Commitment Accounting
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May 27, 2015
Susan Wilson
Commitment Accounting
Department Budget Tables (DBT)
Once Created/Saved
When create DBT must match department ID, Employee
Record etc. that is in job data
IF create DBT that doesn’t match/incorrect – will do
nothing and
Cannot delete
However, can get rid of at year end rollover time by NOT
ACTIVATING the new FY16 DBT.
Retro is Pending
---- bold and red
Fades out when paid/processed
(
Retro is Pending
message at top of page goes away when fully processed)
Do not Edit
When department budget table indicates “
retro is
pending
”
Need to wait until this clears before making further edits on
any records
for employee – the “
retro is pending
” will
appear on all records, no matter if edited or not
Takes about a week from time edit entered before C&G
batch is fully processed
When full processed then the “
retro is pending
” disappears
Reminder
Some retros do not retro and only work going forward from
time of the edit----
May look faded out as if worked, but may not have –need to
review PCDR reports and compare to DBT
if this happens, then need to do a trigger.
Also, make sure this wasn’t a NOT APPROVED by C&G
situation
Trigger
Insert new date range/sequence # for the time period that
needs retroing that will have a date entered of today’s date.
Then enter a dummy combination code (one that is just a
substitute
non 201/209
fund just to temporarily use for this
trigger step), SAVE, (you should see a “retro is happening”
message) and then go back and enter the combination code
you do want to use in the same field that you entered the
dummy combination code (you are now replacing it with the
combination code that you want it to be) and SAVE
again. This should then trigger a retro to happen and
tomorrow you should see the “retro is pending” message.
If trigger doesn’t work
may need to do a 2-part trigger:
Change to dummy non-201/209 fund combination code
Save and process
Once Processed
:
Then go back in and change to correct combination code
Save and process
Reminder when Creating New
Department Budget Table
If new hire is a prior UF employee, you may get error
message and cannot use current date as the start date
See toolkits on “Prior Employees” for details
Generally have to use a start date of 7/1/14 (
first date of the
current fiscal year)
Recommend
using non-grant funds
on 7/1/14 thru to start
date
Post 9.2 upgrade
•
Unexpected Oracle cobalt program changes
•
Trigger issues
•
Cross over pay period issues – Payroll daily fixing manually
•
Oracle fix later this summer
•
Please keep retros to a minimum – only what is absolutely
necessary
Reminder - PS - HRMS queries:
(
Need
UF_HR_Query_Viewer
role to access these queries)***************
Go to PS Main Menu/PeopleSoft/HRMS Peopletools/MainMenu/Reporting Tools/Query/Query Viewer
UF_CA_AUDIT_INFO –
whodunnit available since 1/31/13
UFID% is only used for searching to see what a processor has edited –
otherwise use %.
Recommend % in all fields
except
Fiscal Year and Emplid like%
Reminder
PS - HRMS queries continued:
SM_RETROS_PENDING
(get a preview of retro edit results – only available while C&G
is processing the batch)
SM_RETRO_STATUS
New HRMS queries
SM_RETRO_STATUS_DATES
Able to run by Dept ID with a date range (need to know what
date retro was done)
SM_RETRO_STATUS_NOT_COMPLETED
Able to identify what retros still not processed within a date
range
SM_RETRO_STATUS_DATES
SM_RETRO_STATUS_NOT_COMPLETED
Fringe Benefit Rates
Rates change from year to year
Retros done at current rate at time of retro - does not use
rate that occurred at time of original charges if different FY.
Rate discrepancies – only way to correct is via journal entry
Fringe shows up as FBP journal ID and appears a day or so
later after the payroll charges.
C&G Batch Items
Edits for Retros BATCHED nightly except payroll-closing
Friday
Can take up to a week for retro to process
Delay currently with Oracle issue
Results in GL will not appear until process finished
If C&G advises you that
edit was not approved
–
need to fix
department budget table back to what it was prior to edit,
once the batch processes and “
retro is pending
” message is
gone.
In C&G Batch
While in batch, no matter the processing status, it stays in
batch until fully completed and
RETRO is PENDING
message stays on the Department Budget Table (DBT)
Cannot edit/retro DBT while
RETRO is PENDING
Edit Not Approved
(or removed from batch)
by C&G
Info in department budget tables stays same – you will have
to correct this
If you don’t fix – can be a problem later when trying to retro
something else
Will pull in the unapproved info if an update was not done
Need to review and verify that retros do work as expected –
compare PCDR to DBT
Payroll Cost Distribution Report (pcdr)
Enterprise Reporting -> Access Reporting/Public Folders -
> Human Resources Information -> Pay Information ->
Current Pay Cycle -> Prompted Cost Distribution Reports -
> PDF-Payroll or Fellowship Payroll and Estimated Fringe
Benefits by Person.
