1 fy14 commitment accounting efp rollover fringe allocation hcm 9.1 project update wednesday, june...

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FY14Commitment Accounting

EFP Rollover Fringe Allocation

HCM 9.1 Project Update

Wednesday, June 12, 201310:00 am - noon

School of Nursing- Room 130

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Presenters

• Linda Ward-– Manager- Cost Analysis and Studies

• Candace Chow-– Manager- Financial Services Payroll

• Kevin Curley– Executive Director- Financial Systems

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Agenda• FY14 Fringe Benefit Rates

• Key Dates and Deadlines

• Before PP13-26 Actuals Distribution

• PP13-26 Actuals Distribution & Create FY14 FIX EFP

• FY14 Redirect Process & Copy Forward FY14 EFPs to FY15

• Before the first FY14 Actuals Distribution

• PP14-01 Actuals Distribution & Enc

• HCM 9.1 Upgrade update

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FY14 Fringe Benefit Rates

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FY14 Fringe Benefit Rates

• FY14 Fringe Benefit Rates will be applied starting PP14-01

• The rates can be found at Cost Analysis and Studies website: http://www.cost.umaryland.edu/fringebenefitrates.cfm

http://www.cost.umaryland.edu/fringebenefitrates.cfm

http://www.cost.umaryland.edu/fringebenefitrates.cfm

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Key Dates and Deadlines

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Key DatesAction DateDepts Create New FY13 EFPs Now until Friday, July 5, 2013 – 2pm

PP13-26 Actuals Distributions & Encumbrance PP14-01

Saturday, July 6, 2013

Copy the Latest FY13 EFPs In Effect & Create FY14 ‘FIX’ EFPs


Redirect Process on FY14 EFPs Saturday, July 6, 2013

Copy Forward FY14 EFPs to FY15


Depts Create/Update New FY14 EFPs

Now until End of FY2014

PP14-01 Actuals Distribution, Enc PP14-02 & 15-01, PCD for PP14-01

Wednesday, July 17, 2013

SPC for PP14-01 Thursday, July 18, 2013

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FY13 Cut Off Dates- DRs

When Received

Pay Period Entered

HRMS FY Post

Financials FY Post

Up through

6/1713-25 2013 2013

After 6/17 to

6/2813-26 2013 2013

After 6/28

14-01 2014 2014

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FY13 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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FY13 Cut Off Dates

• Friday- 7/5/13 – all EFPs for FY13 must be approved in eUM 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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FY13 Redistributions

• No budget retros after 7/5/13

• Direct retros for all projects* processed between 7/1 and 7/5 (posted to GL and reflected in HRMS in FY13, must be received by [email protected] by 6/28)

• Direct retros for all projects except for Physician Service Contract projects can be processed from 7/8 and forward (posted in FY14)

mailto:[email protected]

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PP13-26 (6/16-6/29) Distribution -with no FY13 Enc (PP14-01 Enc will be created)

• Saturday-7/6: Actuals Distribution process is run for PP13-26 with no FY13 Encumbrances, PP14-01 Enc will be created

• Monday-7/8: Validate that payroll expenses were distributed correctly using PCD

• Tuesday-7/9: Validate that payroll expenses were distributed correctly using SPC

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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 PP13-26 Actuals Distribution

(on Saturday, 7/6/13)

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• Make sure all employees have a FY13 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 FY13-26 Actuals Distribution (7/5, 2pm)

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• Review all funding sources that end 6/30/13 or earlier and determine redistributions

• Use EFP Query or Funding Summary Report

What To Do Before PP13-26 Actuals Distribution (7/5, 2pm)

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• Complete redistributions by entering & approving new EFP for a Budget Retro

• Approve new EFP by 2pm on Friday, 6/21 for PP13-25 distribution

• Approve new EFP by 2pm on Friday, 7/5 for PP13-26 distribution

Reminder: Multi-Year Encumbrances Departments can use the Override Option “Thru Next Fiscal Year” for EFPs continue to be used in FY14


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EFP Creation – Override Option

‘Thru Next Fiscal Year’ option can be used if

the FY13 EFP is in effect thru FY14

‘’Thru Next Fiscal Year’ option can be used if the FY13 EFP is in effect thru FY14

