
38
(starting 7/24)
Setting Up Funding Summary Report:
Checking FY13 EFPs Used in First Distribution
This report displays the “problem” EFPs in
effect “as of” the last day of PP 13-01.
39
Reviewing Funding Summary Report:
Checking FY13 EFPs Used in First Distribution
Example where no
changes were made
to FY13 EFPs
PCAs Only
Version
Displays problem EFPs in effect as of PP 13-01
ALERT! Funding sources expiring
06/30/12 and earlier will be changed
to charge your PCA
40
Reminders
 Since we are using the real service dates
on the PA form, the earnings will be
distributed to the appropriate fiscal year
according to those dates
 Payout for termination prior to 7/1/12
will be distributed using the “Fix” EFP
41
Future Enhancement
42
Future Enhancement

Retro pay for New Hires
–
An email will be sent when this new enhancement is
ready
43
Questions?
•
Please contact FS-Payroll if you have
questions regarding the rollover process
– Phone: (410) 706-1243
– E-mail:
[email protected]
•
Please contact Cost Analysis if you have
questions regarding Direct Retros
– Phone: (410) 706-2987
– E-mail:
[email protected]
44