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FY14 Commitment Accounting EFP Rollover & Fringe Allocation HCM 9.1 Project Update

This presentation provides an update on FY14 commitment accounting, EFP rollover, fringe allocation, and the HCM 9.1 project. Key dates and deadlines are also discussed.

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FY14 Commitment Accounting EFP Rollover & Fringe Allocation HCM 9.1 Project Update

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  1. FY14Commitment Accounting EFP Rollover Fringe Allocation HCM 9.1 Project UpdateWednesday, June 12, 201310:00 am - noonSchool of Nursing- Room 130

  2. Presenters • Linda Ward- • Manager- Cost Analysis and Studies • Candace Chow- • Manager- Financial Services Payroll • Kevin Curley • Executive Director- Financial Systems

  3. 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

  4. FY14 Fringe Benefit Rates

  5. 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

  6. Key Dates and Deadlines

  7. Key Dates

  8. FY13 Cut Off Dates- DRs

  9. FY13 Cut Off Dates- DRs • Reminder- a direct retro and a budget retro cannot be processed in same pay period- plan accordingly!!!

  10. 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

  11. 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 DRetros@af.umaryland.edu 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)

  12. 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

  13. 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)

  14. Before PP13-26 Actuals Distribution (on Saturday, 7/6/13)

  15. What To Do Before FY13-26 Actuals Distribution (7/5, 2pm) • 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!

  16. What To Do Before PP13-26 Actuals Distribution (7/5, 2pm) • Review all funding sources that end 6/30/13 or earlier and determine redistributions • Use EFP Query or Funding Summary Report

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

  18. 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

  19. What To Do Before PP13-26 Actuals Distribution (7/5, 2pm) • Check ALL Funding End Dates: • No Funding End Date = no change required • Funding End Date > 6/30/13 = no change required

  20. What To Do Before PP13-26 Actuals Distribution (7/5, 2pm) • Check ALL Funding End Dates: • Funding End Date < or = 6/30/13 = change now so that payroll expenses do not charge PCA

  21. 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: • Lines marked as ‘DP’ • Lines with Funding End Dates of 6/30/13 or earlier

  22. (now thru 7/5) Setting Up Funding Summary Report: Checking EFPs Before PP13-26 Distribution 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

  23. (now thru 7/5) Reviewing Funding Summary Report: Checking EFPs Before PP13-26 Distribution Only the portion of the EFP that will be charged to the PCA is displayed- not the full EFP. PCAs Only Version 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!)

  24. PP13-26 Actuals Distribution & Create FY14 ‘FIX’ EFP (on Saturday, 7/6/13)

  25. 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)

  26. FY14 Redirect EFPs to PCA Process (On Saturday, 7/6/13)

  27. FY14 Redirect EFP Process • 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

  28. 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.

  29. FY15 EFP Rollover (On Saturday, 7/6/13)

  30. Rollover of the Initial FY14 EFP • 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

  31. Before PP14-01 Actuals Distribution (From now until 2pm on Tuesday, 7/16)

  32. What To Do Before PP14-01 Actuals Distribution • 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

  33. 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: • Lines marked as ‘DP’ • Lines with Funding End Dates of 7/13/13 or earlier

  34. (now thru 7/16) Setting Up Funding Summary Report: Checking FY14 EFPs Before First Distribution This report displays the “problem” EFPs in effect “as of” the last day of PP 14-01.

  35. (now thru 7/16) Reviewing Funding Summary Report: Checking FY14 EFPs Before First Distribution ALERT! Funding sources expiring 06/30/13 and earlier require your quick attention or your PCA will be charged. PCAs Only Version 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!

  36. Creating New FY14 EFPs • 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.

  37. PP14-01 Actuals Distribution & Encumbrances (On Wednesday, 7/17/13)

  38. FY14 Actuals Distribution (PP14-01) • **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

  39. FY14 Actuals Distribution (PP14-01) • 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

  40. (starting 7/17) Setting Up Funding Summary Report: Checking FY14 EFPs Used in First Distribution This report displays the “problem” EFPs in effect “as of” the last day of PP 14-01.

  41. Reviewing Funding Summary Report: Checking FY14 EFPs Used in First Distribution Example where no changes were made to FY13 EFPs PCAs Only Version Displays problem EFPs in effect as of PP 14-01 ALERT! Funding sources expiring 06/30/13 and earlier will be changed to charge your PCA

  42. Reminders • 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

  43. HCM 9.1 Upgrade

  44. 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

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