Transcript Meeting Title Date - University of Maryland, Baltimore

FY10
Commitment Accounting
EFP Rollover
June 10, 2009
School of Nursing- Room 130
1
Presenters
•
Candace Chow– Payroll Manager- Financial Services
•
Pat Holmes– Manager- Cost Analysis & Studies
•
Susan McKechnie– Enterprise Application SpecialistFinancial Systems
2
Agenda
•
Key Dates and Deadlines
•
Before the EFP Rollover
•
The FY10 Rollover Process
•
After the EFP Rollover
•
FY10 Distributions
•
Funding Summary Report
3
Key Dates and Deadlines
4
Key Dates- Change from prior years
Action
Date
PP09-26 Actuals
Distribution
EFP Rollover
Saturday, June 27th
Depts create new
FY10 EFPs
(two week period)
Monday, June 29th, 6AM
until
Friday, July 10th, 2PM
PP10-01 Actuals
Distribution
Saturday, July 11th
Saturday, June 27th
5
FY09 Cut Off Dates- DRs
When
Received
Up
through
6/22
After
6/22 to
7/6
After 7/6
Pay Period
Entered
HRMS Financials
FY Post
FY Post
09-26
2009
2009
10-01
2010
2009
10-02
2010
2010
6
FY09 Cut Off Dates- DRs
•
Reminder- a direct retro and a budget
retro cannot be processed in same pay
period- plan accordingly!!!
7
FY09 Cut Off Dates
•
Friday- 6/26/09 – all EFPs for FY09 must
be approved in eUMB 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
8
PP09-26 (6/7-6/20) Distribution
•
Saturday-6/27: Actuals Distribution
process is run for PP09-26 with no
encumbrances
•
Monday-6/29: Validate that payroll
expenses were distributed correctly
using PCD
•
Tuesday-6/30: Validate that payroll
expenses were distributed correctly
using SPC
9
FY09 Redistributions
•
No budget retros after 6/26
•
Direct retros for all projects* will be processed
between 6/29 and 7/10 (posted to GL in FY09
but reflected in HRMS as FY10)
•
Direct retros for all projects* except for State &
Physician Service Contract projects can be
processed from 7/13 and forward (posted in
FY10)
* Subject to Cost Analysis approval
10
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)
11
Before the FY10 EFP
Rollover
(From today until Friday, 6/26/09)
12
What To Do Before FY10 Rollover (6/27)
• Make sure all employees have a FY09
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 FY10 Rollover (6/27)
• Review all funding sources that end 6/30/09
or earlier and determine redistributions
• Use EFP Query or Funding Summary Report
• Complete redistributions by entering &
approving new EFP for a Budget Retro
• Approve new EFP by 2pm on Friday, 6/12 for
PP09-25 distribution
• Approve new EFP by 2pm on Friday, 6/26 for
PP09-26 distribution
14
What To Do Before FY10 Rollover (6/27)
 Check ALL Funding End Dates:
– No Funding End Date = no change
required
– Funding End Date > 6/30/09 = no change
required
15
What To Do Before FY10 Rollover (6/27)
 Check ALL Funding End Dates:
– Funding End Date < 6/30/09 = change
now so that payroll expenses do not
charge PCA
– Funding End Date of 6/30/09 = OK to
change now; must change later to avoid
charging PCA
16
FY10 EFP Rollover
(on Saturday, 6/27/09)
17
Rollover of the Initial FY10 EFP
•
EFP in effect on 6/26/09 will be used to
programmatically:
– Create the initial 7/1/09 EFP
– Create the “fix” EFP to be used for any
earnings associated with dates prior to
7/1/09 paid in FY10
•
(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)
18
Roll-over of the Initial FY10 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 FY10)
– Review initial EFP for active employees to be
sure it is valid (check account codes, funding
end dates, % distribution)
19
After the Rollover
(from Monday, 6/29/09 until
2pm on Friday, 7/10/09)
20
What To Do After FY10 Rollover
 Prior to actuals distribution (Saturday,
7/11/09) you need to create a valid
7/1/09 EFP for each active employee
21
Creating New FY10 EFPs
•
6/29, 6AM – 7/10, 2PM (Two week
period): Departments review and
create additional 7/1/09 EFPs as
needed to reflect valid account codes,
funding end dates, % distributions
22
Creating New FY10 EFPs
•
EFPs will display the salary in effect at the
time the EFP is created
•
If an employee action is submitted effective
7/1/09 but it hasn’t been entered in eUMB
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
23
Cost Sharing for Payroll Expenses
•
NIH OTC Cap is $196,700- check
employees who may have gone over the
cap with 7/1 pay increases
– Amount is based on annualized salary- Ex.
FTE=.20 and amount paid at UMB= $40K 
Annualized= $200K
•
This only applies to NIH agencies- if you
don’t know whether a sponsor is under the
NIH umbrella check the following website:
http://www.nih.gov/icd/index.html
24
Cost Sharing for Payroll Expenses
•
Position owner creates EFP but may
be unaware that project from another
dept requires OTC- communicate!
