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Labor Redistributions
EPAF
PZAREDS
Legacy
Laura PutzUnrestricted AccountingHSC Financial Services
EPAF
PURPOSE: Create FUTURE labor distributionsREPLACES: EPAN for future (prospective) change in labor distribution HSC Faculty Funding Change/Personnel Action Notice
Account Distribution Change Form (also known as prospective changes on Salary Reallocation Form)
Student Employment’s Status Change Form Faculty Contracts-Funding Change Form Graduate Studies Assistantship Form
This form is still used, in addition to EPAF
•EPAF
Forms LoboWeb interface, employee tab
Originator Hiring/Timesheet Organization associated with Employee
Approver Department designee with signature authority to provide acknowledgement of
labor distribution appropriateness Central Accounting Offices for distributions affecting contracts or grants.
Purpose-When to use Change future labor distributions
Process Provides for electronic routing for approval and posting of changes
EOD Training Originator:
EPAF-BAN HRP EP 101 Department Approval:
EOD EPAF – BAN HRP EP102 BAR Role
Originator: EPAF- Labor Distribution Change originator Dept Approval: EPAF Labor Distribution Chg-First level approver
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Approval Delivery Expectations
EPAF Routing Allow 5 business days for approval
queue routing Department Approval – 2 days Central Accounting Approval – 3 days
Payroll Deadlines
Hyperion Labor Distribution Report FSH0002
EPAF Report Development
EPAF – Known Issues: Effective Date
Bi-Weekly Payroll:For a change to be effective the first day of the current pay period, query date and effective date must be the first day of a pay period that has not yet been paid.
Monthly Payroll:For a change to be effective the first day of the current month, query date and effective date must be the first day of a pay period that has not yet been paid.
Closed Funds You cannot create a distribution to a closed fund
Future Dated Distribution Changes Current Work Around - HR Service Center is monitoring and working
with departments to facilitate/maintain future change record Future Process – In development stage to be communicated on EPAF
ListServ when implemented Approval Category/Electronic Routing
EPAF Category Selection & Approval RoutingQuick Reference Guide
3/20/08
Category Code Approval Category Description
Minimum Dept Approval Requirements
Core Office Approval Requirements
FYI Notification
LD_HRD Main Campus & HSC EPAF-with ONLY Unrestricted Indices
Level 1-signature authority (for each index being changed)
Level 2-optional
No electronic approval required; Post Transaction review occurs.
EDC
LD_BSM Both Main Campus & HSC indices on EPAF, with any Restricted Indices.
Level 1-signature authority (for each index being changed)
Level 2-optional
MC Fiscal Monitor
HSC Fiscal Monitor
PI
EDC
LD_HSM HSC EPAF with any Restricted Indices.
Level 1-signature authority (for each index being changed)
Level 2-optional
HSC Fiscal Monitor PI
EDC
LD_MSM Main Campus EPAF with any Restricted Indices.
Level 1-signature authority (for each index being changed)
Level 2-optional
MC Fiscal Monitor PI
EDC
EPAF Category Selection & Approval RoutingQuick Reference Guide
3/20/08
Definitions:EDC Employment Data Center
Fiscal Monitor Core Office Accountant responsible for monitoring transactions for a specific contract or grant. (You may need to select more than one)
HSC Health Sciences Center
Level 1 Department Approver. Should have signature authority on each index, or route it to another approver who DOES have signature authority. If a person has authority over multiple indices, they can approve for all those indices.
Level 2 This is an optional Departmental Approver. Use per department practices.
MC Main Campus
Originator Departmental personnel that create EPAF requests using Lobo Web.
PI Principal Investigator.
Signature Authority A person listed on the Signature Authorization Sheet for that index. You may find the signature authorization sheet in Xtender.
EPAF Category Selection & Approval RoutingQuick Reference Guide
Ideal: Originator creates EPAF and identifies appropriate category code. Routes EPAF to department personnel with signature authority for Level 1 approval, and identifies/selects fiscal monitor responsible for approving labor changes on affected indices.
Good: The originator has signature authority. They note in the EPAF comment section that they have signature authority. There is another Level 1 approver used.
Good: The originator does not have signature authority. They note in the EPAF comment section the name of the person with signature authority who authorized the EPAF. They route the EPAF to this person for Level 1 approval. [Another Level 1 or 2 approver may be used, per departmental practice].
