Transcript Meeting Title Date - University of Maryland, Baltimore

FY08
Commitment Accounting
EFP Rollover
June 6, 2007
School of Law- Room 107
1
Presenters
•
Candace Chow– Payroll Manager- Financial Services
•
Susan Beckerman– Enterprise Application SpecialistFinancial Systems
2
Agenda
•
Key Dates and Deadlines
•
Before the EFP Rollover
•
The FY08 Rollover Process
•
After the EFP Rollover
•
FY08 Distributions
3
Key Dates and Deadlines
4
FY07 Cut Off Dates
•
Friday- 6/29/07 before 2pm– all Direct
Retro forms are due to Cost Analysis for
FY07 transactions
– Direct Retros that are submitted after 6/29
will be processed beginning on 7/11/07 and
posted to FY08
•
Reminder- a direct retro and a budget
retro cannot be processed in same pay
period- plan accordingly!!!
5
FY07 Cut Off Dates
•
Tuesday- 6/26/07 – all EFPs for FY07 must
be approved in eUMB before 2 PM
– EFPs entered but not approved will be deleted
that night
– EFP rollover will occur overnight
•
Reminder: PCAs should be zeroed out by
end of the fiscal year
6
PP07-26 (6/10-6/23) Distribution
•
Tues-6/26: Actuals Distribution
process is run for PP07-26 with no
encumbrances
•
Weds-6/27: Validate that payroll
expenses were distributed correctly
using PCD
•
Thurs-6/28: Validate that payroll
expenses were distributed correctly
using SPC
7
PP07-27 (6/24-6/30) Distribution
•
Tues-7/10: Actuals Distribution
process is run for PP08-01 which
includes PP07-27
•
Weds-7/11 and forward: Validate
that payroll expenses were distributed
correctly
– PCD on Wednesday, 7/11 and SPC on
Thursday, 7/12
8
FY07 Redistributions
•
No budget retros after 6/26
•
Direct retros for all projects* will be processed
between 6/27 and 7/9 (posted in FY07)
•
Direct retros for all projects* except for State &
Physician Service Contract projects can be
processed from 7/11 and forward (posted in
FY08)
* Subject to Cost Analysis approval
9
Using the Funding Summary Report
Three key times to run it:
1. Before FY08 Rollover (now thru 6/26)
2. Before first FY08 Actuals Distribution
(6/27 thru 7/10)
3. After 08-01 Actuals Distribution
(starting 7/11)
10
Checking EFPs using Queries
•
Reminder that you can also use the
queries to validate EFPs (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)
11
Before the FY08 EFP
Rollover
(From today until Tuesday, 6/26/07)
12
What To Do Before FY08 Rollover (6/26)
• Make sure all employees have a FY07
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!
13
What To Do Before FY08 Rollover (6/26)
• Review all funding sources that end 6/30/07
or earlier and determine redistributions
• Use EFP Query or Funding Summary Report
• Complete redistributions by entering new EFP
for a Budget Retro
• Enter new EFP by 2pm on Friday, 6/15 for PP0725 distribution
• Enter new EFP by 2pm on Tuesday, 6/26 for
PP07-26 distribution
• NEW: EFP effective date must be 12/24/06 or
later
14
What To Do Before FY08 Rollover (6/26)
 Check ALL Funding End Dates:
– No Funding End Date = no change
required
– Funding End Date > 6/30/07 = no change
required
15
What To Do Before FY08 Rollover (6/26)
 Check ALL Funding End Dates:
– Funding End Date < 6/30/07 = change
now so that payroll expenses do not
charge PCA
– Funding End Date of 6/30/07 = OK to
change now; must change later to avoid
charging PCA
16
Checking EFPs Before FY08 Rollover
Run Funding Summary Report using an “as
of” date of 6/30/07
1. Look for items marked as ‘DP’
2. Look for items marked with a PCA
indicator: ***
3. Look for Funding End Dates of
6/30/07 or earlier
17
Setting Up Funding Summary Report:
Checking EFPs Before FY08 Rollover
The Funding Summary Report provides a listing of the EFP in effect
on the “As Of Date” for each employee in your department. Account
codes owned by other depts are included in the display.
This report displays the EFPs in
effect “as of” this date: 6/30/07
The default setting (“No”) returns EFPs for
active employees only. Select “Yes” if you
also need to display EFPs for terminated
employees.
18
Reviewing Funding Summary Report:
Checking EFPs Before FY08 Rollover
Displays EFPs in effect as of 6/30/07
*** here indicates
PCA will be
charged
Department ID – Department Name
Empl IDs
appear
here
Employee
Names appear
here
AP= Appointment Level Profile (EFP is in eUMB);
DP= Department Level Profile (EFP is NOT in eUMB and
payroll-related expenses will be charged to departmental
PCA!)
