HRMS Commitment Accounting Update

February 22-24, 2005

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Today’s Agenda

• Susan Beckerman – Encumbrance Functionality – Other Upgrade Changes • Nancy Priest – CA Processing/Reporting Changes – Downloadable PCD

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Changes are Coming!

• Encumbrance functionality in period beginning 2/20/05 e UMB for • Encumbrances not loaded into FAS until later in March • Encumbrances appear on SPC with PP05-17 actuals

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Changes are Coming!

• EFPs approved by 6pm load on Thursday, February 24 th included in PP05-17 actuals • Will not run EFP load at 10am,2pm, and 6pm on Friday 25, 2005 • Friday’s BRs will be processed after upgrade and loaded to FAS with PP05 18 actuals

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Encumbrance Functionality

• Definition • How are encumbrances calculated?

• How often are they calculated?

• When and how can I view them?

• What will encumbrances affect?

• Next steps

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Definition of Encumbrance

• General- A commitment within an organization to use funds for a specific purpose • e UMB- Estimated projection of future regular salary expenses based on the information in e UMB at the time of the encumbrance calculation

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How are encumbrances calculated?

• Job Data (current & future) + EFP (current & future) = Encumbrance • All types of Account Codes (state, auxiliary, revolving, contract and grants)

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How are encumbrances calculated?

• All types of employees (Regular, Contingent 2, Students, Contingent 1 ( excluding SPC) • Only Active employees as of Encumbrance date – Active employee is anyone who is eligible to receive pay

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How are encumbrances calculated?

• Calculated by Empl Id/Empl Rcd for each account code and salary account (subcode) • Based on calendar days (365 in non-leap year and 366 in leap year) • From current period through the end of the fiscal year (6/30) or the funding end date whichever is earlier (NOT A LIQUIDATION!)

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How are encumbrances calculated?

• What is the current period – First day of pay period following the end date of last pay period processed by Actuals Distributions – Ex.- Pay Period ending 2/19/05 • Actuals Distribution is through 2/19/05 • Encumbrance period is from 2/20/05

through 6/30/05 - 10 -

How are encumbrances calculated?

• What info comes from Job Data?

– Annual Salary for Salaried (EFY, AFY, ASY) and Exception Hourly (NFY) employees – Computed annual salary for Hourly (HRL) employees (Std Hrs weekly x 2 weeks x Hourly Rate x 26.071428) • Includes all future effective dated Job Data rows in current fiscal year

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How are encumbrances calculated?

• What info comes from EFP – Account code distribution – Time period (Funding begin/end dates) – Department level default account or PCA, if applicable • Includes all future effective dated EFPs in current fiscal year

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Encumbrance Calculation Example

• AFY Employee - Annual salary $26,071.43 (or $1,000 Bi-weekly) • EFPs in system at time enc calculated – FBD: 7/1/04; FED: 2/28/05

100% on 4-xxxxx

– FBD: 5/1/05; FED: blank

100% on 1-xxxxx

• Actuals Distribution through 2/19/05

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Encumbrance Calculation Example

• Encumbrance for 4-xxxxx: – 2/20 thru 2/28 = 9 days – $26,071.43 / 365 x 9 = $642.86

• Encumbrance for Dept PCA/Default: – 3/1 thru 4/30 = 61 days (31+30) – $26,071.43/365 x 61 = $4,357.14

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Encumbrance Calculation Example

• Encumbrance for 1-xxxxx: – 5/1 thru 6/30 = 61 days (31+30) – $26,071.43 / 365 x 61 = $4,357.14

• Total Encumbrance = $9,357.14 – $1,000 BW x 9.357143 pay periods left – $642.86 + 4,357.14 + 4,357.14

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Other Encumbrance Examples

• See handout with examples of: – Future termination – Future hire – Future department transfer – Missing EFP – Account code funding date expiration – Hourly employee

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How often are Encumbrances calculated?

• Once every two weeks – If you make changes to EFPs after encumbrance is run you have to wait for up to 2 weeks to see results • Immediately after the Actuals Distribution process – Normally the weekend after payday

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How can I view Encumbrances?

• In eUMB – Run the queries called: • UMB_CA_ENC_BY_EMPL_ID • UMB_CA_ENC_BY_ACCT_CODE • UMB_CA_ENC_BY_DEPT_ID • In FAS Web – Statement of Payroll Charges (SPC)

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When/Where can I view Encumbrances?

