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FY12Commitment Accounting

EFP Rollover

June 9, 2011School of Nursing- Room 130

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Presenters

• Candace Chow-– Payroll Manager- Financial Services

• Lynn McGinley-– AVP- Sponsored Projects Accounting &

Compliance

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Agenda

• Key Dates and Deadlines

• Before the EFP Rollover

• The FY12 Rollover Process

• After the EFP Rollover

• FY12 Distributions

• Funding Summary Report

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Key Dates and Deadlines

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Key Dates

Action Date

PP11-26 Actuals Distribution

Saturday, June 25th

EFP Rollover Saturday, June 25th

Depts create new FY12 EFPs

(two week period)

Monday, June 27th, 6AM

until

Friday, July 8th, 2PM

PP12-01 Actuals Distribution

Saturday, July 9th

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FY11 Cut Off Dates- DRs

When Received

Pay Period Entered

HRMS FY Post

Financials FY Post

Up through

6/2011-26 2011 2011

After 6/20 to

7/112-01 2012 2011

After 7/1 12-02 2012 2012

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FY11 Cut Off Dates- DRs

• Reminder- a direct retro and a budget retro cannot be processed in same pay period- plan accordingly!!!

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FY11 Cut Off Dates

• Friday- 6/24/10 – all EFPs for FY11 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

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PP11-26 (6/5-6/18) Distribution• Saturday-6/25: Actuals

Distribution process is run for PP11-26 with no encumbrances

• Monday-6/27: Validate that payroll expenses were distributed correctly using PCD

• Tuesday-6/28: Validate that payroll expenses were distributed correctly using SPC

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FY11 Redistributions

• No budget retros after 6/24

• Direct retros for all projects* will be processed between 6/27 and 7/8 (posted to GL in FY11 but reflected in HRMS as FY12)

• Direct retros for all projects except for Physician Service Contract projects can be processed from 7/11 and forward (posted in FY12)

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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)

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Before the FY12 EFP Rollover

(From today until 2pm on Friday, 6/24/11)

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• Make sure all employees have a FY11 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!

What To Do Before FY12 Rollover (6/25)

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• Review all funding sources that end 6/30/11 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, 6/10 for PP11-25 distribution

• Approve new EFP by 2pm on Friday, 6/24 for PP11-26 distribution

What To Do Before FY12 Rollover (6/25)

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Check ALL Funding End Dates:– No Funding End Date = no change

required

– Funding End Date > 6/30/11 = no change required

What To Do Before FY12 Rollover (6/25)

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What To Do Before FY12 Rollover (6/25)

Check ALL Funding End Dates:– Funding End Date < 6/30/11 =

change now so that payroll expenses do not charge PCA

– Funding End Date of 6/30/11 = OK to change now; must change later to avoid charging PCA

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FY12 EFP Rollover(on Saturday, 6/25/11)

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Rollover of the Initial FY12 EFP

• EFP in effect on 6/24/11 will be used to programmatically:

– Create the initial 7/1/11 EFP

– Create the “fix” EFP to be used for any earnings associated with dates prior to 7/1/11 paid in FY12• (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)

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• 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 FY12)

– Review initial EFP for active employees to be sure it is valid (check account codes, funding end dates, % distribution)

Roll-over of the Initial FY12 EFP

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After the Rollover

(from Monday, 6/27/11 until 2pm on Friday, 7/8/11)

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• Prior to actuals distribution (Saturday, 7/9/11) you need to

– Make sure there is a valid 7/1/11 EFP for each active employee

– Create a valid 7/1/11 EFP if it is not there

What To Do After FY12 Rollover

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Creating New FY12 EFPs

• 6/27, 6AM – 7/8, 2PM (Two week period): Departments review and create additional 7/1/11 EFPs as needed to reflect valid account codes, funding end dates, % distributions

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Creating New FY12 EFPs

• EFPs will display the salary in effect at the time the EFP is created

• If an employee action is submitted effective 7/1/11 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

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Cost Sharing for Payroll Expenses

• NIH OTC Cap is $199,700- 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

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Cost Sharing for Payroll Expenses

• Position owner creates EFP but may be unaware that project from another dept requires OTC- communicate!

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• Make sure all employees have a FY12 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!