25
What To Do Before FY10 Distribution on 7/11
• Make sure all employees have a FY10
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!
26
FY10 Distributions
(on Saturday, 7/11/09)
27
FY10 Distributions
•
If the EFP has a funding end date of
6/30/09 or earlier, at 2:01pm on
Friday, 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
28
EFP Example
FY09 EFP used in the rollover process
Initial FY10 EFP created effective 7/1/09
(and same for “fix” EFP) with account
codes expiring before 7/1/09
New FY10 EFP wasn’t created so the
process run on 7/11 will remove account
codes with funding end dates prior to
7/1/09 and add the PCA/Dept Default
account code equal to percent of account
codes removed
29
PP10-01 Distribution
•
Two week period = 6/21-7/4
•
For PCD reporting purposes only we
refer to period of 6/21-6/30 as PP0927 (AKA the payroll accrual) and 7/17/4 as PP10-01
•
PeopleSoft does not recognize pay
period #27
30
PP10-01 Distribution
 PP10-01 covers payroll expenses associated
with both FY09 and FY10- when the actuals
distribution process is run:
– FY09 payroll expenses (based on pay earnings
dates) will be distributed based on the “fix” EFP
(ex. Shift, OVT, hourly employees)
– FY10 payroll expenses (based on pay earnings
dates) will be distributed based on the 7/1/09 EFP
in effect
31
PP10-01 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
32
PP10-01 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
33
PP10-01 Reminders
 Salary Pay is calculated on 14ths instead
of 10ths- ex. new faculty employee who
starts 7/1/09 will receive 4/14ths pay;
exempt employee terminating 6/30/09
will receive 10/14ths pay
 Hourly Pay (Non-exempt and hourly
employees) is calculated based on hours
entered/scheduled
34
PP10-01 (and forward) Reminders
 If you are paying a new employee who
was entered in eUMB AFTER 6/29 with
an effective date prior to 7/1/09:
 You will not be able to enter any hours in the WET
pages prior to 7/1/09
 You MUST submit a Retro Pay PA form for the
retro pay with a HRMS Account Code
35
Funding Summary
Report
36
Using the Funding Summary Report
Three key times to run it:
1. Before FY10 Rollover (now thru 6/26)
2. Before first FY10 Actuals Distribution
(6/29 thru 7/10)
3. After 10-01 Actuals Distribution
(starting 7/13)
37
Checking EFPs Before FY10 Rollover
•
Reminder on Funding Summary
Report:
There is a Report Choice option so
that you can retrieve all EFPs for your
department or just the EFPs where
there is an issue that will cause a
charge to the PCA/Dept Level
account code
38
Checking EFPs Before FY10 Rollover
Run Funding Summary Report using an “as
of” date of 6/30/09 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
6/30/09 or earlier
39
Setting Up Funding Summary Report:
Checking EFPs Before FY10 Rollover
Using 6/30/09 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.
A new feature for this year is the ability to
isolate the EFPs that will default to the
PCA/Dept level
40
Reviewing Funding Summary Report:
Checking EFPs Before FY10 Rollover
Displays problem EFPs in
effect as of 6/30/09
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 eUMB);
DP= Department Level Profile (EFP is NOT in eUMB and
payroll-related expenses will be charged to departmental
PCA!)
41
Checking FY10 EFPs Before Actuals
Distribution
Run Funding Summary Report using an “as
of” date of 7/4/09 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
7/4/09 or earlier
42
Setting Up Funding Summary Report:
Checking FY10 EFPs Before First Distribution
This report displays the “problem” EFPs in
effect “as of” the last day of PP 10-01.
43
Reviewing Funding Summary Report:
Checking FY10 EFPs Before First Distribution
Displays EFPs in effect
as of 7/4/09
PCAs Only
Version
ALERT! Funding sources
expiring 06/30/09 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!
44
Setting Up Funding Summary Report:
Checking FY10 EFPs Used in First Distribution
This report displays the “problem” EFPs in
effect “as of” the last day of PP 10-01.
45
Reviewing Funding Summary Report:
Checking FY10 EFPs Used in First Distribution
Example where no
changes were made
to FY10 EFPs
PCAs Only
Version
Displays problem EFPs in effect as of PP 10-01
ALERT! Funding sources expiring
06/30/09 and earlier will be changed
to charge your PCA
46
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
47
Viewing RAVEN SPC
•
Since 10-01 spans two fiscal years
need to use “Fiscal Year” field to
segregate amounts on report
– To view period 6/21-6/30: use pay period
10-01 and FY 2009
– To view period 7/1-7/4: use pay period
10-01 and FY 2010
– To view period 6/21-7/4: use pay period
10-01 and leave FY blank
48
Viewing RAVEN SPC
By entering the fiscal year, only
amounts for 7/1/08-6/30/09 are
displayed. If blank, the period 6/22/087/4/09 will be displayed.
49
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]
50