Kuali Days Conference04/11/2006

Labor Distribution Module

Suzanne Zimbardo, University of Arizona

Sterling George, Indiana University

Ethel Workman, Indiana University

Agenda Topics

Components of the Module• Basic Tables• Accounting Cycle and Kuali Reference Tables

• Kuali Documents - Salary Transfers - Benefit Transfers

- Labor Ledger Adjustment - A21 Re-Creates

• On-line Labor Balance Inquiries

• Decision Support - Data Direct - Standard Reports

- Pre-Defined Queries (PDQ’s)

• Kuali Enhancements

Labor Distribution Module

• Includes compensation and related expenses• The Indiana University FIS system is the basis for

Labor Distribution module• Module flexibility will meet majority of institutions

needs• Interface with current legacy systems is the

responsibility of each institution

Basic Tables

• Basic Tables Establish – Field Names– Field Formats– Field Business Names

• Tables– Labor Ledger Detail – includes key information

on individual positions, salaries, wages and fringe benefits

– Labor Ledger Balance – includes key accounting information summarized

Labor Ledger Detail

FIELD NAME FORMAT BUSINESS NAME

• UNIV_FISCAL_YR NUMBER(4) FISCAL YEAR• FIN_COA_CD VARCHAR2(2) CHART• ACCOUNT_NBR VARCHAR2(7) ACCOUNT NUMBER• SUB_ACCT_NBR VARCHAR2(5) SUB ACCOUNT• FIN_OBJECT_CD VARCHAR2(4) OBJECT CODE• FIN_SUB_OBJ_CD VARCHAR2(3) SUB OBJECT• FIN_BALANCE_TYP_CD VARCHAR2(2) BALANCE TYPE• FIN_OBJ_TYP_CD VARCHAR2(2) OBJECT TYPE• UNIV_FISCAL_PRD_CD VARCHAR2(2) FISCAL PERIOD• FDOC_TYP_CD VARCHAR2(4) DOCUMENT TYPE• FS_ORIGIN_CD VARCHAR2(2) ORIGIN CODE• FDOC_NBR VARCHAR2(9) DOCUMENT NUMBER• TRN_ENTR_SEQ_NBR NUMBER(5) SEQUENCE NUMBER• POSITION_NBR VARCHAR2(8) POSITION NUMBER• PROJECT_CD VARCHAR2(10) PROJECT CODE• TRN_LDGR_ENTR_DESC VARCHAR2(40) TRANSACTION DESCRIPTION• TRN_LDGR_ENTR_AMT NUMBER(19,2) TRANSACTION AMOUNT• TRN_DEBIT_CRDT_CD VARCHAR2(1) DEBIT CREDIT CODE• TRANSACTION_DT DATE TRANSACTION DATE• ORG_DOC_NBR VARCHAR2(10) ORG DOCUMENT NUMBER• ORG_REFERENCE_ID VARCHAR2(8) ORG REFERENCE ID• FDOC_REF_TYP_CD VARCHAR2(4) REFERENCE DOCUMENT TYPE• FS_REF_ORIGIN_CD VARCHAR2(2) REFERENCE ORIGIN CODE

Labor Ledger Detail Continued

FIELD NAME FORMAT BUSINESS NAME

• FDOC_REF_NBR VARCHAR2(9) REFERENCE DOCUMENT NUMBER• FDOC_REVERSAL_DT DATE REVERSAL DATE• TRN_ENCUM_UPDT_CD VARCHAR2(1) ENCUMBRANCE UPDATE CODE• TRN_POST_DT DATE POST DATE• PAY_PERIOD_END_DT DATE PAY PERIOD END DATE• TRN_TOTAL_HR NUMBER TRANSACTION TOTAL HOURS• PYRL_DT_FSCL_YR NUMBER(4) PAYROLL DATE FISCAL YEAR• PYRL_DT_FSCLPRD_CD VARCHAR2(2) PAYROLL DATE FISCAL PERIOD• EMPLID VARCHAR2(11) EMPLOYEE ID• EMPL_RCD NUMBER(3) EMPLOYEE RECORD CODE• ERNCD VARCHAR2(3) EARN CODE• PAYGROUP VARCHAR2(3) PAYGROUP• SAL_ADMIN_PLAN VARCHAR2(4) SALARY ADMIN PLAN• GRADE VARCHAR2(3) GRADE• RUN_ID VARCHAR2(10) PAYROLL RUN ID• LL_ORIG_FIN_COA_CD VARCHAR2(2) ORIGINAL CHART• LL_ORIG_ACCT_NBR VARCHAR2(7) ORIGINAL ACCOUNT NUMBER• LL_ORIG_SUB_ACCT_NBR VARCHAR2(5) ORIGINAL SUB ACCOUNT• LL_ORIG_FIN_OBJECT_CD VARCHAR2(4) ORIGINAL OBJECT CODE• LL_ORIG_FIN_SUB_OBJ_CD VARCHAR2(3) ORIGINAL SUB OBJECT• COMPANY VARCHAR2(3) COMPANY• SETID VARCHAR2(5) SET ID

