Funding Grid and Commitment Accounting in ConnectCarolina
Lump Sum Payments
& Funding Swaps
ConnectCarolina
Ground Rules
•
Know how to use the funding grid
•
Be familiar with funding information on ePAR forms
•
Be familiar with chartfield rules, combo-edit and budget
checking processes
•
Know how to enter a lump sum payment
•
Know how to enter a funding swap
•
Know how to enter a retroactive funding swap
•
Be familiar with the default chartfield string, suspense combo
code, and custom-suspense combo code
When we’re finished, you will:
4
Disclaimer
Who we are:
Who we are:
•
We are trainers
Who we are not:
Who we are not:
•
We are not programmers
•
We are not developers/consultants
•
We are not People Soft experts
Introductions
What’s your name?
Where do you work?
Use your initials to create a phrase about ConnectCarolina
What is Commitment Accounting?
The area of ConnectCarolina that manages the employee
funding process:
Commitment Accounting is
updated through the
submission of ePAR forms.
e
lectronic
P
ersonnel
A
ction
R
equest
Funding Grid
Funding Grid
•
Basic Mode
—
Using a combo code
•
Expanded Mode
—
Using a chartfield string
Enter funding sources in one of two ways:
Funding Grid: Basic Mode
•
Combo Code
—
a number used to represent a specific chartfield string
—
only exists in HR/Payroll; when payroll costs are sent to Finance, the
chartfields are sent
—
Not recommended: Must be the exact same fund, source, department,
account and program code
•
Combo Code Description
—
Fund-Source-Account-Department for all fund types, except OSR
—
Fund-Source-Account-Project ID for OSR and cost share
Basic Mode = Combo Code
Tip! Dept numbers are six digits.
Project IDs are seven digits.
Funding Grid: Expanded Mode
•
Chartfield String
—
The chartfields used to fund a position, or appointment
—
Always represented by a combo code on ePAR forms
Expanded Mode = Chartfield String
•
Required Fields
—
For all fund types except OSR
o
Fund-Source-Account-Department-Program
—
For OSR and cost share
o
Fund-Source-Account-Department-Business Unit PC-Project/Grant-Activity ID
Funding Information on ePARs
Funding Information
•
Effective date
•
Funding end date
Funding Dates
The system fills in the funding end date
with the project end date.
The date can be changed to an earlier
date, but not later than the project end
date.
OSR funds
All other funds
Unless otherwise specified, the funding
end date is assumed to be the pay period
end date for the last payday of the fiscal
year.
The date can be changed to an earlier
date, but not later than the pay period end
date.
Funding Information
Budget and Expense
•
Budget Amount
—
Is the annualized amount.
•
Funding source
—
Entered as a combo code or chartfield string.
•
Future Year Budget
—
The Future Year Amount defaults to the Budget Amount when the Future Year Budget
checkbox is marked.
—
Applies primarily to State funds.
•
Future year amount
—
The amount can be changed.
Funding sources are entered on the _____________.
FUNDING GRID
ePAR stands for
Budget Amount is the
Knowledge Check
a) Monthly amount
b) Annualized amount
a) electronic Personnel Action Record
b) electronic Personnel Account Record
c) electronic Personnel Action Request
Enter a combo code on the _______tab.
a) Basic Mode
b) Expanded Mode
Chartfield Rules, Combo Edit
& Budget Checking
CF Rules, Combo Edit, Budget Checking
The Three Edits
1.
Must follow chartfield rules
Example: An EPA non-teaching account cannot be used on a SPA
permanent employee.
2.
Must follow combo edit rules
Example: Do not use an AA fund with a HA source.
3.
Must have sufficient budget based on fund type
Example: Must have sufficient SPA permanent budget at the
School/Division level for State funds.
Logic Behind the Forms
•
The form ensures the code is valid and fills in the chartfield string.
Basic Mode: enter combo code and press Tab
1.
Checks the chartfield rules
2.
Checks the combo edit rules
3.
Checks the budget
•
Approvers are notified if there is not sufficient budget, and may recycle forms.