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

required

– Funding End Date > 6/30/13 = no change required


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Check ALL Funding End Dates:– Funding End Date < or = 6/30/13 =

change now so that payroll expenses do not charge PCA

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Checking EFPs Before PP13-26 Actuals Distribution (7/5, 2pm)

Run Funding Summary Report using an “as of” date of 6/30/13 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 6/30/13 or earlier

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Setting Up Funding Summary Report: Checking EFPs Before PP13-26 Distribution

(now thru 7/5)

Using 6/30/13 will help you insure that charges through the end of the fiscal

year are using the correct account code.

The default setting (“No”) returns EFPs for active employees only. Select “Yes”

if you also need to display EFPs for terminated employees.

Use PCAs Only Report Choice to isolate the EFPs that will default to the

PCA/Dept level

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Reviewing Funding Summary Report: Checking EFPs Before PP13-26 Distribution

Displays problem EFPs in effect as of 6/30/13

AP= Appointment Level Profile (EFP is in eUM); DP= Department Level Profile (EFP is NOT in

eUM 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

(now thru 7/5)

eUMB-USER: 004514 PeopleSoft HRPROD: 307551

Report ID: BUD011Employee Funding Summary Report Page No. 15

Run Date 06/07/2013

As of Date: 06/30/2013 Run Time 10:52:04

Report Option: Earnings Distribution

SetID: PSUMB Department: 15204000 - School of Hard Knocks Fiscal Year: 2011

EMPLOYEE EMPL FUNDING PRO- ACCOUNT DIST. FUNDING *PCA*

ID RCD# NAME STATUS LEVEL PCBU PROJ ID ACTV GRAM FUND CODE % END DATE ====

050961 0 Benes, Elaine Active AP 00191 10007777 00 152 182 0000369852 2.244 06/01/2013 ***

083197 0 Costanza, George Active AP 00184 10006232 00 156 182 0000410077 70.000 05/31/2013 ***

00184 10006681 00 151 182 0000410581 10.000 05/31/2013 ***

00184 10006762 00 151 182 0000402771 20.000 05/31/2013 ***

098765 1 Kramer, Cosmo Active DP 00135 00395999 00 102 118 0000123987 100.000 ***

Total Number of Employees Processed: - 54

End of Department

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PP13-26 Actuals Distribution & Create

FY14 ‘FIX’ EFP (on Saturday, 7/6/13)

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Create FY14 ‘FIX’ EFP• EFP in effect on 7/5/13 will be used to

programmatically:

– Create the “fix” EFP to be used for any earnings associated with dates prior to 7/1/13 paid in FY14

• FY13 payroll expenses (based on pay earnings dates) will be distributed based on the ‘fix’ EFP (ex. Shift, OVT, hourly employees, payout for termination < 7/1/13)

• “Fix” EFP cannot be created if an employee has no FY13 EFP before 7/5

– Prior fiscal year retro pay (<7/1/13) will be charged to PCA and the department will submit a DR to move expenses

(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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FY14 Redirect EFPs to PCA Process

(On Saturday, 7/6/13)

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• If the EFP has a Funding End Date of 6/30/13 or earlier, at 2:01 on Friday, July 5th, the EFP will be changed by the system

• Redirect FY14 EFPs to PCA process

• This process will run to replace any HRMS account code with an expired funding end date with your department default HRMS account code- AKA your PCA with funding end date of 6/30/2099

FY14 Redirect EFP Process

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EFP Example

FY13 EFP on 7/5/13 at 2pm

FY13 EFP in effect on 7/5/13- A redirect process will run on Saturday, 7/6/13 to replace any HRMS account

codes with Funding End Dates prior to 7/1/13 with the PCA (Dept Default HRMS Account Code) equal to the percent of HRMS account codes

removed.