Labor Ledger Balance

FIELD NAME FORMAT BUSINESS NAME

• UNIV_FISCAL_YR NUMBER(4) FISCAL YEAR

• FIN_COA_CD VARCHAR2(2) CHART

• ACCOUNT_NBR VARCHAR2(7) ACCOUNT NUMBER

• SUB_ACCT_NBR VARCHAR2(5) SUB ACCOUNT

• FIN_OBJECT_CD VARCHAR2(4) OBJECT CODE

• FIN_SUB_OBJ_CD VARCHAR2(3) SUB OBJECT

• FIN_BALANCE_TYP_CD VARCHAR2(2) BALANCE TYPE

• FIN_OBJ_TYP_CD VARCHAR2(2) OBJECT TYPE

• POSITION_NBR VARCHAR2(8) POSITION NUMBER

• EMPLID VARCHAR2(11 EMPLOYEE ID

• ACLN_ANNL_BAL_AMT NUMBER(19,2) ANNUAL BALANCE

• FIN_BEG_BAL_LN_AMT NUMBER(19,2) FINANCIAL BEGINNING BALANCE

• CONTR_GR_BB_AC_AMT NUMBER(19,2) C&G BEGINNING BALANCE

Labor Ledger Balance Continued

FIELD NAME FORMAT BUSINESS NAME

• MO1_ACCT_LN_AMT NUMBER(19,2) MONTH 1 AMOUNT (JULY)• MO2_ACCT_LN_AMT NUMBER(19,2) MONTH 2 AMOUNT (AUGUST)• MO3_ACCT_LN_AMT NUMBER(19,2) MONTH 3 AMOUNT (SEPTEMBER)• MO4_ACCT_LN_AMT NUMBER(19,2) MONTH 4 AMOUNT (OCTOBER)• MO5_ACCT_LN_AMT NUMBER(19,2) MONTH 5 AMOUNT (NOVEMBER)• MO6_ACCT_LN_AMT NUMBER(19,2) MONTH 6 AMOUNT (DECEMBER)• MO7_ACCT_LN_AMT NUMBER(19,2) MONTH 7 AMOUNT (JANUARY)• MO8_ACCT_LN_AMT NUMBER(19,2) MONTH 8 AMOUNT (FEBRAURY)• MO9_ACCT_LN_AMT NUMBER(19,2) MONTH 9 AMOUNT (MARCH)• MO10_ACCT_LN_AMT NUMBER(19,2) MONTH 10 AMOUNT (APRIL)• MO11_ACCT_LN_AMT NUMBER(19,2) MONTH 11 AMOUNT (MAY)• MO12_ACCT_LN_AMT NUMBER(19,2) MONTH 12 AMOUNT (JUNE)• MO13_ACCT_LN_AMT NUMBER(19,2) MONTH 13 AMOUNT

(CLOSING)

Accounting Cycle

• Chart of accounts updates (COA documents and reference tables) occur in Kuali upon approval and are copied out to decision support environments

• Pending entry table for Kuali labor documents• Labor ledger contains detail salary and wage by

person, position, type of pay, and pay period – benefits are aggregated by accounting string

• Payroll encumbrances recorded in labor ledger as internal encumbrances – updated with each payroll closing

• Two views of Labor – (AC) based on time of posting or (A2) when effort occurred

• Entries processed by the labor poster are aggregated and feed the general ledger

Accounting Cycle Flow Diagram

Labor Reference Tables

• Payroll Object Codes report to Levels which report to Consolidations– 2000 Academic Salaries -> Academic Salaries (ACSA) -> Compensation (CMPN)– 2500 Clerical Professional -> Bi-Weekly Salaries (BISA) -> Compensation (CMPN)– 3000 Non-Student Hourly -> Hourly Compensation (HRCO) -> Compensation

(CMPN)– 5625 Fringe Benefits –> Benefits (BENF) -> Compensation (CMPN)

• Payroll Object Codes are assigned Benefit Types– 2000 Academic Salaries has Benefits Types of FICA (F), Fringe Benefits (G), and

Retirement Exempt (R)• Benefit Types are assigned Percentages and Object Codes each Fiscal

