HR DIRECT Commitment Accounting for Central HR
Created on 7/31/2017 3:36:00 PM
Training Guide
HR DIRECT Commitment Accounting for Central
HR
Table of Contents
HR DIRECT Commitment Accounting for Central HR............................................... 1
Understanding Manage Commitment Accounting ................................................................. 2
Understanding the Commitment Accounting Business Process............................................................. 2
Manage Commitment Accounting Integrations and Implementation .................................................... 3
Maintaining Funding Sources ................................................................................................... 4
Understanding Department Budget Table Levels: Department, Position, and Appointment ................. 5
Setting Up Department Budget Tables 9.2 ............................................................................................. 6
Setting Up an Employee with Multiple Funding Sources 9.2 .............................................................. 11
Making Changes to Department Budget Tables 9.2 ............................................................................. 19
Using Budget Amounts ........................................................................................................................ 23
Understanding Fiscal Year-end Processes ........................................................................................... 37
Encumbrance Process .............................................................................................................. 46
Understanding How the Department Budget Table is Used ................................................................ 47
Pre-Encumber a Vacant Position ......................................................................................................... 52
Setting Up Hourly and Exception-Hourly Employees Over Multiple Years ....................................... 58
Reviewing Commitment Accounting Fund Distribution ...................................................... 65
Reviewing Actuals Distribution ........................................................................................................... 66
Viewing Suspense Combination Code Actuals Transactions .............................................................. 70
Modifying Actuals Distribution Prior to General Ledger Posting ....................................................... 74
Distributing Funding Sources Retroactively ......................................................................... 78
Understanding Retroactive Distribution of Funding Sources .............................................................. 78
Creating Retroactive Distribution Transactions Directly ..................................................................... 80
Creating Retroactive Distributions from the Department Budget Table .............................................. 92
Viewing and Processing Retroactive Distributions ............................................................................ 102
Running the Retroactive Distribution Report ..................................................................................... 107
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HR DIRECT Commitment Accounting for Central HR
Commitment Accounting, part of the Commitment Control feature in Financials, helps track
financial obligations accurately and ensure that planned and actual expenses do not exceed
budget.
Commitment accounting enables you to lay a claim (encumber) against budgeted funds.
Encumbered funds are spoken for, so to speak, and can't be used for any other purposes. By
budgeting for anticipated expenses and setting money aside, you ensure that your spending is
within your budget.
Commitment Accounting supports the following business processes:

Calculate and post encumbrance data.
Create pre-encumbrance and encumbrance transactions for the fiscal year. The Fiscal Year
Encumbrance process calculates salaries and fringe expenditures (employer-paid deductions and
expenses) for encumbrances and pre-encumbrances based on the defaults you specified in your
encumbrance definitions.
As your employment data changes, update encumbrance calculations using the Nightly Updates
Encumbrances process. Update your encumbrances as often as your organization requires.
Post encumbrance information to the general ledger each time you calculate fiscal year
encumbrances or update encumbrances. This ensures that the proper communication occurs and
that the appropriate funds are encumbered. You'll use the Encumbrance GL Interface process to
prepare encumbrance information for posting to the general ledger.

Create and post actuals data.
When processing payroll, your budgets are automatically updated. When updating budgets, you
liquidate your encumbrances with actual earnings, benefits, and tax expenses, and then you post
them to your general ledger. The Payroll Distribution process distributes actual earnings and
employer-paid deductions and taxes across the funding sources you established earlier and
notifies you when you've exceeded any budgeted amounts.

Distribute funding retroactively.
If you discover funding errors or simply want to modify transactions that have already been
processed and posted to general ledger, use the retroactive distribution feature to modify a
transaction’s distribution among funding sources.
Upon completion of this module, you will be able to




Maintain Funding Sources
Maintain Encumbrance Information
Describe Commitment Accounting Management, and
Distribute Funding Sources Retroactively.
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Training Guide
(http://upk.umassp.edu/HCM_90/HCM_Central_Training/Training_Guides/UMass_Commitment
_Accounting_TRAIN.doc)
Understanding Manage Commitment Accounting
The Manage Commitment Accounting business process enables you to budget for payroll
expenses and track actual payroll costs. You can exchange this information with Financials to
keep both systems in sync and to keep your budgeting information accurate. The Manage
Commitment Accounting business process is part of the larger Commitment Control business
process in Financials.
Upon completing this section, you will be able to:




Describe the Commitment Accounting Business Process
Manage Commitment Accounting Integrations and Implementation
Review Actuals Distribution
View Suspense Combination Code Actuals Transactions
Understanding the Commitment Accounting Business Process
This topic describes the Commitment Accounting business process.
Procedure
Step
1.
Action
Commitment Accounting enables you to lay a claim (encumber) against budgeted
funds. Encumbered funds are spoken for, so to speak, and can't be used for any
other purposes.
This process flow illustrates the Commitment Accounting business process.
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Step
Action
2.
The first step in employing commitment accounting is determining your budget.
Budgets are a cap on expenditures and don't need to reflect what you'll spend, but
rather the most you can spend.
3.
After you've defined your budget, you can encumber funds to cover your expenses
for the fiscal year, as you know them to be at this time. For human resources, you
need to encumber sufficient funds to cover the salaries and employer paid taxes and
benefits of current emloyees.
4.
When you run your payroll, you pay out those funds for which you are responsible.
The funds that make up your payroll are liquidated and become actuals.
5.
Just because you've encumbered funds doesn't mean that you'll spend them. If an
employee leaves part way through the fiscal year, you are certainly not committed to
spending the remainder of her salary. As staff and budget information changes, you
can update your encumbrance calculations to reflect these changes.
6.
Congratulations! You have reviewed the Understanding the Commitment
Accounting Business Process.
End of Procedure.
Manage Commitment Accounting Integrations and Implementation
This topic describes:


Manage Commitment Accounting integrations, and
Manage Commitment Accounting implementation tasks.
Procedure
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Step
1.
Step
Action
Manage Commitment Accounting integrates with these applications.
Action
2.
Manage Commitment Accounting uses Integration Broker to integrate with the other
HR Direct products. The processes provided are used to send and receive
information with Financials.
3.
Congratulations! You have reviewed the Manage Accounting Integrations and
Implementation topic.
End of Procedure.
Maintaining Funding Sources
With HR Direct, you can define funding sources for employee earnings. Funding sources can be
tied to departments, positions, or appointments. For the most part, UMass sets up funding
sources to work at the appointment level. The system uses the fiscal year budget information that
you set up when processing encumbrances and distributing payroll actuals.
Upon completion of this section, you will be able to