Tip:
Leave blank
for non-grant
account codes
19
FY08 EFP Rollover
(on Tuesday, 6/26/07)
20
Rollover of the Initial FY08 EFP
•
EFP in effect on 6/26/07 will be used to
programmatically:
– Create the initial 7/1/07 EFP
– Create the “fix” EFP to be used for any
earnings associated with dates prior to
7/1/07 paid in FY08
•
(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)
21
Roll-over of the Initial FY08 EFP
•
EFPs will programmatically be created for
both active employees and employees
who were terminated after 1/1
– No action is required on your part for
terminated employees (unless you have a
payout in FY08)
– Review initial EFP for active employees to be
sure it is valid (check account codes, funding
end dates, % distribution)
22
Roll-over of the Initial FY08 EFP
•
Warning! EFPs with account codes
citing Funding End Dates of 6/30/07 or
earlier will not be changed as in past
years
– Such account codes will require your
immediate attention to avoid charges to the
PCA for the period 7/1-7/7
23
After the Rollover
(from Wednesday, 6/27/07 until
2pm on Tuesday, 7/10/07)
24
What To Do After FY08 Rollover
 Prior to actuals distribution (Tuesday,
7/10/07) you need to create a valid
7/1/07 EFP for each active employee
 Remember- we run the actuals
distribution earlier than normal for 0801
25
Creating New FY08 EFPs
•
6/27, 7AM – 7/10, 2PM(Two week
period): Departments review and
create additional 7/1/07 EFPs as
needed to reflect valid account codes,
funding end dates, % distributions
26
Creating New FY08 EFPs
•
EFPs created 6/27-7/8 will display the FY07
salary (with Leap Year change but before
COLA/Merit/FYC)
•
EFPs created 7/9-7/10 will display the FY08
salary (with Leap Year Change and
COLA/Merit/FYC)
•
Reminder- salary displayed on the EFP is
informational only and may not reflect the
actual amount distributed
27
Cost Sharing for Payroll Expenses
•
SCS = Standard Cost Share
•
OTC = Over the Salary Cap Cost
Share
•
Unique account codes are
established for the SCS/OTC grant
chartstrings
28
Cost Sharing/Over the Cap Salaries
•
•
The fund in the grant chartstring (14x)
distinguishes the SCS or OTC charges
from the regular charges
If account code with 14x fund is missing:
– Contact FS- Restricted Funds
– Do not call FS-Payroll- no access rights to
create/modify/delete account codes
29
Cost Sharing/Over the Cap Salaries
•
EFPs must cite the grant’s regular
and SCS/OTC account codes
•
It is very important that you choose
the correct account code because
charges to the cost sharing funds will
NOT be billed to the grantor- they will
be charged to YOUR unrestricted
funds
30
Cost Sharing for Payroll Expenses
•
OTC Cap is $186,600- check
employees who may have gone over
the cap with 7/1 pay increases
– Amount is based on annualized salaryex. FTE=.20 and amount paid at UMB=
$40K  Annualized= $200K
•
Position owner creates EFP but may
be unaware that project from another
dept requires OTC- communicate!
31
SCS/OTC Account Code Lookup #1
After entering the Project ID
in the EFP you will receive
this message for cost
sharing projects
Note the 3 different funds
that are listed- you must
choose the account code with
the appropriate fund
32
SCS/OTC Account Code Lookup #2
Navigate to this new menu
item for all CA roles
Enter Project ID
Note the 2 different funds
that are listed- you must
choose the account code with
the appropriate fund
33
What To Do Before FY08 Distribution on 7/10
• Make sure all employees have a FY08
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!
34
Checking FY08 EFPs Before
Actuals Distribution
Run Funding Summary Report using an “as
of” date of 7/7/07
1. Look for items marked as ‘DP’
2. Look for items marked with a PCA
indicator: ***
3. Look for Funding End Dates of
7/7/07 or earlier
35
Setting Up Funding Summary Report:
Checking FY08 EFPs Before First Distribution
This report displays the EFPs in
effect “as of” this date: 7/7/07
36
Reviewing Funding Summary Report:
Checking FY08 EFPs Before First Distribution
ALERT! Funding sources
expiring 06/30/07 and earlier
or marked with *** require
your quick attention or your
PCA will be charged.
Displays EFPs in effect as of 7/7/07
07/07/07
Department ID – Department Name
Empl IDs
appear
here
2008
Employee
Names appear
here
***
***
***
REMINDER: If Funding Level = DP (Department Level
Profile), employee DOES NOT HAVE EFP in eUMB.