•
The form checks whether a combo code exists for this chartfield string
—
creates a combo code if needed; fills in the combo code if it exists.
Expanded Mode: enter chartfield value
Click Submit and the form:
Combo Edit & Budget Checking Process
When you continue beyond the ePAR page with the
funding grid, the system:
Errors
Errors
Use the Message to decipher the error.
Errors
Did not pass the chartfield rules
Errors
Did not pass combo edit check
Encumbrances
How Encumbrances Work
•
Uses the effective date on the form combined with the
funding end date to calculate the new encumbrance
–
For non-OSR funds, assumes the funding end date is June 30, 20XX
•
An earlier date can be entered, but not a later date.
–
For OSR funds, fills in the funding end date
•
The date can be changed to end earlier than the project end date, but
not later.
An Example
•
Hired September 1
•
Salary of $120,000
•
Paid on State funds
$10,000 per month
x 10
months
= $100K
Professor Trainwell
Encumbrance
Details
Encumbrance Liquidation
•
Uses the time period between the new effective date and the
funding end date from the history to calculate how much to
liquidate
•
Moved off F&A funds
•
Effective April 1
•
Salary of $60,000
$5,000 per month
x 3
months
= $15K
Susan Trainmore
Liquidation
Details
Vacant Positions
•
Vacant positions are not pre-encumbered in Commitment
Accounting.
–
In other words, budget is not tied up for vacant positions.
Vacant positions are not pre-encumbered in Commitment Accounting.
Knowledge Check
HA Fund on an AA Source is a chartfield string error.
You can use an SPA account on an EPA employee.
I’m digging this…so far so good!
Lump Sum Payments
Lump Sum Payments
•
A one-time payment to an employee.
•
A payment type is required for all lump sum payments.
–
Options displayed depend on the employee's
classification.
•
Work period start and end dates are required.
•
Are added to the employee's regular paycheck.
–
Except awards, which generate a paper check; the department's HR
Representative picks up at the Payroll office.
Payment Types
•
Dock in pay
—
Entered as a negative amount, and is deducted from the employee's
paycheck.
—
Use the current date.
—
The negative lump sum payment will run in the current payroll cycle.
•
Mobile Communication Device - $35 and $70
—
Now entered as a lump sum payment.
—
Will recur until a stop is issued, or an employee is terminated.
o
Submit the MCD termination form to Payroll.
—
Employees who currently receive MCD will walk over.
Of particular note
How you will use this form?
•
This form is for Basic Originators
–
For processing lump sum payments for students until January 1, 2015
–
For processing summer salary payments for Faculty
Work Period Start and End Dates
Work Period Start Date and End Date are required.
Work Period Start and End Dates
For MCD payments, enter the Effective Date in both fields.
Lump Sum Payment Retro
Lump sum payment
funding sources that need
correction, will be
corrected by the Finance
BA group.
- Submit a Remedy ticket
MCD Payments
All other LSPs
Corrections to MCD funding
sources are entered on the
Fund Swap form.
Appointments
Employees with appointments often have more than one job
record.
Entering a Lump Sum Payment
Funding Swaps
Funding Swaps
•
Changes to funding for an existing position or
appointment:
–
Change the dollar amount for an existing funding source
–
Remove an existing funding source
–
Add a new funding source
•
To enter a funding source, you need:
–
The effective date
–
The budget amount
–
The chartfield string, or its combo code
Who will use this form?
•
This form is for Basic Originators
–
For Student Actions
–
Anyone not supported by both the HR and Finance Business Center
–
If you are supported by both your Accounting Tech will process this
transaction for you
Funding Grid on a Funding Swap
Funding Swap Form
Funding is displayed in grids
Funding Swap Form
A separate grid shows each time funding was modified
Entering a Funding Swap
Retroactive Funding Swaps
Retroactive Funding Swaps
•
To preserve the employee’s funding history, you cannot make
changes to existing funding grids.
—
Instead, you copy a grid, and then make changes to the copy.
•
ConnectCarolina contains historical funding sources and
actuals distributions dating from July 1, 2013.