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Describe the Department Budget Table
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




Set Up Department Budget Tables
Set Up an Employee with Multiple Funding Sources
Make Changes to Department Budget Tables
Use Budget Amounts, and
Describe Fiscal Year-end Processes.
Understanding Department Budget Table Levels: Department,
Position, and Appointment
With HR Direct, budgets can be established at the following levels:





Appointment
Department
Jobcode
Position
Position Pool.
Although you will see these options on dropdowns, UMass will not be using Job Code or Position
Pool. Most budgets will be established using Appointment.
Procedure
Step
1.
Action
Budgets can be established at the levels shown below. (Budget levels aren't
mutually exclusive).
Once budget levels are established, earnings, deductions, and tax budget items can
be linked to multiple funding sources. The sequence in which the system uses the
funds can also be specified.
2.
Department is used only if every employee is being funded by the same combo
codes. By selecting Department, you are asking the system to create only an
overall department level budget.
3.
Position is used only to pre-encumber a vacant position. Selecting Position creates
a budget at the position level, as well as an overall department budget.
4.
Appointment is used for ninety-nine percent of the budgets established. Selecting
Appointment assigns the funding source at the EmplID record level.
5.
Define budgets for only those departments, positions, and appointments that you’ve
already defined as part of your general setup options for HR Direct.
6.
Congratulations! You have reviewed the Understanding Department Budget Table
Levels topic.
End of Procedure.
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Setting Up Department Budget Tables 9.2
Department budgets for employees are set up using the Department Budget Table Component.
For ninety-eight percent of UMass employees, this will be a simple setup using only the
Department Budget Earnings page.
Procedure
Consider this scenario:
You will add a new row at the Employee ID/Employee Record Number Level (Appointment) for
an employee who is charged 100% to one Combination Code.
Key Information:
SetID: UMAMH
Dept: A821500
Fiscal Year: 2014
Budget Level: Appointment
EmplID: 10110999
Step
Action
1.
Click the Main Menu button.
2.
Click the Set Up HCM menu.
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Step
Action
3.
Click the Product Related menu.
4.
Click the Commitment Accounting menu.
5.
Click the Budget Information menu.
6.
Click the Department Budget Table USA menu.
Step
Action
7.
Click the Add a New Value tab.
8.
Set ID will auto-populate based on your UserID setup, change if neccessary.
9.
Enter the desired information into the Department field.
Enter "A821500".
10.
Enter the desired information into the Fiscal Year field.
Enter "2014".
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Step
Action
11.
Click the Budget Level list.
12.
Click the Appointment list item.
13.
Enter the desired information into the Empl ID field.
Enter "10110999".
14.
If an employee has more than one job, enter the appropriate Empl Rcd Nbr.
15.
Click the Add button.
Step
Action
16.
Click the Dept Budget Earnings tab.
17.
Use the Dept Budget Earnings page to establish Department Budgets for employee
earnings in each department of your organization.
18.
Effective Date will be auto-populated with current date. Enter desired date
(MM/DD/YYYY) if different. The Effective Date has to match the effective date of
the job for the department.
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Step
Action
19.
The Effective Sequence number will automatically increment if more than one row
on a specific effective date is entered.
20.
Leave the Earnings Code field blank as a default row. For 98% of the employees,
the blank (default) earnings code will be all that is needed.
21.
The sequence number can serve two purposes: Group Rows and Processing
Priority.
Group Rows
• Group rows with dist percent to add to 100%
• Group budget amounts when more than one row is entered with budget amount.
Processing Priority
Establish a processing priority (order) for Actuals Distribution. For example, use
these funding sources until the funds are exhausted and move to the next sequence
number.
Note: The sequence numbers here start with "1"
Step
22.
Action
Enter the desired information into the Sequence Number field.
Enter "1".
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Step
23.
Action
When you tab out of the SEQ# field, the Budget Amount and Distrb % fields
become available.
You may use either the amount or the percentage.
Press [Tab].
24.
Enter the desired information into the Distribution % field.
Enter "100".
25.
Click the Combination Code Description object.
26.
Click the ChartField Details link.
27.
Use the Chartfield Details page to select individual ChartField values or search for
an existing combination code.
28.
Enter the desired information into the Combination Code field.
Enter "A105002".
Step
29.
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Action
Click the Ok button.
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Step
30.
Step
Action
The Dept Budget Earnings page reopens displaying the Combination Code.
Action
31.
Click the Save button.
32.
Congratulations! You have set up a department budget table.
End of Procedure.
Setting Up an Employee with Multiple Funding Sources 9.2
An employee with multiple funding sources may be split between two Combination Codes. In
this case a new row is assigned at the Employee ID and Employee Record Number Level
(Appointment).
Procedure
Consider this scenario:
Add a new row at the Employee ID/Employee Record Number Level (Appointment) for an
employee who is split between two Combination Codes.
Key Information:
SetID: UMAMH
Dept: A821500
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EmplID: 10110999
Step
Action
1.
Click the Main Menu button.
2.
Click the Set Up HCM menu.
3.
Click the Product Related menu.
4.
Click the Commitment Accounting menu.
5.
Click the Budget Information menu.
6.
Click the Department Budget Table USA menu.
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Step
Action
7.
Click the Add a New Value tab.
8.
Set ID will auto-populate based on your UserID setup, change if neccessary.
9.
Enter the desired information into the Department field.
Enter "A821500".
10.
Enter the desired information into the Fiscal Year field.
Enter "2014".
11.
Click the Budget Level list.
12.
Click the Appointment list item.
13.
Enter the desired information into the Empl ID field.
Enter "10110999".
14.
If an employee has more than one job, enter the appropriate Empl Rcd Nbr.
15.
Click the Add button.
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Step
Action
16.
Click the Dept Budget Earnings tab.
17.
Use the Dept Budget Earnings page to establish Department Budgets for employee
earnings in each department of your organization.
18.
Effective Date will be auto-populated with current date. Enter desired date
(MM/DD/YYYY) if different. The Effective Date has to match the effective date of
the job for the department.
19.
The Effective Sequence number will automatically increment if more than one row
on a specific effective date is entered.
20.
Leave the Earnings Code field blank as a default row. For 98% of the employees,
the blank (default) earnings code will be all that is needed.
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Step
21.
Action
The sequence number can serve two purposes: Group Rows and Processing
Priority.
Group Rows
• Group rows with dist percent to add to 100%
• Group budget amounts when more than one row is entered with budget amount.
Processing Priority
Establish a processing priority (order) for Actuals Distribution. For example, use
these funding sources until the funds are exhausted and move to the next sequence
number.
Note: The sequence numbers here start with "1"
Step
22.
Action
Enter the desired information into the Sequence Number field.
Enter "1".
23.
When you tab out of the SEQ# field, the Budget Amount and Distrb % fields
become available.
You may use either the amount or the percentage.
Press [Tab].
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Step
24.
Action
Enter the desired information into the Distribution % field.
Enter "50".
25.
Enter the desired information into the Distribution % field.
Enter "50".
26.
Click the Combination Code Description object.
27.
Click the ChartField Details link.
28.
Use the Chartfield Details page to select individual ChartField values or search for
an existing combination code.
29.
Enter the desired information into the Combination Code field.
Enter "A105002".
Step
Action
30.
Click the Ok button.
31.
The Dept Budget Earnings page reopens displaying the Combination Code.
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Step
Action
32.
Click the Add a new row button.
33.
Click the ChartField Details link.
34.
Enter the desired information into the Combination Code field.
Enter "A104099".
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Step
35.
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Action
Click the Ok button.
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Step
Action
36.
Click the Combination Code object.
37.
Enter the desired information into the SEQ# field.
Since the last entry only accounted for 50% of the budget, use the same Seq #. Rows
within a sequence number must add to 100%.
Enter "1".
38.
When you tab out of the SEQ# field, the Budget Amount and Distrb % fields
become available.
Press [Tab].
39.