Or
PDF-Payroll or Fellowship Earnings and Estimated Fringe
Benefits by Cost Center by Person
In Excel or PDF
Edits – multiple records/years
When making an edit on Employee Record #0 – and also
need to have edit on Employee Record #1 ------DO EDITs
on SAME DAY
Edit on one record puts the
Retro is Pending
message on
the record you edited and ALSO on any other Employee
Records in CY or PY you may have for this employee – so
none can be edited while other is in C&G batch processing
Year End Closing for FY 2015
Payroll Department Budget Tables
(Distributions)
Susan Wilson
23
Thursday, June 4
Epaf level 2 approval must be completed for job data actions.
Job data needs to be created and corresponding department
budget table created
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Thursday, June 4
Create and edit FY15 Department Budget Tables by noon for
the rollover into FY16
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Friday, June 5
5
After noon, system rollover for all existing FY15
Department Budget Tables
FY16 Department Budget Tables are created.
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Monday, June 6
8
●
Departments may start to review FY16 Department Budget
Tables,
activate & save
.
●
ALL rollover Department Budget Tables must be
activated
by departments for both:
Employee’s department budget tables
Department ID default department budget tables
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Activating
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Activating (cont’d)
Once activated appears as shown below
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Distribute to 6/30/16
If a grant expires before 6/30/16 – you will need to use a
different combination code.
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Listserv Email
●
Separate emails will be sent notifying which Department
Budget Tables still need to be activated for both
●
employees and
●
the department defaults.
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Last FY15 Retro
Retros to non-grant funds must be entered in the system by
5pm on Thursday, June 18, for them to be effective for FY15.
If
any
retro edits occur after this, they will not process until
Thursday, July 2.
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System locked
●
Departments & College Level Processors will not be able to
access the Payroll Department Budget Table system from noon
on Friday, June 19 until sometime on Wednesday, July 1.
●
Email notifications will be sent when locking and unlocking
system occurs.
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System will ONLY be available for
FY16 Department Budget Tables.
●
Can create FY16 Department Budget Tables
●
Can activate and edit FY16 Department Budget Tables
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Thursday, July 2
Departments will have until noon to review, activate and save
FY16 Department Budget Tables.
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Thursday, July 2 (cont’d)
Since this is just prior to the holiday weekend, we anticipate
many staff will be using vacation leave. Please take this into
consideration when planning workload to ensure all
employees are distributed by noon.
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FY16’s not needed
●
Do not activate if employee will not be active in FY16
●
REMINDER – if you mistakenly created FY15’s--- then DO
NOT ACTIVATE the FY16’s for these
ANY FY16 Department Budget Tables that are
not
activated
by noon, Thursday July 2, will be
deleted
sometime during the week of 7/6/15-7/10/15. Campus
will be notified when this lock-out will occur.
If Department Budget Tables are needed later, departments
will need to create them.
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New Hires in June
For any new hires entered after the rollover occurs, the
department will need to create both the FY15 and FY16
Department Budget Table.
Friday, June 19, noon is the deadline to create a new FY15
Department Budget Tables.
Since departments only have access until noon, they need to create
FY15’s by then, if possible.
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New Hires in June
Both FY15 (6/19 – 6/30) and FY16 (7/1 – 7/2)
Department Budget Tables are needed to pay crossover pay
period end 7/2/15.
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New Hires in June (cont’d)
College level or VP Area processors will have access to the
Department Budget Tables sometime after Wednesday, July 1
(note they will have only July 1 -2 to get these entered).
Send the Payroll Distribution/Retro Request form to your
college level processors to create FY15 for you. (As soon as
you realize you need this, please send)
FY15 can no longer be created after noon on Thursday,
July 2.
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Charges Paid after 7/2/15
Once pay period end 7/2/15 payroll is closed, any charges
paid from 7/3/15 onward
are charged to the current FY16 Department Budget Table
(no matter what dates are being paid).
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FY16 Retros
First department budget table retro for FY16 will run on
Thursday night July, 2.
This may be tentative depending on year-end processes.
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FY15 Journal Entry Requests
Deadline to submit FY15 non-grant fund related journal entry
requests will be Thursday, July 2.
Journal instructions available at website.
http://www.fa.ufl.edu/departments/payroll-tax-services/payroll-distributions/posting-
distributions-for-grants/journal-entry-for-payroll-cost-corrections/
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Payroll Department Budget Tables Contact
●
Susan Wilson
Phone: 352-294-7268
Email:
smwilson@ufl.edu
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Payroll Department Budget Tables
Questions or Comments?
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Training
Available for individual or group assistance – my office or
yours.
Website Info
http://www.fa.ufl.edu/departments/payroll-tax-
services/payroll-distributions/
Commitment Accounting Toolkits
:
http://www.hr.ufl.edu/training/myUFL/toolkits/
commacctg.asp
Learn about creating and managing Department Budget Tables, handling retro payments, and the process for triggering retroactive adjustments in accounting systems.