—
The system also contains budget history beginning July 1, 2014.
Retros are entered on the Funding Swap form.
Effective Sequence
If grids have the same effective date, the grid with the highest
effective sequence is the most recent.
Tip! The original funding grid will
always have Eff Sequence 0.
Effective Date
06/12/2014
Eff Sequence
0
Effective Date
07/01/2013
Eff Sequence
0
Effective Date
07/01/2013
Eff Sequence
1
Effective Date
11/01/2013
Eff Sequence
0
Effective Date
03/01/2014
Eff Sequence
0
Effective Date
04/01/2014
Eff Sequence
0
Effective Date
07/01/2013
Eff Sequence
2
Where does the retro go?
•
11/12/2013
•
02/01/2014
•
08/01/2013
•
04/15/2014
Effective Date
06/12/2014
Eff Sequence
0
Effective Date
07/01/2013
Eff Sequence
0
Effective Date
07/01/2013
Eff Sequence
1
Effective Date
11/01/2013
Eff Sequence
0
Effective Date
03/01/2014
Eff Sequence
0
Effective Date
04/01/2014
Eff Sequence
0
Effective Date
07/01/2013
Eff Sequence
2
Change funding
effective 8/01/13
through 6/30/14.
Where do I
insert the grids?
Entering a Retro
Suspense & Custom-Suspense
Suspense & Custom-Suspense
•
Funding errors occur when:
—
An employee's funding source has expired.
—
A combo code has been inactivated, but remains as an employee’s
funding source.
•
Each time Payroll is run, all funding errors are posted to one of
the department's suspense combo codes.
•
Every department has a suspense and custom-suspense
combo code.
—
F&A funds are used for all of UNCCH and UNCGA, except Athletics
The payroll process is not stopped to resolve funding errors.
Suspense Combo Code
•
The suspense combo code is used to fund employees,
–
with
one
funding source in a department,
–
whose regular funding has ended, and no new funding sources are
identified.
27110 – 14102 – 511190 – Department #
This source is used exclusively
for the Suspense combo code.
Custom-Suspense Combo Code
•
The custom-suspense combo code is used by the department
to fund employees:
–
with
two or more
funding sources in a department,
–
whose regular funding has ended and no new funding sources are
identified.
27110 – 14103 – 511190 – Department #
This source is used exclusively for
the Custom-Suspense combo code.
Posting to Suspense & Custom-Suspense
Genetics
Custom-Suspense
Combo Code
Expired Funding Source
Genetics Suspense
Combo Code
Default Chartfield String
Default Chartfield String
•
Used to fund department employees who do not have
funding sources defined at the appointment or position level.
•
Every department has a default chartfield string.
•
F&A funds used for all of UNCCH and UNCGA
–
Except Athletics, which uses Trust-Athletics
27110 – 14101 – 511190 – Department #
Account is used exclusively for Default,
Suspense, and Custom-Suspense
The Effective Sequence shows you which funding grid is the most recent.
Knowledge Check
The default chartfield string is used for employees with expired
funding sources.
Retros can be entered back to July 1, 2014.
ConnectCarolina may not be so bad after all!
•
How to use the funding grid
•
Funding information on ePAR forms
•
The chartfield rules, combo-edit and budget checking
processes
•
How to enter a lump sum payment
•
How to enter a funding swap
•
How to enter a retroactive funding swap
•
The default chartfield string, suspense combo code, and
custom-suspense combo code
Today we covered:
Course Evaluations
•
Email from ABC Signup with link to the evaluation
•
10 questions
•
Goal is to make sure that people are getting what they need
from the classes
•
Do it!
http://ccinfo.unc.edu/
For More Information
•
Questions?
Here’s where you tell the class who you are and how you came to be training them. For example, “Welcome to Lump Sum Payments and Funding Swaps ! My name is….
Learn about lump sum payments, funding swaps, and essential processes in ConnectCarolina. Explore how to use the funding grid, enter payments, swaps, and chartfield rules. Discover the role of Commitment Accounting in managing employee funding effectively. Enhance your ConnectCarolina knowledge and optimize financial processes.