Enter the desired information into the Distrb % field. The total of the percentages
with the same sequence number must equal 100%.
Enter "50".
40.
When you tab out of the Distrb % field, the Distrb % value updates.
Press [Tab].
41.
Click the Save button.
42.
Congratulations! You have set up funding for employees in a new department.
End of Procedure.
Making Changes to Department Budget Tables 9.2
Changes in the funding in one Combination Code can be made for existing employees who are
split between two Combination Codes, using the same effective date.
Procedure
Consider this scenario:
Use the Dept Budget Earnings page to change the funding for an employee who is split between
two combination codes, to one combination code. Use the same effective date.
Key Information:
SetID: UMAMH
Fiscal Year: 2010
EmplID: 10110999
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Step
Action
1.
Click the Main Menu button.
2.
Click the Set Up HCM menu.
3.
Click the Product Related menu.
4.
Click the Commitment Accounting menu.
5.
Click the Budget Information menu.
6.
Click the Department Budget Table USA menu.
7.
Set ID will auto-populate based on your UserID setup, change if neccessary.
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Step
8.
Action
Enter the desired information into the Fiscal Year field.
Enter "2010".
9.
Enter the desired information into the Empl ID field.
Enter "10110999".
10.
If an employee has more than one job, enter the appropriate Empl Rcd Nbr.
11.
Enter the desired information into the Empl Record field.
Enter "3".
12.
Click the Search button.
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Step
Action
13.
Click the Dept Budget Earnings tab.
14.
Use the Dept Budget Earnings page to establish department budgets for employee
earnings in each department of your organization.
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Step
Action
15.
Click the Add a new row at row button.
16.
Notice that the previous row is copied forward with the current Effective Date.
Update if needed.
17.
Assume the Combination Code A133313 should be changed to 100%.
18.
Enter the desired information into the Distribution % field.
Enter "100".
19.
Click the Save button.
20.
Congratulations! You have successfully made changes to department budget tables.
End of Procedure.
Using Budget Amounts
For hourly employees, budget amounts are used to capture the encumbrance amount for the
department. They can also be used to cap Work Study charges, limiting the payroll expenses that
can be charged to a specific combo code.
Budget amounts ensure that the sum of all lower-level budgets doesn't exceed a higher-level
budget. This topic describes the procedure for setting up an employee with a Work Study award,
using budget amounts to limit charges at the award level.
Procedure
Consider this scenario:
You are going to set Department Budget Earnings for an employee with a Work Study Award.
You will use budget amounts to limit charges at the award level for the 80/20 Combination Code
split.
Key Information:
SetID: UMAMH
Department: A821500
Fiscal Year: 2008
EmplID: 10109876
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Step
1.
Action
Begin by navigating to the Dept Budget Earnings page.
Click the Set Up HRMS link.
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Step
Action
2.
Click the Product Related link.
3.
Click the Commitment Accounting link.
4.
Click the Budget Information link.
5.
Click the Department Budget Table USA link.
Step
6.
Action
Click the Add a New Value tab.
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Step
7.
Action
Enter the desired information into the SetID field.
Enter "UMAMH".
8.
Enter the desired information into the Department field.
Enter "A821500".
9.
Enter the desired information into the Fiscal Year field.
Enter "2008".
10.
Click the Budget Level list.
11.
Click the Appointment list item.
12.
Enter the desired information into the EmplID field.
Enter "10109876".
13.
If an employee has more than one job, enter the appropriate Empl Rcd Nbr.
14.
Click the Add button.
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Step
15.
Action
The information on the Dept Budget Date page will default unless the Department
is new and does not have any other rows in the Department Budget Tables.
Click the Dept Budget Earnings tab.
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Step
Action
16.
Use the Dept Budget Earnings page to establish department budgets for employee
earnings in each department of your organization.
17.
Enter the desired information into the Effective Date field.
Enter "07/01/2007".
18.
Enter the desired information into the SEQ# field.
Enter "1".
19.
The sequence number can serve two purposes: Group Rows and Processing
Priority.
Group Rows
• Group rows with dist percent to add to 100%
• Group budget amounts when more than one row is entered with budget amount.
Note the system assumes a percentage split based on the budget amount entered in
this situation.
Processing Priority
Establish a processing priority (order) for Actuals Distribution. For example, use
these funding sources until the funds are exhausted and move to the next sequence
number.
Note: The sequence numbers here start with "1", not "0" as with system generated
sequencing.
20.
When you tab out of the SEQ# field, the Budget Amount and Distrb % fields
become available.
You may use either the amount or the percentage.
Press [Tab].
21.
Enter the desired information into the Distrb % field.
Enter "100".
22.
Click the ChartField Details link.
23.
Use the ChartField Detail page to select individual ChartField values or search for
an existing combination code.
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Step
24.
Action
Enter the Combination Code for all earnings codes except Work Study.
Enter "A119384".
25.
Click the Ok button.
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Step
Action
26.
Click the Add a new row button in the Earnings Distribution group box.
27.
Click the View All link on the Earnings Distribution group box.
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Step
28.
Action
Enter the desired information into the Earnings Code field.
Enter "AWS".
29.
Enter the desired information into the SEQ# field.
Enter "2".
30.
The sequence number is being used to group rows together with budget amounts so
that the Actuals Distribution process can calculate an assumed percentage based on
the budget amounts.
The sequence number is also being used as a process priority for this specific
Earnings Code.
31.
When you tab out of the SEQ# field, the Budget Amount and Distrb % fields
become available.
Press [Tab].
32.
Enter the desired information into the Budget Amount field.
Enter "8000".
33.
Click the ChartField Details link.
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Step
34.
Action
Enter the desired information into the Combination Code field.
Enter "A128863".
35.
Step
36.
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Click the Ok button.
Action
Click the Add a new row button.
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Step
37.
Action
Enter the desired information into the Earnings Code field.
Enter "AWS".
38.
Enter a 2 into the SEQ# field to complete the grouping of amounts for the AWS
earnings code.
Enter "2".
39.
When you tab out of the SEQ# field, the Budget Amount and Distrb % fields
become available.
Press [Tab].
40.
Enter the desired information into the Budget Amount field.
Enter "2000".
41.
Click the ChartField Details link.
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Step
42.
Action
Enter the desired information into the Combination Code field.
Enter "A119384".
43.
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Click the Ok button.
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Step
44.
Action
To avoid charges going to the suspense account when the amounts in Seq# 2 have
been depleted, you can add a Seq# 3 to direct those charges to a new combo code.
Click the Add a new row button.
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Step
45.
Action
Enter the desired information into the Earnings Code field.
Enter "AWS".
46.
Enter the desired information into the SEQ# field.
Enter "3".
47.
The sequence number is being used to group rows together to add to 100%
distribution.
The sequence number is also being used as a processing priority to tell the Actuals
Distribution process to use all of the dollars (8000 and 2000) and their combination
codes before changing to sequence 3 and the 100% distribution to the department.
48.
When you tab out of the SEQ# field, the Budget Amount and Distrb % fields
become available.
Press [Tab].
49.
Enter the desired information into the Distrb % field.
Enter "100".
50.
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Click the ChartField Details link.
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Step
51.
Action
Enter the desired information into the Combination Code field.
Enter "A119384".
52.
Step
Click the Ok button.
Action
53.
Click the Save button.
54.
Note: This employee would be encumbered $8,000 to work study and
$2,000 to the department.
Subsequent changes to the award amount would be entered with the same effective
date. The Budget Amount fields would be updated with the new amounts and the
record saved. The save will trigger a retroactive distribution that will look back at
previous payrolls and determine if the change in award amount impacts the way
payroll dollars were charged.
55.
Congratulations! You have successfully used budget amounts.
End of Procedure.
Understanding Fiscal Year-end Processes
Fiscal year-end processes include:
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

