PST081: Payroll Distributions

1. PST081: Payroll Distributions Updated Monday, December 05, 2011

2. Housekeeping Cell Phones Break Rest Rooms Materials HR Building Bridges Fire Drill Questions Roster The official record of your attendance

3. Housekeeping Evaluation Let us know what you think! Within next 3 days you should receive email request to provide feedback on today’s class!

4. # Page Numbers • Occasionally, a number will appear on the top left of the screen • This points you to the page number in your Study Guide

5. 1 Objectives • After completing this session you will be able to: • Define Payroll Distributions • Discern why you need to enter a new Payroll Distribution • Recognize when you need to enter a new Payroll Distribution • Enter and Update Payroll Distributions in myUFL

6. Agenda • Framework around Payroll Distributions • Complete Payroll Distribution • Additional Pay Distributions • Retroactive Payroll Distributions (Corrections) • Future Fiscal Year Payroll Distributions • More Notes • Federal College Work Study Program • Help

7. Payroll DistributionsFramework

8. What Is Payroll Distribution? • The term “Payroll Distribution" refers to how payroll expenses have been or will be charged to specific ChartField or ChartFields • ChartFields are the “accounting language” for: • Posting transaction in myUFL • Retrieving that information in Enterprise Reporting A Payroll Distribution identifies the funding source

9. How It’s Paid/Charged • Paid • Time & Labor processes time for payment purposes • Additional Pay is an amount paid and is not a function of hours • (More about Additional Pay later) • Charged (the distribution) • Identifies the funding source • Cash used to pay employee

10. NO Distribution Pay Why It’s Paid/Charged • Complete a Payroll Distribution to: • Assign the funding source • Change the funding source • Required to pay employee • No Distribution = No Pay

11. Level 2 Approver Provides second and final level of approval for HR action Originator Initiates HR action such as new hire, promotion, etc. Level 1 Approver Provides first level of approval for HR action Remember… Hiring & Additional Pay Job Data Job actions saved into myUFL • Did you attend Hiring & Additional Pay?

12. Payroll Distribution Level 2 Approver Provides second and final level of approval for HR action Originator Initiates HR action such as new hire, promotion, etc. Level 1 Approver Provides first level of approval for HR action The Next Step Job Data Job actions saved into myUFL • You can enter a Payroll Distribution when the hire is complete, i.e. • Saved in myUFL • Review in Workforce Administration > Job Data • Email notification sent to ORIGINATOR

13. 2 Job Actions • Modifications (Personnel/HR Actions) to the employee's Job Data or to their status Pay Increases Leave of Absence Leave Cash-Out Hire Termination Retirement FTE Changes for OPS/Students

14. Job Actions • Modifications (Personnel/HR Actions) to the employee's Job Data or to their status Pay Increases Leave of Absence Leave Cash-Out Hire Termination Retirement FTE Changes for OPS/Students • A hire also require a Distribution to ensure the employee’s wages are charged (expensed) to the appropriate ChartFields

15. Security Roles • UF_PY_Department Admin • Enter distributions • UF_HR_VIEW/INQUIRY  • Viewing access only • Good for cross-college collaboration

16. Questions? Security Roles • DEPT ID needs to be included in the security request • Consider the roll-up… • For example: • 29000000 – College level access • 29010000 – Department level access • 29010100 – Division level access

17. Getting Started

18. Job Data • We’re going to enter a Payroll Distribution for a new employee, Hazel Nutt • First, let’s take a look at her Job Data • Note • Department • UFID • Empl Rcd # • Hire date

19. Job Data • Employees will have an Employee Record Number (Empl Rcd Nbr) for each concurrent job (occupied at the same time) beginning with Empl Rcd Nbr “0.” For example, • Empl Rcd Nbr • 1 Job = 0 • 2 Jobs = 1 • 3 Jobs = 2 • • IMPORTANT! If the incorrect Empl Rcd Nbr is used, you will set up the distribution incorrectly • • If needed, confirm the Empl Rcd Nbr by navigating to: Workforce Administration > Job Information > Job Data • We’re going to enter a Payroll Distribution for a new employee, Raynor Shine • First, let’s take a look at her Job Data • Note • Department • UFID • Empl Rcd # • Hire date

20. Job Data For Example…. • Employees will have an Employee Record Number (Empl Rcd Nbr) for each concurrent job (occupied at the same time) beginning with Empl Rcd Nbr “0.” For example, • Empl Rcd Nbr • 1 Job = 0 • 2 Jobs = 1 • 3 Jobs = 2 • • IMPORTANT! If the incorrect Empl Rcd Nbr is used, you will set up the distribution incorrectly • • If needed, confirm the Empl Rcd Nbr by navigating to: Workforce Administration > Job Information > Job Data • We’re going to enter a Payroll Distribution for a new employee, Raynor Shine • Note • Department • UFID • Empl Rcd # • Hire date

21. 3 • Navigate to: Workforce Administration > Job Information > Job Data • Search for the employee and review the Job Data

22. Nutt,Hazel 67890123 • Note the • EmplID • Emp Rcd# • Hire date • Department

23. Job Data • Let’s give it a try… • Click the PST081 Payroll Distribution link on your desktop • Complete exercise 1

24. In your handout The Payroll Distribution • Next, we’ll complete the Payroll Distribution • Log in to my.ufl.edu using your GatorLink username and password • Navigate to UF Payroll Distributions • Setup HRMS > Product Related > Commitment Accounting > Budget Information USA > UF Payroll Distributions

31. Consider adding this to your “Favorites” so it’s available for you later.

32. Here at Find an Existing Value, you can search for a Payroll Distribution that already exists. For this example, click Add a New Value

33. 3 Add a New Value – Set ID • The SetID is entered for you • If you are in a DSO, you may need to change it

34. Add a New Value – Department Enter or select the Department ID noted in the Job Data

35. Select Department • You will only see the Department IDs to which you have security access • Click the link to select the Department you want to charge

36. Add a New Value – Fiscal Year Enter the Fiscal Year, or use the lookup button to search for it

37. Select Fiscal Year Click the link to select it

38. Add a New Value – Academic Year • Use the drop down menu to select the Academic Year • Based on the Salary Plan associated with the appointment • Will produce an error message later if this is incorrect 62010700 2012

39. Select Academic Year Select the appropriate Academic Year

40. Add a New Value – Budget Level • The Budget Level option is not being used at UF • Make no changes here 62010700 2012 12 Months

41. Add a New Value – EmplID Enter the EmplID or use the lookup to search for the employee 62010700 2012 12 Months

42. Select EmplID • You will only see the employees in the department for which you have security • Click the link to select the employee

43. Add a New Value – Empl Rcd Nbr 62010700 2012 12 Months 67890123 • Select the Empl Rcd Nbr noted on the job data • • If needed, confirm the Empl Rcd Nbr by navigating to: Workforce Administration > Job Information > Job Data

44. Add a New Value – Distribution Seq Nbr 62010700 2012 12 Months 67890123 • This value should always be ZERO

45. Questions? Add a New Value – Add 62010700 2012 12 Months 67890123

46. UF Payroll Distribution Maint. The UF Payroll Distribution Maintenance page is displayed

47. 4 UF Payroll Distribution Maint. • The individual’s information appears at the top of the page • Verify you have selected the right: • Department • Person • Empl Rcd Nbr

48. UF Payroll Distribution Maint. This is the Payroll Accounting Distributions row

49. UF Payroll Distribution Maint. If there is more than one row, you can use these options to navigate

50. UF Payroll Distribution Maint. Earnings/Benefits/Taxes Account Codes row