Acceptable: The originator has signature authority. There is no other Level 1 approver in their dept. They note in the EPAF comment section that they have signature authority. The originator approves the EPAF.
Acceptable: The originator does not have signature authority. They note in the EPAF comment section the name of the person with signature authority who authorized the EPAF. They cannot route the EPAF to this person because this person cannot [out of town, on vacation, no Banner Access…] approve the EPAF in Banner. There is another Level 1 approver used.
Acceptable: The originator does not have signature authority. They note in the EPAF comment section the name of the person with signature authority who authorized the EPAF. They cannot route the EPAF to this person because this person cannot [out of town, on vacation, no Banner Access…] approve the EPAF in Banner. The originator approves the EPAF.
Unacceptable: The originator has signature authority. They do not note in the EPAF comment section that they have signature authority.Unacceptable: The originator does not have signature authority. They do not note in the EPAF comment section the name of the person with signature authority who authorized the EPAF.Unacceptable: The originator does not have signature authority for all indices changed in the EPAF. They do not route the EPAF to a person who DOES have signature authority over each changed index.Unacceptable: The originator does not route the EPAF to the correct Fiscal Monitor(s) in the Core Office.
EPAF Category Selection & Approval RoutingQuick Reference Guide
How to find someone with Signature Authority for an index:Contracts and Grants Restricted Index (Main Campus or HSC)•Pull up the signature authorization in Xtender.•Route the EPAF to a person listed on the most recently dated signature authorization form.•Note: This applies to restricted indices only.To do this:•Go to Banner screen FRIGITD. Put in index. Tab twice, and the Grant Code populates in the “Grant” field.•Go to Banner screen FRAGRNT. Put in grant number. Select “Next Block”.•Select the Xtender icon near the top of the screen; it is called “Banner XtenderSolutions” when you place your cursor on it.•Select the item with a document type of SIGNATURE.•Route the EPAF to a person listed on the most recently dated signature authorization form.How to find the Fiscal Monitor for an index:Contracts and Grants Restricted Index (Main Campus or HSC)•Go to Banner screen FRIGITD. Put in index. Tab twice, and the Grant Code populates in the “Grant” field.•Go to the Banner screen FRAGRNT. Put in grant number. Select “Next Block”.•Select the Personnel tab.•Use the gray sliding bar on the right to move down until you see indicator 003-Fiscal Monitor.•The name of the Fiscal Monitor on this screen is who you should route this index to for approval.•Hint: This is the same screen [FRAGRNT] from which you accessed the signature authorization form for restricted indices.Alternate Method:HSC:•Go to Post Award website, http://hsc.unm.edu/financialservices/postaward/•Select the “Who to Contact” button near the top of the page. This will tell you, by Org level 5, who the Fiscal Monitor is for all HSC Restricted Indices.•The Org for the index is on the FRAGRNT screen on the Main tab. See instructions (above) to access FRAGRNT if you don’t know the Org code.Unrestricted Index (Main Campus or HSC)•No Fiscal Monitor is required. Do not route EPAFs for only unrestricted indices to a Fiscal Monitor.
PZAREDS
PURPOSE: Change posted labor expense that was originally
processed in Banner. All transactions after 1/1/08
REPLACES: Main Campus Transaction Correction Form HSC Faculty Funding Change/Personnel Action Notice
Account Distribution Change Form Distribution Change Form (Salary Reallocation Form)
PZAREDS
Forms Banner Form PZAREDS
Originator Hiring/Timesheet Organization associated with Employee
Approver Department designee with signature authority to provide
acknowledgement of labor distribution appropriateness Central Accounting Offices processes electronic approval/posting.
Purpose-When to use Change posted labor expense that was originally processed in
Banner. All transactions after 1/1/08
Process Provides for electronic routing for approval and posting of changes
EOD Training FILR 100 – Labor Redistribution
BAR Role Department Labor Redistributions
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Requestor: Allen Mann. For pay period 5R, move the 25.00% from index 133388 to index 133422. David worked 50% of his time in 133422 and 0% in 133388 for pay period 5R.