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Presentation Transcript
Commitment Accounting May 27, 2015 Susan Wilson
Department Budget Tables (DBT) Once Created/Saved When create DBT must match department ID, Employee Record etc. that is in job data IF create DBT that doesn t match/incorrect will do nothing and Cannot delete However, can get rid of at year end rollover time by NOT ACTIVATING the new FY16 DBT.
Fades out when paid/processed ( Retro is Pending Retro is Pending message at top of page goes away when fully processed)
Do not Edit When department budget table indicates retro is pending Need to wait until this clears before making further edits on any records for employee the retro is pending will appear on all records, no matter if edited or not Takes about a week from time edit entered before C&G batch is fully processed When full processed then the retro is pending disappears
Reminder Some retros do not retro and only work going forward from time of the edit---- May look faded out as if worked, but may not have need to review PCDR reports and compare to DBT if this happens, then need to do a trigger. Also, make sure this wasn t a NOT APPROVED by C&G situation
Trigger Insert new date range/sequence # for the time period that needs retroing that will have a date entered of today s date. Then enter a dummy combination code (one that is just a substitute non 201/209 fund just to temporarily use for this trigger step), SAVE, (you should see a retro is happening message) and then go back and enter the combination code you do want to use in the same field that you entered the dummy combination code (you are now replacing it with the combination code that you want it to be) and SAVE again. This should then trigger a retro to happen and tomorrow you should see the retro is pending message.
If trigger doesnt work may need to do a 2-part trigger: Change to dummy non-201/209 fund combination code Save and process Once Processed: Then go back in and change to correct combination code Save and process
Reminder when Creating New Department Budget Table If new hire is a prior UF employee, you may get error message and cannot use current date as the start date See toolkits on Prior Employees for details Generally have to use a start date of 7/1/14 (first date of the current fiscal year) Recommend using non-grant funds on 7/1/14 thru to start date
Post 9.2 upgrade Unexpected Oracle cobalt program changes Trigger issues Cross over pay period issues Payroll daily fixing manually Oracle fix later this summer Please keep retros to a minimum only what is absolutely necessary
Reminder - PS - HRMS queries: (Need UF_HR_Query_Viewer UF_HR_Query_Viewer role to access these queries)*************** Go to PS Main Menu/PeopleSoft/HRMS Peopletools/MainMenu/Reporting Tools/Query/Query Viewer UF_CA_AUDIT_INFO whodunnit available since 1/31/13 UFID% is only used for searching to see what a processor has edited otherwise use %. Recommend % in all fields except Fiscal Year and Emplid like%
Reminder PS - HRMS queries continued: SM_RETROS_PENDING (get a preview of retro edit results only available while C&G is processing the batch) SM_RETRO_STATUS
New HRMS queries SM_RETRO_STATUS_DATES Able to run by Dept ID with a date range (need to know what date retro was done) SM_RETRO_STATUS_NOT_COMPLETED Able to identify what retros still not processed within a date range
Fringe Benefit Rates Rates change from year to year Retros done at current rate at time of retro - does not use rate that occurred at time of original charges if different FY. Rate discrepancies only way to correct is via journal entry Fringe shows up as FBP journal ID and appears a day or so later after the payroll charges.
C&G Batch Items Edits for Retros BATCHED nightly except payroll-closing Friday Can take up to a week for retro to process Delay currently with Oracle issue Results in GL will not appear until process finished If C&G advises you that edit was not approved need to fix department budget table back to what it was prior to edit, once the batch processes and retro is pending message is gone.