Funding Source

Funding Source End

Date Percent

FY13 EFP on 7/5/13

State blank 10%

Revolving blank 5%

Grant#1 5/31/2013 20%

Grant#2 6/30/2013 30%

Grant#3 7/31/2013 25%

Grant#4 8/31/2013 10%

100%

FY13 EFP on 7/6/13

State blank 10%

Revolving blank 5%

Grant#3 7/31/2013 25%

Grant#4 8/31/2013 10%

PCA 6/30/2099 50%

100%

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FY15 EFP Rollover

(On Saturday, 7/6/13)

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• As departments can now choose to manage EFPs for 2 fiscal years at any time

• EFP in effect on 7/5/13 will be used to create the initial 7/1/14 (FY15 EFP) EFP for all active employees

• Required ‘Override option’ selection:

– for the current fiscal year or extend to the next fiscal year or if it is a one-time use only EFP

Rollover of the Initial FY14 EFP

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Before PP14-01 Actuals Distribution

(From now until 2pm on Tuesday, 7/16)

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• Make sure all active employees have a valid 7/1/13 EFP

• Review 7/1/13 EFP to be sure it is valid (check HRMS account codes, funding end dates, % distributions)

• Create a valid 7/1/13 EFP if it is not there

• Now – 7/16, 2PM: Departments review and create additional 7/1/13 EFPs as needed to reflect valid HRMS account codes, funding end dates, % distributions

What To Do Before PP14-01 Actuals Distribution

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Checking FY14 EFPs Before Actuals Distribution (7/17/13)

Run Funding Summary Report using an “as of” date of 7/13/13 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 7/13/13 or earlier

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Setting Up Funding Summary Report: Checking FY14 EFPs Before First Distribution

(now thru 7/16)

This report displays the “problem” EFPs in effect “as of” the last day of PP 14-01.

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Reviewing Funding Summary Report: Checking FY14 EFPs Before First Distribution

Displays EFPs in effect as of 7/13/13

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 06/30/13 and earlier require your quick attention

or your PCA will be charged.

PCAs Only Version

(now thru 7/16)



Run Date 07/12/2013









End of Department

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

• If an employee action is submitted effective 7/1/13 but it hasn’t been entered in eUM 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.

Creating New FY14 EFPs

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PP14-01 Actuals Distribution &

Encumbrances(On Wednesday, 7/17/13)

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• **NEW SCHEDULE** In PP14-01, Actuals Distribution and Encumbrances will run the day after Net Pay process is complete

• Refer to the Payroll Calendar on FS-Payroll website at http://www.fincsvc.umaryland.edu/payroll/

• Create and Approve EFPs for PP14-01 by 2pm on Tuesday, 7/16/13

– EFPs entered but not approved by 2pm will be deleted

• Actuals Distribution for PP14-01 will be run on Wednesday, 7/17/13

• PCD will be ready after Actuals Distribution is run

• Raven SPC will be ready on Thursday, 7/18/13

FY14 Actuals Distribution (PP14-01)

http://www.fincsvc.umaryland.edu/payroll/

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• Wednesday-7/17:

– Actuals Distribution process is run for PP14-01 with PP14-02 & PP15-01 encumbrances and PP14-01 enc reversal

– First pay period on FY14 New Fringe Benefit Rates

– Validate that payroll expenses were distributed correctly using PCD

• Thursday-7/18:

– Validate that payroll expenses were distributed correctly using SPC

FY14 Actuals Distribution (PP14-01)

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Setting Up Funding Summary Report: Checking FY14 EFPs Used in First Distribution

(starting 7/17)

This report displays the “problem” EFPs in effect “as of” the last day of PP 14-01.

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Reviewing Funding Summary Report: Checking FY14 EFPs Used in First Distribution

ALERT! Funding sources expiring 06/30/13 and earlier will be changed

to charge your PCA

Displays problem EFPs in effect as of PP 14-01

Example where no changes were made

to FY13 EFPs

PCAs Only Version



Run Date 07/17/2013









End of Department

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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

Reminders

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HCM 9.1 Upgrade

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Questions?

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

[email protected]

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

[email protected]



1 fy14 commitment accounting efp rollover fringe allocation hcm 9.1 project update wednesday, june...

Documents

fy13 enc pp14

latest fy13 efps

fy14 actuals distributionpp14

fy14 fix efps

fy13 encumbrances

actuals distribution

copy forward fy14 efps

actuals distribution