What To Do Before FY12 Distribution on 7/9

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FY12 Distributions(on Saturday, 7/9/11)

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FY12 Distributions

• If the EFP has a funding end date of 6/30/11 or earlier, at 2:01pm on Friday, July 8th- 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

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EFP Example

FY11 EFP used in the rollover process

Initial FY12 EFP created effective 7/1/11 (and same for “fix” EFP) with account

codes expiring before 7/1/11

New FY12 EFP wasn’t created so the process run on 7/9 will remove account codes with funding end dates prior to 7/1/11 and add the PCA/Dept Default

account code equal to percent of account codes removed

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PP12-01 Distribution

• Two week period = 6/19-7/2

• For PCD reporting purposes only we refer to period of 6/19-6/30 as PP11-27 (AKA the payroll accrual) and 7/1-7/2 as PP12-01

• PeopleSoft does not recognize pay period #27

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PP12-01 covers payroll expenses associated with both FY11 and FY12- when the actuals distribution process is run:

– FY11 payroll expenses (based on pay earnings dates) will be distributed based on the “fix” EFP (ex. Shift, OVT, hourly employees)

– FY12 payroll expenses (based on pay earnings dates) will be distributed based on the 7/1/11 EFP in effect

PP12-01 Distribution

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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

PP12-01 Distribution

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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

PP12-01 Reminders

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Salary Pay is calculated on 14ths instead of 10ths- ex. new faculty employee who starts 7/1/11 will receive 2/14ths pay; exempt employee terminating 6/30/10 will receive 12/14ths pay

Hourly Pay (Non-exempt and hourly employees) is calculated based on hours entered/scheduled

PP12-01 Reminders

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If you are paying a new student employee who was entered in eUMB AFTER 6/27 with an effective date prior to 7/1/11: You will not be able to enter any hours in

the WET pages prior to 7/1/11

You MUST submit a Retro Pay PA form for the retro pay with a HRMS Account Code

PP12-01 (and forward) Reminders

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Funding Summary Report

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Using the Funding Summary Report

Three key times to run it:

1. Before FY12 Rollover (now thru 6/24)

2. Before first FY12 Actuals Distribution (6/27 thru 7/8)

3. After 12-01 Actuals Distribution (starting 7/11)

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Checking EFPs Before FY12 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

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Checking EFPs Before FY12 Rollover

Run Funding Summary Report using an “as of” date of 6/30/11 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 6/30/11 or earlier

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Setting Up Funding Summary Report: Checking EFPs Before FY12 Rollover

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

Using 6/30/11 will help you insure that charges through the end of the fiscal

year are using the correct account code.

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Reviewing Funding Summary Report: Checking EFPs Before FY12 Rollover

Displays problem EFPs in effect as of 6/30/11

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!)

Only the portion of the EFP that will be

charged to the PCA is displayed- not the full

EFP.

PCAs Only Version

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Checking FY12 EFPs Before Actuals Distribution

Run Funding Summary Report using an “as of” date of 7/2/11 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 7/2/11 or earlier

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Setting Up Funding Summary Report: Checking FY12 EFPs Before First Distribution

This report displays the “problem” EFPs in effect “as of” the last day of PP 12-01.

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Reviewing Funding Summary Report: Checking FY12 EFPs Before First Distribution

Displays EFPs in effect as of 7/2/11

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!

ALERT! Funding sources expiring 06/30/11 and earlier require your quick attention

or your PCA will be charged.

PCAs Only Version

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Setting Up Funding Summary Report: Checking FY12 EFPs Used in First Distribution

This report displays the “problem” EFPs in effect “as of” the last day of PP 12-01.

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Reviewing Funding Summary Report: Checking FY12 EFPs Used in First Distribution

ALERT! Funding sources expiring 06/30/11 and earlier will be changed

to charge your PCA

Displays problem EFPs in effect as of PP 12-01

Example where no changes were made

to FY12 EFPs

PCAs Only Version

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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

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Viewing RAVEN SPC

• Since 12-01 spans two fiscal years need to use “Fiscal Year” field to segregate amounts on report– To view period 6/19-6/30: use pay period

12-01 and FY 2011– To view period 7/1-7/2: use pay period

12-01 and FY 2012– To view period 6/19-7/2: use pay period

12-01 and leave FY blank

Viewing RAVEN SPC

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By entering the fiscal year, only amounts for 7/1/10-6/30/11 are displayed. If blank, the period

6/19/10-7/2/11 will be displayed.

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Questions?

• Please contact FS-Payroll if you have questions regarding the rollover process– Phone: (410) 706-1243– E-mail:

DL-BFPayrollHelp@af.umaryland.edu

• Please contact Cost Analysis if you have questions regarding Direct Retros– Phone: (410) 706-2987– E-mail:

effort@af.umaryland.edu