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Presentation Transcript
Lump Sum Payments & Funding Swaps ConnectCarolina
When were finished, you will: Know how to use the funding grid Be familiar with funding information on ePAR forms Be familiar with chartfield rules, combo-edit and budget checking processes Know how to enter a lump sum payment Know how to enter a funding swap Know how to enter a retroactive funding swap Be familiar with the default chartfield string, suspense combo code, and custom-suspense combo code 3
Disclaimer Who we are: We are trainers Who we are not: We are not programmers We are not developers/consultants We are not People Soft experts 4 4
Introductions What s your name? Where do you work? Use your initials to create a phrase about ConnectCarolina 5
What is Commitment Accounting? The area of ConnectCarolina that manages the employee funding process: Budgeting and encumbrances for positions and appointments Payroll processing Distribution of salaries, taxes, and benefits to the appropriate chartfield strings in the General Ledger 6
Commitment Accounting is updated through the submission of ePAR forms. electronic Personnel Action Request 7
Funding Grid Enter funding sources in one of two ways: Basic Mode Using a combo code Expanded Mode Using a chartfield string 9
Funding Grid: Basic Mode Basic Mode = Combo Code Combo Code a number used to represent a specific chartfield string only exists in HR/Payroll; when payroll costs are sent to Finance, the chartfields are sent Not recommended: Must be the exact same fund, source, department, account and program code Combo Code Description Fund-Source-Account-Department for all fund types, except OSR Fund-Source-Account-Project ID for OSR and cost share Tip! Dept numbers are six digits. Project IDs are seven digits. 10
Funding Grid: Expanded Mode Expanded Mode = Chartfield String Chartfield String The chartfields used to fund a position, or appointment Always represented by a combo code on ePAR forms Required Fields For all fund types except OSR o Fund-Source-Account-Department-Program For OSR and cost share o Fund-Source-Account-Department-Business Unit PC-Project/Grant-Activity ID 11
Funding Information Funding Dates OSR funds The system fills in the funding end date with the project end date. Effective date Funding end date The date can be changed to an earlier date, but not later than the project end date. All other funds Unless otherwise specified, the funding end date is assumed to be the pay period end date for the last payday of the fiscal year. The date can be changed to an earlier date, but not later than the pay period end date. 13
Funding Information Budget and Expense Budget Amount Is the annualized amount. Funding source Entered as a combo code or chartfield string. Future Year Budget The Future Year Amount defaults to the Budget Amount when the Future Year Budget checkbox is marked. Applies primarily to State funds. Future year amount The amount can be changed. 14
Knowledge Check FUNDING GRID Funding sources are entered on the _____________. ePAR stands for a) electronic Personnel Action Record b) electronic Personnel Account Record c) electronic Personnel Action Request Budget Amount is the a) Monthly amount b) Annualized amount Enter a combo code on the _______tab. a) Basic Mode b) Expanded Mode 15
Chartfield Rules, Combo Edit & Budget Checking 16
CF Rules, Combo Edit, Budget Checking The Three Edits 1. Must follow chartfield rules Example: An EPA non-teaching account cannot be used on a SPA permanent employee. 2. Must follow combo edit rules Example: Do not use an AA fund with a HA source. 3. Must have sufficient budget based on fund type Example: Must have sufficient SPA permanent budget at the School/Division level for State funds. 17
Logic Behind the Forms Basic Mode: enter combo code and press Tab The form ensures the code is valid and fills in the chartfield string. Expanded Mode: enter chartfield value The form checks whether a combo code exists for this chartfield string creates a combo code if needed; fills in the combo code if it exists. Click Submit and the form: 1. Checks the chartfield rules 2. Checks the combo edit rules 3. Checks the budget Approvers are notified if there is not sufficient budget, and may recycle forms. 18
Combo Edit & Budget Checking Process When you continue beyond the ePAR page with the funding grid, the system: Generates a new Combination Code (if needed) Verifies funding exists in Commitment Control Encumbers funds in Commitment Control Verifies the chartfield string 19