Running the Copy Prior FY Budget process, and
Processing any retroactive distributions that need to be done for the prior fiscal year.
This topic describes how the Copy FY Budget process is run. This process will be run by UITS.
For information on retroactive distributions, see the section of this module entitled, Distributing
Funding Sources Retroactively.
The Copy Prior Fiscal Year Budget process is used to generate a new annual budget using last
year's budget information. This process is delivered as a template that can be used to establish
budget information in the human resources system.
Because this is a template, it has been modified to meet the requirements of UMass. After the
prior fiscal year budget is copied, it can be modified for each individual department in the
Department Budget Table.
Notes:




Hire/rehire/appointment dates will be used to set up initial department budget tables.
Dates in the Department Budget Tables and JOB should be in sync.
Terminated employees and employees on Short Work Break will not have their
Department Budget Tables copied forward.
When an employee is transferred to a new department on Job or Position, they must be
set up in the new Department Budget Tables with the new deptid/emplid/empl_rcd
combination.
An annual review of the combo codes copied forward should be reviewed for accuracy
each fiscal year.
Procedure
Consider this scenario:
You are going to generate a new annual budget using last year's budget information.
Key Information:
Run Control ID: CPY_PR_FY_BDG
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Step
1.
Action
Begin by navigating to the Copy Prior FY Budget page.
Click the Set Up HRMS link.
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Step
Action
2.
Click the Product Related link.
3.
Click the Commitment Accounting link.
4.
Click the Process Budgets link.
5.
Click the Copy Prior FY Budget link.
Step
6.
Action
You can run this report by searching for an existing Run Control ID or you can add
a new value. Creating a Run Control ID that is relevant to the report may help you
remember it for future use.
Click the Add a New Value tab.
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Step
7.
Action
A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running.
The Run Control ID defines parameters that are used when a process is run. This
ensures that when a process runs in the background, the system does not prompt you
for additional values.
8.
Enter the desired information into the Run Control ID field.
Enter "CPY_PR_FY_BDG".
9.
Click the Add button.
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Step
Action
10.
Use the Copy Prior FY Budget page to generate a new annual budget using last
year's budget information.
11.
Enter the desired information into the Fiscal Year field.
Enter "2008".
12.
Enter the desired information into the Start Date field.
Enter "07/01/2008".
13.
Enter the desired information into the Bus. Unit for Budget Copy field.
Enter "UMBOS".
14.
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Click the Run button.
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Step
Action
15.
Use the Process Scheduler Request page to enter or update parameters, such as
server name and process output format.
16.
Use the Type field to select the type of output you want to generate for this job.
17.
Use the Format field to define the output format for the report. The values are
dependent upon the Process Type you have selected.
In this example, the default value is PDF.
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Step
18.
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Action
Click the OK button.
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Step
Action
19.
Notice the Process Instance number displays. This number helps you identify the
process you have run when you check the status.
20.
Click the Process Monitor link.
Step
Action
21.
Use the Process List page to view the status of submitted report requests.
22.
The current status of the report is Initiated. The report is finished when the status is
Success. Continue to click the Refresh button until the status is Success.
Click the Refresh button.
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Step
Action
23.
Notice the status is now Success.
24.
Congratulations! You have run the Copy Prior FY Budget process.
End of Procedure.
Encumbrance Process
An encumbrance is a claim against funds or a projection of future expenses based on the
situation, as you know it today. Encumbering funds isn't the same as spending them or even
guaranteeing that you’ll spend them. It just means that if the situation as it exists today doesn't
change, you’ll spend all of those funds by the end of the fiscal year.
A pre-encumbrance is an encumbrance that occurs before an employee/employer relationship
exists. You encumber funds for an employee you have on staff; you pre-encumber funds for an
employee that you anticipate hiring. For example, you would pre-encumber funds for a new
position that has just been approved but not filled.
Actuals is the actual portion of the encumbered amount that you have spent to date. An
encumbered amount becomes an actual whenever an encumbered amount is paid. When you
process money for payment, for example, by running a payroll, you are creating actuals.
The Fiscal Year Encumbrance batch process calculates encumbrances for the fiscal year and then
posts that encumbrance data to the General Ledger. The Nightly Encumbrance process calculates
and posts updates to your encumbrance data. The Actuals Distribution process distributes payroll
actuals (earnings, taxes, and benefits) across the funding sources you set up on the Department
Budget components.
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When processing payroll, budgets are automatically updated. When updating budgets,
encumbrances are liquidated with actual earnings, benefits, and tax expenses, and they are then
posted to general ledger. The Payroll Distribution process distributes actual earnings and
employer-paid deductions and taxes across the funding sources established earlier and notifies
you when you've exceeded any budgeted amounts.
Upon completing this section, you will be able to:



Describe how Department Budget Tables are Used
Pre-encumber a Vacant Position, and
Set Up Hourly and Exception-Hourly Employees.
Understanding How the Department Budget Table is Used
This topic provides examples of how the department budget table is used, based on information
provided when a job data record is created for an employee. Examples include:





An hourly employee that is encumbered and has an appointment end date on the job
A Lowell and Dartmouth, workstudy employee
An Amherst and President's Office hourly, workstudy employee
A Boston hourly, workstudy employee, and
An exception hourly employee with multiple funding sources.
Procedure
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Step
1.
Action
This screen displays the encumbrance results when the following Job Data has been
entered for an exception hourly employee with no job end date:
• Exception Hourly Employee
• Expected End Date on Job is Blank
• Appointment End Date on Job is set to Blank
• Encumbrance Override is unchecked
Step
2.
Action
This screen displays the encumbrance results
when the following Job Data has been entered for
an appointed employee with a specific end date:
• Hourly Employee hired on 8/31/08
• Expected End Date on Job is Blank
• Appointment End Date on Job is set to 12/27/2008
• Encumbrance Override is unchecked
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Step
3.
Action
This screen displays the encumbrance results
when the following Job Data has been entered
for a workstudy employee at Lowell or Dartmouth:
• Hourly Employee
• Expected End Date on Job is 09/13/08
• Appointment End Date on Job is Blank
• Encumbrance Override is unchecked
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Step
4.
Action
This screen displays the encumbrance results
when the following Job Data has been entered
for a workstudy employee at Amherst
or the President's Office:
• Hourly Employee hired on 09/15/2008
• Expected End Date on Job is 05/23/2009
• Appointment End Date on Job is Blank
• Encumbrance Override is unchecked
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Step
5.
Action
This screen displays the encumbrance results
when the following Job Data has been entered
for a Boston workstudy employee:
• Hourly Employee
• Expected End Date on Job is 06/29/2008
• Appointment End Date on Job is set to 06/27/2009
• Encumbrance Override is unchecked
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Step
6.
Action
This screen displays the encumbrance results
when the following Job Data has been entered
for an exception hourly employee with multiple
funding sources:
• Exception Hourly Employee
• Expected End Date on Job is Blank
• Appointment End Date on Job is set to Blank
• Encumbrance Override is unchecked
• Annual Salary on Job is $36,000 and was hired
on 09/07/2008.
• No on-going earnings in additional pay
7.
Congratulations! You have successfully reviewed the Understanding How the
Department Budget Table is Used topic.
End of Procedure.
Pre-Encumber a Vacant Position
A pre-encumbrance is an encumbrance that occurs before an organizational relationship exists
(that is, before a job record is created). On the Position Data component, you can pre-encumber
funds for approved positions using the Pre-Encumbrance Indicator field. You can also select to
pre-encumber immediately (that is, on the position effective date) or upon requisition.
If you encumber upon requisition, specify on the New Job Opening - Specific Information page
whether to encumber upon the Authorization Date or the Project Fill Date.
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Procedure
Consider this scenario:
You are going to pre-encumber a vacant position.
Key Information:
Position Number: 00099999
Step
1.
Action
Start by navigating to the Position Data - Description page.
Click the Organizational Development link.
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Step
Action
2.
Click the Position Management link.
3.
Click the Maintain Positions/Budgets link.
4.
Click the Add/Update Position Info link.
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Step
5.
Action
Enter the number of the vacant position into the Position Number field.
Enter "00099999".
6.
Step
7.
Click the Search button.
Action
The Position Data - Description page is used to enter a description of the position.
In this example, the Position Information, Job Information, Work Location, and
Salary Plan Information has been entered for the vacant position.
Note: A vacant position can be identified by the Current Head Count field (0).
8.
Click the Specific Information tab.
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Step
Action
9.
The Specific Information page is used to enter information that is specific to the
position, such as work phone number, mail drop ID, and pre-encumbrance
information.
10.
The Update Incumbents check box is used to indicate that the system should
update incumbent job data on the Job Data component. This option isn't applicable
until an employee has been assigned to this position.
11.
Click the Expand section button.
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Step
Action
12.
Use the Education and Government section to enter information to pre-encumber
the vacant position.
13.
Use the Pre-Encumbrance Indicator field to indicate when you want the position
to pre-encumber.
Click the Pre-Encumbrance Indicator list.
14.
Click the Immediate list item.
15.
The system uses the Encumber Salary Option to determine salary when it
encumbers the salaries of vacant positions.
Click the Encumber Salary Option list.
16.
Click the User Specified Amount list item.
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Step
17.
Action
The Encumber Salary Amount field displays.
Enter the salary amount for the vacant position into the Encumber Salary
Amount field. This is annual salary amount for a full time employee.
Enter "48000.000".
18.
Click the Save button.
19.
Congratulations! You have pre-encumbered a vacant position.
End of Procedure.
Setting Up Hourly and Exception-Hourly Employees Over Multiple
Years
To use the encumbrance and distribution processes, budget data must be established for university
departments.
The system uses the combination code information from the Department Budget Earnings page
when processing encumbrances.
Procedure
Consider this scenario:
You are going to set up an hourly or exception-hourly employee for the encumbrance process.
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Key Information:
SetID: UMAMH
Dept: A821500
Budget Level: Appointment
EmplID: 10109999
Step
1.
Action
Begin by navigating to the Dept Budget Earnings page.
Click the Set Up HRMS link.
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Step
Action
2.
Click the Product Related link.
3.
Click the Commitment Accounting link.
4.
Click the Budget Information link.
5.
Click the Department Budget Table USA link.
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Step
6.
Step
7.
Action
Click the Add a New Value tab.
Action
Enter the desired information into the SetID field.
Enter "UMAMH".
8.
Enter the desired information into the Department: field.
Enter "A821500".
9.
Enter the desired information into the Fiscal Year field.
Enter "2008".
10.
Click the Budget Level list.
11.
Click the Appointment list item.
12.
Enter the desired information into the EmplID field.
Enter "10109999".
13.
If an employee has more than one job, enter the appropriate Empl Rcd Nbr.
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Step
14.
Step
15.
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Action
Click the Add button.
Action
Click the Dept Budget Earnings tab.
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Step
16.
Action
The Dept Budget Earnings page is used to establish funding sources for employee
earnings in each department of the university.
The information on this page will default unless the Department is new and does not
have any other rows in the Department Budget Tables.
17.
Enter the desired information into the Effective Date field.
Enter "07/01/2007".
18.
The Effective Sequence will automatically increment if more than one row on a
specific effective date is entered.
19.
Leave the Earnings Code field blank as a default row. For 90% of the employees,
the blank (default) earnings code will be all that is needed.
20.
Enter the desired information into the SEQ# field.
Enter "1".
21.
When you tab out of the SEQ# field, the Budget Amount and Distrb% fields
become available.
You may use either the amount or the percentage.
Press [Tab].
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Step
22.
Action
You can enter either a Budget Amount or a Distrb % for the encumbrance.
Enter the desired information into the Budget Amount field.
Enter "80000".
23.
Note: When you enter a budget amount, this is the maximum amount that can be
paid on the funding source listed. Select the Allow Overspend check box if the
department does not intend to limit the expense that is posted to the combo code.
24.
Click the ChartField Details link.
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Step
Action
25.
Use the ChartField Details page to select individual ChartField values or search for
an existing combination code.
26.
Enter the desired information into the Combination Code field.
Enter "A105002".
27.
Click the Ok button.
28.
Enter the desired information into the Funding End Date field.
This funding would encumber for three fiscal years.
Enter "07/01/2010".
29.
Click the Save button.
30.
Congratulations! You have successfully set up an hourly employee.
End of Procedure.
Reviewing Commitment Accounting Fund Distribution
After the payroll process is complete, you can review the transactions before they are sent to the
general ledger.
Upon completing this section you will be able to:
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