• In eUMB, on the Monday following payday – Only the current encumbrance can be viewed • In FAS Web, on the Tuesday following payday – “Historical” encumbrances can be viewed

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How can I view Encumbrances in the future?

• When Encumbrances are posted in FAS • In FAS Web – Month End FAS Report – AM090- Account Statement of Whole Dollars – AM009- Open Commitment Records (View)

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What will encumbrances affect when posted to FAS?

• Ability to process purchase requisitions if FAS account is in deficit (calculation includes encumbrance) • Budget Monitoring – Ability by Depts and Central Offices to monitor FAS account expenditures and encumbrances

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Next Steps

• Purchase Order Encumbrances – Make sure current PO encumbrances have been liquated properly – If you need to relieve a PO encumbrance, contact Financial Services- Quality Assurance

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Next Steps

• EFPs – Use the UMB_CA_EFP… series queries to validate your current and future dated EFPs (pivot tables might help) – Use Funding Summary Report to validate current EFPs (doesn’t capture future EFPs) – Update EFPs as necessary – If you know your accounts are in deficit, it’s time to change the EFPs

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Next Steps

• Hourly employees – Std Hours are factored in encumbrance calc – Hourly employees were converted into eUMB at go-live with 20 Std Hours – Std Hours cannot be zero- the minimum amount is .01

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Next Steps

• Hourly employees – Run query UMB_PR_HOURLY_EES to validate the Std Hours and who is active – Std hours should approximate the number of hours the employee works for a more accurate encumbrance – If an hourly employee hasn’t worked in 6 12 months you should terminate

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Next Steps

• Hourly employees – If less than 5 employee changes for Std Hours, submit Employee Action forms to HRSC – If 5 or more employee changes for Std Hours, submit spreadsheet (see sample) – All Terminations must be submitted on an EA form

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Next Steps

• Hourly employees – Spreadsheets can be e-mailed to Vicky Kelly by a Department Administrator or Director or hand-delivered to HRSC with a Memo signed by the Admin/Dir – Spreadsheets and EAs are due to HRSC on Monday, March 7 th for next pay period – Questions- Contact HRSC at 6-7600

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Next Steps

• This is a new process- PLEASE validate and question anything that doesn’t look right – Recalculate the complex scenarios • Contact Candace Chow or Mary Williams in FS-Payroll with questions (6-1243)

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Other Upgrade Changes

• New EFP Setup page • Retro Pay processing changes

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EFP Setup page

• Current link to Dept Budget Earnings page (PS delivered page) – Home > Define Business Rules > Define Commit Accounting(US) > Setup > Department Budget Table

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EFP Setup page

• New link to EFP Inquire page (UMB custom page) – Home > Define Business Rules > Define Commit Accounting(US) > Inquire > UMB Employee Funding Profile

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New link

Retro Pay Processing

• Retro pay is system generated when an employee gets a salary increase or decrease effective during a prior pay period

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Retro Pay Processing

• Upgrade changed payroll calculations that affects retro pay • Continue to validate retro pay to make sure it is correct especially changes that go back to 7/1/04 • Contact FS-PR if calculations are incorrect

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CA Processing/Reporting Changes

• PCD by Pay Period • BR Processing Changes • PCD by Accounting Period (fiscal month) • PCD Downloadable file

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PCD by Pay Period: What’s New?

• Prior to CA upgrade, it was not possible to capture the full fiscal year when running PCD by pay period • We have added functionality for a Pay Period “27” to separate and display data related to specific fiscal years

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Prior to CA Upgrade, PCD with pay period that crossed fiscal years …

Acct CD ACCT PayEnd DT RunID PPRD FY DeptId: 10206060 EMPLOYEE: Flintstone,Fred (ID/Rcd: 001234/0) 4-44310 1012 07-10-04 07-10-04 05-01 05-01 2004 2005 -SAME PAY END DATE -SAME RUN ID -DIFFERENT FISCAL YEARS GROSS SALARY 526.50

3150.38

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After CA Upgrade, PCD with pay period that crossed fiscal years …

Acct CD ACCT PayEnd DT RunID PPRD FY DeptId: 10206060 EMPLOYEE: Flintstone,Fred (ID/Rcd: 001234/0) 4-44310 1012 06-30-04 07-10-04 -DIFFERNT PAY END DATE -DIFFERENT RUN ID -DIFFERENT FISCAL YEARS 04-27 05-01 2004 2005 GROSS SALARY 526.50