Errors 20
Errors Use the Message to decipher the error. 21
Errors Did not pass the chartfield rules 22
Errors Did not pass combo edit check 23
Encumbrances 24
How Encumbrances Work Uses the effective date on the form combined with the funding end date to calculate the new encumbrance For non-OSR funds, assumes the funding end date is June 30, 20XX An earlier date can be entered, but not a later date. For OSR funds, fills in the funding end date The date can be changed to end earlier than the project end date, but not later. 25
An Example Professor Trainwell Details Hired September 1 Salary of $120,000 Paid on State funds Encumbrance $10,000 per month x 10 months = $100K 26
Encumbrance Liquidation Uses the time period between the new effective date and the funding end date from the history to calculate how much to liquidate Susan Trainmore Details Moved off F&A funds Effective April 1 Salary of $60,000 Liquidation $5,000 per month x 3 months = $15K 27
Vacant Positions Vacant positions are not pre-encumbered in Commitment Accounting. In other words, budget is not tied up for vacant positions. 28
Knowledge Check Vacant positions are not pre-encumbered in Commitment Accounting. HA Fund on an AA Source is a chartfield string error. You can use an SPA account on an EPA employee. I m digging this so far so good! 29
Lump Sum Payments A one-time payment to an employee. A payment type is required for all lump sum payments. Options displayed depend on the employee's classification. Work period start and end dates are required. Are added to the employee's regular paycheck. Except awards, which generate a paper check; the department's HR Representative picks up at the Payroll office. 31
Payment Types Of particular note Dock in pay Entered as a negative amount, and is deducted from the employee's paycheck. Use the current date. The negative lump sum payment will run in the current payroll cycle. Mobile Communication Device - $35 and $70 Now entered as a lump sum payment. Will recur until a stop is issued, or an employee is terminated. o Submit the MCD termination form to Payroll. Employees who currently receive MCD will walk over. 32
How you will use this form? This form is for Basic Originators For processing lump sum payments for students until January 1, 2015 For processing summer salary payments for Faculty 33
Work Period Start and End Dates Work Period Start Date and End Date are required. 34
Work Period Start and End Dates For MCD payments, enter the Effective Date in both fields. 35
Lump Sum Payment Retro MCD Payments All other LSPs Corrections to MCD funding sources are entered on the Fund Swap form. Lump sum payment funding sources that need correction, will be corrected by the Finance BA group. - Submit a Remedy ticket 36
Appointments Employees with appointments often have more than one job record. 37
Funding Swaps Changes to funding for an existing position or appointment: Change the dollar amount for an existing funding source Remove an existing funding source Add a new funding source To enter a funding source, you need: The effective date The budget amount The chartfield string, or its combo code 40
Who will use this form? This form is for Basic Originators For Student Actions Anyone not supported by both the HR and Finance Business Center If you are supported by both your Accounting Tech will process this transaction for you 41
Funding Swap Form Funding is displayed in grids 43
Funding Swap Form A separate grid shows each time funding was modified 44
Retroactive Funding Swaps Retros are entered on the Funding Swap form. To preserve the employee s funding history, you cannot make changes to existing funding grids. Instead, you copy a grid, and then make changes to the copy. ConnectCarolina contains historical funding sources and actuals distributions dating from July 1, 2013. The system also contains budget history beginning July 1, 2014. 47
Effective Sequence If grids have the same effective date, the grid with the highest effective sequence is the most recent. Tip! The original funding grid will always have Eff Sequence 0. 48
Where does the retro go? Effective Date Eff Sequence 06/12/2014 0 Effective Date Eff Sequence 04/01/2014 0 11/12/2013 02/01/2014 Effective Date Eff Sequence 03/01/2014 0 08/01/2013 Effective Date Eff Sequence 11/01/2013 0 04/15/2014 Effective Date Eff Sequence 07/01/2013 2 Effective Date Eff Sequence 07/01/2013 1 Effective Date Eff Sequence 07/01/2013 0 49
