Effort Reporting System Cost Transfer Demo

1. Effort Reporting SystemCost Transfer Demo A step-by-step guide to doing cost transfers (retros) in ERS.

2. When to do retros in ERS • You will need to do cost transfers in ERS only if the payroll period affected has been loaded and initiated in ERS. • If the period has not been loaded and initiated, then the retros will be done in the regular retro system and fed into ERS with the payroll.

3. Multiple Cost Transfers in ERS • If you have multiple cost transfers for one person for the period, you need to combine them and do them all at once. Each form can accommodate only one cost transfer. • If you have done a cost transfer and discover the form needs to be pre reviewed again, you will need to redo the first cost transfer.

4. Once you login, find the My Status/ To Do box on the home screen.Click on the number under Pre Review. This will bring up the list of forms assigned to you. Click on the name of the person you are pre reviewing and it will bring up the effort form, available to do the cost transfers.

5. Once the form is open, you can start.If you need to add a new account, click on Add Account button at top.

6. Input as much information as you have to find the account.If you know the account number, that’s all that will be necessary.Click on Continue (DO NOT HIT ENTER) when you are done.

7. On this screen, click on the Account drop down box arrow.When you have found the correct account from the drop down menu, click on Add Account (DO NOT HIT ENTER) to add it to the effort form.

8. You can input the transfer as $ or as % (click on the input as % button.)$ will generally be more accurate since this is averaged over 6 months. Enter the debits (as a positive) and the credits (as a negative.) Click on Proceed (you need to be in “input as $” to proceed.) Here you are entering the cost transfer for the entire current ERS period.

9. On the Define Cost Transfer Screen, input the start date and end date for the cost transfer and then click on Proceed.You cannot cross ERS periods.

10. You need to add any missing accounts to create a debit and credit line for each entry. To add accounts, select the account from the drop down menu and then select the natural account. Since HCM is using assignments to distinguish between jobs, you will need to fill in the assignment. Then click on Add Account.

11. A new box will pop up asking if you want this account added to all pay periods showing in the CT Detail screen. Choose Add to All or Add to Current. Once you select, a debit and credit line will be created. This means you do not use the plus and minus signs in these entries.

12. If the distribution is even over all, click on Check Pay Periods, then check the box next to the debit account and click on Even Distribute. Otherwise, enter the detail of the cost transfer in the debit and credit columns provided for each pay period.

13. The amount to be defined shows at the top of the page and is reduced as you enter. It must all be defined and you must enter a reason at the bottom before you can hit Proceed. This is the screen that will feed the details to our retro system and TAMS.

14. Review the summary screen. The Back button returns you to the detail screen to make corrections. Once it is correct, hit Proceed. If you want to print or save an Adobe copy, click on Print before you Proceed.Once you hit Proceed, the pre review of the form will be complete.

15. The Pre Review screen now contains information on the cost transfer, including a link to the detail and a notation on whether it has been exported. If the change involves sponsored accounts, it won’t be exported until approved by Sponsored Projects Administration.