FY12 Commitment Accounting EFP Rollover June 9, 2011 School of Nursing- Room 130

1. FY12Commitment AccountingEFP Rollover June 9, 2011School of Nursing- Room 130

2. Presenters • Candace Chow- • Payroll Manager- Financial Services • Lynn McGinley- • AVP- Sponsored Projects Accounting & Compliance

3. Agenda • Key Dates and Deadlines • Before the EFP Rollover • The FY12 Rollover Process • After the EFP Rollover • FY12 Distributions • Funding Summary Report

4. Key Dates and Deadlines

5. Key Dates

6. FY11 Cut Off Dates- DRs

7. FY11 Cut Off Dates- DRs • Reminder- a direct retro and a budget retro cannot be processed in same pay period- plan accordingly!!!

8. 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

9. 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

10. 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)

11. 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)

12. Before the FY12 EFP Rollover (From today until 2pm on Friday, 6/24/11)

13. What To Do Before FY12 Rollover (6/25) • 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!

14. What To Do Before FY12 Rollover (6/25) • 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

15. What To Do Before FY12 Rollover (6/25) • Check ALL Funding End Dates: • No Funding End Date = no change required • Funding End Date > 6/30/11 = no change required

16. 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

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

18. 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)

19. Roll-over of the Initial FY12 EFP • 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)

20. After the Rollover (from Monday, 6/27/11 until 2pm on Friday, 7/8/11)

21. What To Do After FY12 Rollover • 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

22. 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

23. 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

24. 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

25. Cost Sharing for Payroll Expenses • Position owner creates EFP but may be unaware that project from another dept requires OTC- communicate!

26. What To Do Before FY12 Distribution on 7/9 • 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!

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

28. 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

29. 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

30. 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

31. PP12-01 Distribution • 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

32. PP12-01 Distribution • 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

33. PP12-01 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

34. PP12-01 Reminders • 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

35. PP12-01 (and forward) Reminders • 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

36. Funding Summary Report

37. Using the Funding Summary Report Three key times to run it: Before FY12 Rollover (now thru 6/24) Before first FY12 Actuals Distribution (6/27 thru 7/8) After 12-01 Actuals Distribution (starting 7/11)

38. 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

39. 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: • Lines marked as ‘DP’ • Lines with Funding End Dates of 6/30/11 or earlier

40. Setting Up Funding Summary Report: Checking EFPs Before FY12 Rollover Using 6/30/11 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. A new feature for this year is the ability to isolate the EFPs that will default to the PCA/Dept level

41. Reviewing Funding Summary Report: Checking EFPs Before FY12 Rollover 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 6/30/11 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!)

42. 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: • Lines marked as ‘DP’ • Lines with Funding End Dates of 7/2/11 or earlier

43. 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.

44. Reviewing Funding Summary Report: Checking FY12 EFPs Before First Distribution ALERT! Funding sources expiring 06/30/11 and earlier require your quick attention or your PCA will be charged. PCAs Only Version 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!

45. 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.

46. Reviewing Funding Summary Report: Checking FY12 EFPs Used in First Distribution Example where no changes were made to FY12 EFPs PCAs Only Version Displays problem EFPs in effect as of PP 12-01 ALERT! Funding sources expiring 06/30/11 and earlier will be changed to charge your PCA

47. 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

48. 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

49. Viewing RAVEN SPC 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.

50. 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