Approval Delivery Expectations
Completed PZAREDS 4 business days for posting to be
reflected in Banner Finance Central Accounting Approval – 3 days Night Train Process/Refresh – 1 day
Month-End Close Deadlines Pending Report Development
PZAREDS – Known Issues:
Positions When and how to select Effect of selecting/not selecting
Split Periods How to identify How to avoid splitting a period in EPAF
Change All Selection Report Development
PZAREDS – Report Development
PZAREDS – Report Development
Legacy Labor Redistribution Form (LRF)
PURPOSE: Change posted labor expense that was originally
processed in HRS All transactions prior to 1/1/08
REPLACES: Main Campus Transaction Correction Form HSC Faculty Funding Change/Personnel Action Notice
Account Distribution Change Form (also known as Salary Reallocation Form)
LRF Forms
Labor Redistribution Form Originator
Department Requiring Change Approver
Department designee with signature authority to provide acknowledgement of labor distribution appropriateness
Central Accounting Offices Purpose-When to use
Change posted labor expense that was originally processed in HRS
All transactions prior to 1/1/08 Process
Access databases managed by Central Accounting Offices EOD Training
None BAR Role
None
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Legacy (HRS) Labor Redistribution Process
Financial Services Review Checklist Verify signatures on form correspond with Signature Authority Form on file. Verify that business purpose provides sufficient information to justify
redistribution. Verify transaction date on form corresponds to HRS transaction date on
payroll records. Evaluate if transaction request is in compliance with UBP 2450 “Cost
Transfers”. Verify that index has not been terminated or inactivated. Verify that redistributions are permitted based on FUND budget period end
date. If the FUND is terminated, open the FUND through the end of the month if
the award is a CSTR or 1034 so Deferred Grant will run. Open the FUND through the middle of the next month if the award is a LOC so Deferred Grant will run and the LOC draw will post correctly.
Determine if redistribution impacts completed effort certification on file at Financial Services – Post Award.
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Approval Delivery Expectations
Legacy Redistribution Process 5 business days for posting to
reflected in Banner Finance Central Accounting Approval – 3 days FUPLOAD Process/Refresh – 2 days
Month-End Close Deadlines Forms received 5 business days before
end of month will be processed in month received
LRF – Known Issues: Wrong Banner ID used
Wrong Transaction Date Listed
Omitting subsequent reallocation dates
2R26 reallocations
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Electronic Personnel Action Form (EPAF) Banner Labor Redistributions (PZAREDS) Legacy Labor Redistribution Form (LRF)
Replaces E-PAN for change in labor distributionHSC Faculty Funding Change/Personnel Action Notice Account Distribution Change Form (also known as prospective changes on Salary Reallocation Form)Student Employment’s Status Change FormFaculty Contracts - Funding Change FormGraduate Studies Assistantship Form [still used, in addition to EPAF
Main Campus Transaction Correction Form HSC Faculty Funding Change/Personnel Action Notice AccountDistribution Change Form (also known as Salary Reallocation Form)
Main Campus Transaction Correction Form HSC Faculty Funding Change/Personnel Action Notice Account Distribution Change Form (also known as Salary Reallocation Form)
Forms Lobo Web interface, employee tab Banner Form PZAREDS Labor Redistribution Formhttp://www.unm.edu/~gacctng/resources/
Originator Hiring/Timesheet Organization associated with Employee
Hiring/Timesheet Organization associated with Employee
Department requiring change
Approver Department designee with signature authority to provide acknowledgement of labor distribution appropriateness
Central Accounting Offices for distributions affecting contracts or grants
Department designee with signature authority to provide acknowledgement of labor distribution appropriateness
Central Accounting Offices processes electronic approval/posting
Department designee with signature authority to provide acknowledgement of labor distribution appropriateness
Central Accounting Offices
Purpose – When to use
Change future labor expense distributions Change posted labor expense that was originally processed in BannerAll transactions occurring after January 1, 2008
Change posted labor expense that was originally processed in HRSAll transactions occurring prior to January 1, 2008
Process Provides for electronic routing for approval and posting of changes
Provides for electronic routing forapproval and posting of changes by Core Offices
Access databases managed by Central Accounting Offices
EOD Training Originator: EPAF – BAN HRP EP 101Department Approval: EOD EPAF – BAN HRP EP102
FILR 100 – Labor Redistributions None
BAR Role Originator: EPAF - Labor Distribution change OriginatorDept Approval: EPAF Labor Distribution Chg-First Level Approver
Department Labor Redistributions None
Questions??