Payroll-related expenses will be charged to the
departmental PCA!
37
FY08 Distributions
(on 7/10/07)
38
New for FY08
•
If the EFP has a funding end date of
6/30/07 or earlier, at 2pm on Tuesday,
July 10th- the EFP will be changed
•
A process will run to replace the
account code with the expired funding
end date with your department default
account code- AKA your PCA
39
EFP Example
FY07 EFP used in the rollover process
Initial FY08 EFP created effective 7/1/07
(and same for “fix” EFP) with account
codes expiring before 7/1/07
New FY08 EFP wasn’t created so the
process run on 7/10 will remove account
codes with funding end dates prior to
7/1/07 and add the PCA/Dept Default
account code equal to percent of account
codes removed
40
Setting Up Funding Summary Report:
Checking FY08 EFPs Used in First Distribution
This report displays the EFPs in
effect “as of” this date: 7/7/07
41
Reviewing Funding Summary Report:
Checking FY08 EFPs Used in First Distribution
Displays EFPs in effect as of 7/7/07
07/07/07
Department ID – Department Name
Empl IDs
appear
here
Employee
Names appear
here
Example where no
changes were made
to FY08 EFPs
2008
00135
00135
00135
00135
00395006
00395006
00395006
00395006
00
00
00
00
102
102
102
102
118
118
118
118
0000001767
0000001767
0000001767
0000001767
100.000
100.000
100.000
100.000
06/30/08
06/30/08
***
***
***
***
***
***
***
ALERT! Funding sources
expiring 06/30/07 and earlier
were changed to charge
your PCA
42
PP08-01 Distribution
•
Two week period = 6/24-7/7
•
For reporting purposes we refer to
period of 6/24-6/30 as PP07-27 (AKA
the payroll accrual) and 7/1-7/7 as
PP08-01
•
PeopleSoft does not recognize pay
period #27
43
PP08-01 Distribution
 PP08-01 covers payroll expenses associated
with both FY07 and FY08- when the actuals
distribution process is run:
– FY07 payroll expenses (based on pay earnings
dates) will be distributed based on the “fix” EFP
(ex. Shift, OVT, hourly employees)
– FY08 payroll expenses (based on pay earnings
dates) will be distributed based on the 7/1/07 EFP
in effect
44
PP08-01 Distribution
 When a valid EFP is not set up before
actuals distribution process is run:
– Payroll expenses associated with earnings
dates greater than the Funding End Dates
on your EFPs will be distributed to your PCA
– You will need to do a budget retro
– You will have LARGE encumbrance balances
on your PCA
45
PP08-01 (and forward) Reminders
 If you are paying a new employee who
was entered in eUMB AFTER 6/26 with
an effective date prior to 7/1/07:
 You will not be able to enter any hours in the WET
pages prior to 7/1/07
 You MUST submit a PA form for retro pay- enter
Account Code if you want the pay to go to a
funding source that is different than the EFP in
effect on 7/7/07
46
New for PP08-01
 If you are using a Payroll Adjustment
(PA) form in PP08-01 and you want the
charges to be reflected in FY07, write
“FY07 Expense” in colored marker on top
of PA form and indicate FY07 dates in
the “Dates of Service” field
 Should be used for employees who terminated in
FY07
 Could be used for summer adjunct pay, etc.
47
Example- Payroll Adjustment Form
48
PCD vs. RAVEN
•
PCD By Pay Period = SPC by Pay Period
Affected
•
PCD By Accounting Period = SPC by Pay
Period Posted = RAVEN Ledger Inquiries
•
Note: Check cancellations/overpayments
do not appear in PCD or SPC- only appear
in RAVEN Ledger
PCD = Payroll Charges Detail Report in HRMS
SPC = Statement of Payroll Charges Inquiry in RAVEN
49
Viewing RAVEN SPC
•
Since 08-01 spans two fiscal years
need to use “Fiscal Year” field to
segregate amounts on report
– To view period 6/24-6/30: use pay period
08-01 and FY 2007
– To view period 7/1-7/7: use pay period
08-01 and FY 2008
– To view period 6/24-7/7: use pay period
08-01 and leave FY blank
50
Viewing RAVEN SPC
By entering the fiscal
year, only amounts for
7/1/06-6/30/07 are
displayed. If blank, the
period 6/25/06-7/7/07
will be displayed
51
Questions?
•
Please contact FS-Payroll if you have
questions regarding this process
– Phone: 6-1243
– E-mail:
[email protected]
52