In C&G Batch While in batch, no matter the processing status, it stays in batch until fully completed and RETRO is PENDING message stays on the Department Budget Table (DBT) Cannot edit/retro DBT while RETRO is PENDING
Edit Not Approved (or removed from batch) by C&G Info in department budget tables stays same you will have to correct this If you don t fix can be a problem later when trying to retro something else Will pull in the unapproved info if an update was not done Need to review and verify that retros do work as expected compare PCDR to DBT
Payroll Cost Distribution Report (pcdr) Enterprise Reporting -> Access Reporting/Public Folders - > Human Resources Information -> Pay Information -> Current Pay Cycle -> Prompted Cost Distribution Reports - > PDF-Payroll or Fellowship Payroll and Estimated Fringe Benefits by Person. Or PDF-Payroll or Fellowship Earnings and Estimated Fringe Benefits by Cost Center by Person In Excel or PDF
Edits multiple records/years When making an edit on Employee Record #0 and also need to have edit on Employee Record #1 ------DO EDITs on SAME DAY Edit on one record puts the Retro is Pending message on the record you edited and ALSO on any other Employee Records in CY or PY you may have for this employee so none can be edited while other is in C&G batch processing
Year End Closing for FY 2015 Payroll Department Budget Tables (Distributions) Susan Wilson
Thursday, June 4 Epaf level 2 approval must be completed for job data actions. Job data needs to be created and corresponding department budget table created 23 Payroll Department Budget Tables
Thursday, June 4 Create and edit FY15 Department Budget Tables by noon for the rollover into FY16 24 Payroll Department Budget Tables
Friday, June 5 5 After noon, system rollover for all existing FY15 Department Budget Tables FY16 Department Budget Tables are created. 25 Payroll Department Budget Tables
Monday, June 68 Departments may start to review FY16 Department Budget Tables, activate & save. ALL rollover Department Budget Tables must be activated by departments for both: Employee s department budget tables Department ID default department budget tables 26 Payroll Department Budget Tables
Activating 27 Payroll Department Budget Tables
Activating (contd) Once activated appears as shown below 28 Payroll Department Budget Tables
Distribute to 6/30/16 If a grant expires before 6/30/16 you will need to use a different combination code. 29 Payroll Department Budget Tables
Listserv Email Separate emails will be sent notifying which Department Budget Tables still need to be activated for both employees and the department defaults. 30 Payroll Department Budget Tables
Last FY15 Retro Retros to non-grant funds must be entered in the system by 5pm on Thursday, June 18, for them to be effective for FY15. If any retro edits occur after this, they will not process until Thursday, July 2. 31 Payroll Department Budget Tables
System locked Departments & College Level Processors will not be able to access the Payroll Department Budget Table system from noon on Friday, June 19 until sometime on Wednesday, July 1. Email notifications will be sent when locking and unlocking system occurs. 32 Payroll Department Budget Tables
System will ONLY be available for FY16 Department Budget Tables. Can create FY16 Department Budget Tables Can activate and edit FY16 Department Budget Tables 33 Payroll Department Budget Tables
Thursday, July 2 Departments will have until noon to review, activate and save FY16 Department Budget Tables. 34 Payroll Department Budget Tables
Thursday, July 2 (contd) Since this is just prior to the holiday weekend, we anticipate many staff will be using vacation leave. Please take this into consideration when planning workload to ensure all employees are distributed by noon. 35 Payroll Department Budget Tables
FY16s not needed Do not activate if employee will not be active in FY16 REMINDER if you mistakenly created FY15 s--- then DO NOT ACTIVATE the FY16 s for these ANY FY16 Department Budget Tables that are not activated by noon, Thursday July 2, will be deleted sometime during the week of 7/6/15-7/10/15. Campus will be notified when this lock-out will occur. If Department Budget Tables are needed later, departments will need to create them. 36 Payroll Department Budget Tables
New Hires in June For any new hires entered after the rollover occurs, the department will need to create both the FY15 and FY16 Department Budget Table. Friday, June 19, noon is the deadline to create a new FY15 Department Budget Tables. Since departments only have access until noon, they need to create FY15 s by then, if possible. 37 Payroll Department Budget Tables
New Hires in June Both FY15 (6/19 6/30) and FY16 (7/1 7/2) Department Budget Tables are needed to pay crossover pay period end 7/2/15. 38 Payroll Department Budget Tables
New Hires in June (contd) College level or VP Area processors will have access to the Department Budget Tables sometime after Wednesday, July 1 (note they will have only July 1 -2 to get these entered). Send the Payroll Distribution/Retro Request form to your college level processors to create FY15 for you. (As soon as you realize you need this, please send) FY15 can no longer be created after noon on Thursday, July 2. 39 Payroll Department Budget Tables
Charges Paid after 7/2/15 Once pay period end 7/2/15 payroll is closed, any charges paid from 7/3/15 onward are charged to the current FY16 Department Budget Table (no matter what dates are being paid). 40 Payroll Department Budget Tables
FY16 Retros First department budget table retro for FY16 will run on Thursday night July, 2. This may be tentative depending on year-end processes. 41 Payroll Department Budget Tables
FY15 Journal Entry Requests Deadline to submit FY15 non-grant fund related journal entry requests will be Thursday, July 2. Journal instructions available at website. http://www.fa.ufl.edu/departments/payroll-tax-services/payroll-distributions/posting- distributions-for-grants/journal-entry-for-payroll-cost-corrections/ 42 Payroll Department Budget Tables
Payroll Department Budget Tables Contact Susan Wilson Phone: 352-294-7268 Email: smwilson@ufl.edu 43 Payroll Department Budget Tables
Payroll Department Budget Tables Questions or Comments? 44 Payroll Department Budget Tables
Training Available for individual or group assistance my office or yours.
Website Info http://www.fa.ufl.edu/departments/payroll-tax- services/payroll-distributions/ Commitment Accounting Toolkits: http://www.hr.ufl.edu/training/myUFL/toolkits/ commacctg.asp