3150.38

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Pay Period xx-27

Let’s take FY04 – FY05 as an example…

To see … From Pay Run ID Begin Date To Pay Run ID End Date

full fiscal year expenses for first pay period only (up to pay end date) the portion of the prior fiscal year’s expenses that were received in the first pay period 05-01 07/01/2004 05-27 06/30/2005 04-27 06/27/2004 05-01 07/10/2004 04-27 06/27/2004 04-27 06/30/2004

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Pay period parameter on PCD Setup Screen

New begin date New end date

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BR Processing Changes

• Redistributions are managed differently • Affects how data is displayed on the PCD by Accounting Period • Accounting Period represents a fiscal month, i.e. July = 01

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BR Processing Changes • Prior to CA Upgrade: Original distribution and the entire reversal were applied to the original accounting period. The new distribution was applied to the “current” accounting period • After CA Upgrade: Original distribution is applied to the original accounting period. The “reversed amount” and the new distribution are applied to the “current” accounting period

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BR Processing Changes What is “current” period?

The accounting period in which the Budget Retro/Direct Retro was processed

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PCD by Accounting Period

Scenario: Budget Retro entered on 02/15/2005, FBD: 7/1/2004, splitting the current distribution on account code 4-44310 between 4-44310 and account code 1-10111. Prior to BR distribution Acct CD ACCT PayEnd DT RunID FY- Act Prd GROSS SALARY DeptId: 10206060 EMPLOYEE: Flintstone,Fred (ID/Rcd: 001234/0) 4-44310 1012 07-10-04 07-24-04 05-01 05-02 2005 - 1 2005 - 1 Acct Total: 3150.38

3876.88

7027.26

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PCD by Accounting Period

After BR redistribution Acct CD SALARY DeptId: 10206060 EMPLOYEE: Flintstone,Fred (ID/Rcd: 001234/0) 4-44310 ACCT 1012 PayEnd DT 07-10-04 07-10-04 RunID FY- Act Prd 05-01 05-01 2005 - 1 2005 - 8 GROSS 3150.38

-1575.19

07-24-04 07-24-04 Acct Total: 05-02 05-02 2005 - 1 2005 - 8 3876.88

-1938.44

3513.63

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CURRENT ACCOUNTING PERIOD

PCD by Accounting Period

After BR redistribution on new account code Acct CD ACCT PayEnd DT RunID FY- Act Prd GROSS SALARY DeptId: 10206060 EMPLOYEE: Flintstone,Fred (ID/Rcd: 001234/0) 1-10111 1012 07-10-04 05-01 2005 - 8 1575.19

07-24-04 Acct Total: 05-02 2005 - 8 1938.44

3513.63

CURRENT ACCOUNTING PERIOD

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PCD By Accounting Period

How does this change affect you?

• You will need to extend your parameters to include the current accounting period • The original amount and the reversed amount will be displayed if they share the same pay end date but different accounting periods • The new amount will be displayed if they share the same pay end date and the same accounting period

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How does this change affect you?

• Retro Charges Detail (RCD) Report has been discontinued from common use • The Direct Retro Request must have the PCD by accounting period attached instead of the PCD by pay period • Continue to use SPC to validate redistributions posted to FAS

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PCD Downloadable File

• What is a downloadable file?

• What do I need to do?

• Where can I get help with download problems?

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What is a downloadable file?

A file containing a string of data, where each field is separated by a character. The file can be manipulated (sorted, summed, etc.) in EXCEL to meet your needs.

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What do I need to do?

Nothing!

You already know how to run a PCD report and a download file is created every time the PCD report is run.

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PCD Download

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Download File Option

PCD Download file

• Detailed Download File- Mirrors data displayed in the PCD Report • Summary Line Download File- Sums the data by account for each account code

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Accessing the Download File

Run the PCD Report as normal I. In the Report/ Log Viewer, click the ‘pcddownload.txt’ link II. Save the file to a directory.

III. In Excel, open the file that you saved. The text wizard will appear to assist you.

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Where can I get help?

• Refer to PCD Download Guide • Help Desk: 6-HELP • A Lunch-n-Learn will be scheduled if needed

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