Year– FICA (F) – 7.07% on Object Code 5760– Fringe Benefits (G) – 12.74% on Object Code 5625– Retirement Exempt (R) – 18.74% on Object Code 5772

• Accounts Not Accepting Fringes must Identify an Account that can accept Fringes

• Sub Funds can be set up to Not Accept Wages• Document Types can be established for Payroll Types – Normal Pay (PAY),

Payroll Cancellations (PAYC), Payroll Accruals (PAYA), etc…• Offsets are be specified by Document Type – PAYC to hit Cash directly,

PAY to run through Salaries Payable, etc…

Labor Distribution E-Docs

• Salary Transfers

• Benefit Transfers

• Labor Ledger Adjustment

• A21 Re-Creates

Salary Transfer

Labor Entries – From Side

Labor Balance Inquiry Examples

• On-line Documentation at: http://www.fms.indiana.edu/fis/documentation/home.asp

• Use Fiscal Year 2006, Accounts 10-232-00 and 54-244-01, Employee ID 0001765716, and Universal User ID’s 1000157558 and 0001138755 for the following examples:– CSF Tracker (Calculated Salary Foundation)– Account Status: Base Funds– Account Status: Current Funds– Labor Ledger A21 View– Labor Ledger View– Funding By Person– July 1 Funding

Calculated Salary Foundation (CSF)

Account Status: Base Funds

Account Status: Current Funds

Labor Ledger A21 View

Labor Ledger View

Funding By Person

July 1 Funding

Kuali Labor Ledger Enhancements

• Labor Ledger Scrubber – similar to the GL scrubber - will validate accounting transactions against the chart of accounts but will likely perform far less offset generation than in the GL

• Labor Ledger Correction Process (LLCP) – similar to the GL Correction Process (GLCP) e-doc - will allow auditable corrections to labor files from the nightly accounting cycle and the upload of externally generated labor transaction

• Labor Ledger Journal Voucher – Similar to GL Journal Voucher – will allow corrections to posted labor ledger entries

Decision Support

• Data Direct – Download labor detail or balance data to spreadsheets by specifying common parameters

• Pre-Defined Queries (PDQ’s) – Frequently used reports end users can request on demand

• Standard Reports – Static report images for distribution to Fiscal Officers

Labor Operating Detail

The Account View allows Fiscal Officers, Account Managers, Supervisors, and Account Delegates to view packets of their Standard Reports.

Questions?

Kuali Days Conference04/11/2006

A-21 Re-Creates

A-21 Re-Creates – When Used?

A-21 Re-Create documents are used on an exception basis to generate an A-21 Effort Report- After the initial batch of A-21 Effort Reports have been generated for a specified report period - For an individual employee- Normal pay involved - FIS locks end users from generating a Salary

Transfer on an “open A-21 period” - Moving normal salary to/from C&G account– Cost Share

A-21 Re-Creates - Request

• Special request received for Re-Creates– Responsibility of the department of Contracts & Grants– Monitor CGA21RECRE Workgroup– Verify no existing “Unapproved” report– E-mail– Letter

• Review Labor Ledger A-21 View• Identify pay for Report Type

- 10-pay- 12-pay- Bi-weekly pay

• Ensure salary booked

Labor Ledger A-21 View

• Example 0001693647 (FY05 – 2005M02 1/1/05 - 6/30/05)

A-21 Re-Create – Data Extract

• FIS – Parameters Defined

• LD A-21 Report Period Definition• LD A-21 Report Period Table

– Labor Ledger A-21 View

A-21 Re-Creates – Parameters A-21 LD Definition Table

A21 Re-Create – ParametersLD - Report Period Table

A-21 Re-Creates - Screen

A-21 Re-Creates – Drilldown

Example: 0001765716

xxxxxxxxxx

A-21 Re-Create

Bring data search results into main document, add report number. Tab, if prior A-21 exists, dialog message – add note.

A-21 Re-Create – Cont’d.

• Say OK, add note and attachment (optional), OK and tab.

A-21 Re-Create – Cont’d.

• Tab – populates LLA21V info into document.

A-21 Re-Create – Cont’d.

• A-21 Re-Create data populates A-21 Effort Report form.

A-21 Re-Create – Cont’d.

• Changes to effort generates an automatic Salary Expense Transfer

• Salary Transfer books to the last month of the Report Period

• Drilldowns– Name– Total salary LLA21V– Account Number

A-21 Re-Create -Effort Report Routing

• Routes to each responsible individual for each Account listed within document – Route Button.

A-21 Re-Create – FIS Inbox

• Ready to Print/Correct/Approve.

A-21 Re-Create – Last Approver

• Account level, Organization hierarchy, the last to approve is C&G Administrator or C&G Workgroup.

• Questions?