Review and update Actuals distribution.
View suspense code entries for correction.
Modify actuals distribution before posting to General Ledger.
Reviewing Actuals Distribution
The Review Actuals Distribution component is used to review funding distribution information in
HR Direct after the Actuals Distribution process has been run, but before posting to General
Ledger. The Actuals Distribution component is used to change the funding source, but not the
total amount. Actuals, including changes, are posted to Financials when the Actuals GL Interface
process is run.
Procedure
Consider this scenario:
The Actuals Distribution process has been run and you are going to view the resulting funding
information.
Key Information:
Company: UMS
Pay Group: UMA
Pay Period End Date: 03/29/2008
EmplID: 10107827
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Step
1.
Step
Action
Click the Payroll for North America link.
Action
2.
Click the Payroll Distribution link.
3.
Click the Commitment Accounting USA link.
4.
Click the Review Actuals Distribution link.
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Step
5.
Action
Enter the desired information into the Company field.
Enter "UMS".
6.
Enter the desired information into the Pay Group field.
Enter "UMA".
7.
Enter the desired information into the Pay Period End Date field.
Enter "03/29/2008".
8.
Enter the desired information into the EmplID field.
Enter "10107827".
9.
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Click the Search button.
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Step
Action
10.
Use the Review Actuals Distribution - Earnings page to view the actuals
distribution after running the Actuals Distribution process, and prior to posting to
general ledger. When changes are made on this page, the system performs an edit to
ensure that the total amount of earnings, deductions, and taxes redistributed
compares to the paycheck totals.
11.
Click the View All link.
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Step
Action
12.
Review the amount of earnings distributed to this combination code in this
accounting period. The sum of the earnings in the Distribution group box must
equal the displayed Earnings amount for the Earnings group box.
13.
Congratulations! You have reviewed actuals distribution.
End of Procedure.
Viewing Suspense Combination Code Actuals Transactions
To view suspense combination code actuals, use the Review Suspense ComboCode Dist
component. The pages display all the information about the transaction, including name, fiscal
year, earnings amount, suspense combination code, and other details.
When the Actuals Distribution process encounters transactions without funding, it posts the
transactions to the transactions' department budget suspense combination code. When the process
has completed, the system displays these transactions on the Distribution to Suspense Acct
component.
Ater payroll has been confirmed and the actuals distribution has been run, it may be necessary to
make changes to the combo codes or to accounts. If the actuals distribution process cannot find a
valid funding source, it will use the suspense combo code that is set up for that Department.
Corrections to combo codes should be completed in a timely manner.
Note: Continue the current Finance business process regardidng the effective date of changes to
existing combo codes. Suspense combo codes will be set up manually in the Valid Combo Table
in HCM and will not be overwritten by the program. Project ChartFields will be added to the
values that are stored in HCM.
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Procedure
Consider this scenario:
You have completed the Actuals Distribution process. Prior to running the Actuals GL Interface
process, you want to view transactions.
Key Information:
Company: UMS
Pay Group: UMA
Pay Period End Date: 03/29/2008
EmplID: 10107838
Step
1.
Action
Begin by navigating to the Review Suspense ComboCode Dist page.
Click the Payroll for North America link.
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Step
Action
2.
Click the Payroll Distribution link.
3.
Click the Commitment Accounting USA link.
4.
Click the Review Suspense ComboCode Dist link.
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Step
5.
Action
Enter the desired information into the Company field.
Enter "UMS".
6.
Enter the desired information into the Pay Group field.
Enter "UMA".
7.
Enter the desired information into the Pay Period End Date field.
Enter "03/29/2008".
8.
Enter the desired information into the EmplID field.
Enter "10107838".
9.
Step
10.
Click the Search button.
Action
Use the Earnings Suspense Combo Code page to view earnings suspense
combination code actuals transactions.
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Step
Action
11.
Note: If authorized, you can enter a new combination code in the Combination
Code field to fund these earnings actuals when the Actuals GL Interface process is
run. If updating suspense combo codes in these pages, you must also go to the
Review Actuals Distribution pages to change the account. The account must be
changed if you are using this page to make changes. It is recommended that a
second window be opened for the Review Actuals Distribution page and that
changes be made to the Combo Code there. This way data entry is required on
only one page.
12.
Congratulations! You have viewed and modified suspense combination code actuals
transactions.
End of Procedure.
Modifying Actuals Distribution Prior to General Ledger Posting
To modify actuals distribution prior to general ledger posting, use the Review Actuals
Distribution component.
This topic provides an overview of the Review Actuals Distribution component and describes
how to modify actuals distribution for earnings.
Use the Review Actuals Distribution component to modify funding distribution information in
HR Direct after you've run the Actuals Distribution process, but before posting to General Ledger
using the Actuals GL Interface process. Use the Actuals Distribution component to change the
funding source, but not the total amount. Actuals, including your changes, are posted to
Financials when you run the Actuals GL Interface process.
Procedure
Consider this scenario:
You have run the Actuals Distribution process. Before posting to the General Ledger, you want
to modify funding distribution information.
Key Information:
Company: UMS
Pay Group: UML
Pay Period: 11/10/2007
EmplID: 10107834
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Step
1.
Action
Begin by navigating to the (Review Actuals Distribution) Earnings page.
Click the Payroll for North America link.
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Step
Action
2.
Click the Payroll Distribution link.
3.
Click the Commitment Accounting USA link.
4.
Click the Review Actuals Distribution link.
Step
5.
Action
Enter the desired information into the Company field.
Enter "UMS".
6.
Enter the desired information into the Pay Group field.
Enter "UML".
7.
Enter the desired information into the Pay Period End Date field.
Enter "11/10/2007".
8.
Enter the desired information into the EmplID field.
Enter "10107834".
9.
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Step
10.
Action
Use the (Review Actuals Distribution) Earnings page to view and modify the
actuals distribution after running the Actuals Distribution process and prior to
posting to general ledger.
When you make changes on this page, the system performs an edit when you save
the page to ensure that the total amount of earnings, deductions, and taxes
redistributed compares to the paycheck totals.
11.
If the Off Cycle check box is selected, this indicates that the pay period was off
cycle.
12.
If all the earnings, deductions, or taxes are on a single paycheck for this pay period,
the Separate Check # field displays 0 (zero).
13.
The Empl Rcd Nbr field displays the employee record number associated with this
paycheck.
14.
The Fiscal Year and Period fields are used to specify the fiscal year and period in
which to distribute the earnings.
15.
The Combination Code and Account fields are used to specify the combination
code and account in which to distribute the earnings.
The Account field is only available if the account override for the expense type
(earnings, deductions, or US taxes) is selected on the Dept Budget Date page.
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Step
Action
16.
The Department, Job Code, and Position fields are used to select where the
earnings, deductions, or taxes are distributed.
The Job Code and Department fields populate automatically when you select a
Position.
17.
Use the Earnings field to enter the amount of earnings to be distributed to this
combination code in this accounting period.
The sum of the earnings in the Distribution group box must equal the displayed
Earnings amount for the Earnings group box.
18.
If earnings account mapping is enabled for the corresponding department budget, the
Account field is available for entry.
When the ChartField Details column is visible, it will contain a hyperlink to the
page where the user may select a combination code or account value that determines
the value of the Account field on the Earnings page.
19.
Congratulations! You have reviewed the procedure for modifying actuals
distribution prior to general ledger posting.
End of Procedure.
Distributing Funding Sources Retroactively
Mass changes can be made to the distribution of funding sources for data that has been posted to
the General Ledger. This section provides an overview of the retroactive distribution of funding
sources.
Upon completion of this section, you will be able to:





Describe the Retroactive Distribution of Funding Sources
Create Retroactive Distribution Transactions Directly
Create Retroactive Distributions from the Department Budget Table
View and Process Retroactive Distributions, and
Run the Retroactive Distribution Report.
Understanding Retroactive Distribution of Funding Sources
This topic describes the processes for creating retroactive changes to the distribution of funding
sources at the department, position, or appointment levels for data that has been posted to General
Ledger.
Procedure
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Step
1.
Action
This diagram illustrates:
• the two methods of creating retroactive transactions
• applying transactions, and
• the flow of data through the Commitment Accounting business process and other
PeopleSoft applications.
Step
2.
Action
You can create retroactive transactions directly by using the Direct Retro
Distributions (direct retroactive distributions) process.
This process searches the database for records that meet search criteria and replaces
selected data in those records with new information.
3.
You can also create retroactive transactions by modifying department budgets.
When you start the Budget Retro Distribution process, the system will create
retroactive transactions for all records affected by the
changes.
The budget retro process ignores overrides.
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Step
Action
4.
You will choose either the Direct Retro Distribution or the Department Budget
Table component.
After you create the transactions, using either method, view them in the Review
Retro Distribution (review retroactive distribution) component to ensure that they
are correct, and make changes if necessary.
From there, start the online transaction process to apply the new transactions to the
actuals data.
5.
Congratulations! You have reviewed the Understanding Retroactive Distribution of
Funding Sources topic.
End of Procedure.
Creating Retroactive Distribution Transactions Directly
You can redistribute funding sources directly in the actuals records at the department or
appointment level without making changes to the department budget.
The Direct Retro Distributions (direct retroactive distributions) process selects the records that fit
your search criteria. It updates the data in specified fields with the new data from the run control
page.
This topic describes how to:


specify search and update criteria, and
run the Retro Distribution process.
Procedure
Consider this scenario:
You need to make retroactive changes to the distribution of funding sources. You decide to
create retroactive distribution transactions directly.
Key Information:
Run Control ID: RB22508_00
Combo Codes: B100532, B100939
EmplID: 10107836
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Step
1.
Action
Begin by navigating to the Direct Retro Distribution page.
Click the Payroll for North America link.
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Step
Action
2.
Click the Payroll Distribution link.
3.
Click the Commitment Accounting USA link.
4.
Click the Process Direct Retro Dist link.
Step
5.
Action
You can run this process by searching for an existing Run Control ID or you can
add a new value. Creating a Run Control ID that is relevant to the process may
help you remember it for future use.
Click the Add a New Value tab.
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Step
6.
Action
A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running.
The Run Control ID defines parameters that are used when a process is run. This
ensures that when a process runs in the background, the system does not prompt you
for additional values.
7.
A recommended naming convention for Run Control IDs is Initials, Date,
Underscore, Sequence Number beginning with 00. Each time you create a run
control for this process it must be different from any others you have created or your
transactions may be overrwritten.
Example: RB22509_00
Enter the desired information into the Run Control ID field.
Enter "RB22509_00".
8.
Click the Add button.
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Step
9.
Action
Use the Direct Retro Distribution page to:
• enter search criteria to specify which records to modify
• indicate which field values the system should update
and with what values, and
• run the Retro Distribution process.
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Step
10.
Action
Enter the desired information into the SetID field.
Enter "UMBOS".
11.
Ensure that Earns (Earnings) displays in the Apply to Transactions field.
12.
The Pay Period End Date defaults to the end date closest to, but not included in,
the last CA GL Interface process run.
Accept the default.
13.
The Ignore Off Cycle check box is selected by default, to ignore off cycle pay
calendars. Accept the default.
14.
Enter the transaction Begin and End Dates. Clear these fields to use fiscal periods.
Enter the desired information into the Begin Date field.
Enter "08/03/2008".
15.
Enter the desired information into the End Date field.
Enter "09/13/2008".
16.
In the Search Fields group box, select the fields and field values of the records you
want the process to search for.
Select Search Spaces to have the system search for blank field values.
17.
Click the Field Description Look Up button.
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Step
Action
18.
Click the Combination Code entry in the Field Description column.
19.
Enter the desired information into the Field Value field. Ensure that the employee
was paid using this combo code within the pay begin and end dates.
Enter "B100532".
20.
Step
Click the Add a new row button.
Action
21.
Click the Field Description Look Up button.
22.
Click the Employee Id entry in the Field Description column.
23.
Enter the desired information into the Field Value field.
Enter "10107836".
24.
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Click the Add a new row button.
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Step
Action
25.
Click the Field Description Look Up button.
26.
Click the Empl Rcd entry in the Field Description column.
27.
Enter the desired information into the Field Value field.
Enter "0".
28.
In the Update Sequences group box, enter
• the sequence (SeqNum) in which this funding amount should be used, and
• the funding amount.
29.
Enter the desired information into the SeqNum field.
Enter "1".
30.
Enter the desired information into the Amount field.
Enter "598".
31.
In the Update Value group box, select the fields in the selected records that should
be updated and the values they should be updated with.
32.
Click the Field Description Look Up button.
33.
Click the Combination Code entry in the Field Description column.
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Step
34.
Step
35.
Action
Click the ChartField Details link.
Action
Enter the desired information into the Combination Code field.
Enter "B100939".
36.
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Click the Search button.
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Step
37.
Action
Verify that this is the correct Combo Code and click the Select button.
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Step
38.
Step
Action
Click the Ok button.
Action
39.
Click the Run button.
40.
Use the Process Schedule Request page to enter or update parameters, such as
server name and process output format.
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Step
Action
41.
Click the OK button.
42.
Notice the Process Instance number displays. This number helps you identify the
process you have run when you check the status.
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Step
Action
43.
Click the Process Monitor link.
44.
Use the Process List page to view the status of submitted process requests.
The current status of the process is Queued. The process is finished when the status
is Success.
Step
45.
Action
Continue to click the Refresh button until the status is Success.
Click the Refresh button.
46.
Notice the status is now Success.
47.
Congratulations! You have successfully created retroactive distribution transactions
directly.
End of Procedure.
Creating Retroactive Distributions from the Department Budget Table
You make retroactive changes to funding sources on the Department Budget Table component.
Insert a new, effective-dated row in the Department Budget Table and make the necessary
funding changes to the budget.
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The Budget Retro Distributions (budget retroactive distributions) process runs in batch and will
redistribute paycheck transactions using the new budget setup.
Procedure
Consider this scenario:
You need to make retroactive changes to the distribution of funding sources. You decide to
create retroactive distributions from the Department Budget Table.
Key Information:
Run Control ID: RB22508_00
SetID: UMBOS
Department: B002000
Fiscal Year: 2009
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Step
1.
Action
To create retroactive distributions from the Department
Budget Table, you first make changes to the Department
Budget Earnings page(as described in the topic, Making Changes to Department
Budget Tables).
Follow these steps to access the Department Budget Table and open the
funding sources you want to modify.
1. Make funding distribution changes on the Dept Earnings page.
2. Save your changes.
3. Select Yes to the system prompt "Do you want to save
changes for retro distribution?"
4. Select No to the system prompt "Do you want to go to Run Control Page?"
as this is a batch process
You can access the Budget Retro Distributions page using the following
navigation.
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Step
2.
Action
Begin by navigating to the Budget Retro Distributions page.
Click the Set Up HRMS link.
Step
Action
3.
Click the Product Related link.
4.
Click the Commitment Accounting link.
5.
Click the Process Budgets link.
6.
Click the Budget Retro Distributions link.
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Step
7.
Action
You can run this process by searching for an existing Run Control ID or you can
add a new value. Creating a Run Control ID that is relevant to the process may
help you remember it for future use.
Click the Add a New Value tab.
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Step
8.
Action
A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running.
The Run Control ID defines parameters that are used when a process is run. This
ensures that when a process runs in the background, the system does not prompt you
for additional values.
9.
A recommended naming convention for Run Control IDs is Initials, Date,
Underscore, Sequence Number beginning with 00. Each time you create a run
control for this process, it must be different from any others you have created.
Otherwise, your transactions may be overriden.
Example: RB22509_00
Enter the desired information into the Run Control ID field.
Enter "RB22508_00".
10.
Click the Add button.
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Step
Action
11.
Use the Budget Retro Distributions page to redistribute effected paycheck
transactions using the new department budget setup.
12.
Enter the desired information into the SetID field.
Enter "UMBOS".
13.
Enter the desired information into the Department field.
Enter "B002000".
14.
Enter the desired information into the Fiscal Year field.
Enter "2009".
15.
The Pay Period End Date field defaults to the end date closest to, but not included
in, the last CA GL Interface process run.
16.
The Ignore Off Cycle check box is selected by default, to ignore off cycle pay
calendars. Accept the default.
17.
The Begin Date field defaults to the earliest date a change was made within the
SetID, department, and fiscal year.
18.
The End Date field defaults to the end date closest to, but not included in, the last
CA GL Interface process run.
19.
Click the Run button.
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Step
Action
20.
Use the Process Scheduler Request page to enter or update parameters, such as
server name and process output format.
21.
Click the OK button.
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Step
22.
Step
23.
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Action
Notice the Process Instance number displays. This number helps you identify the
process you have run when you check the status.
Action
Click the Process Monitor link.
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Step
24.
Action
Use the Process List page to view the status of submitted process requests.
The current status of the process is Processing. The process is finished when the
status is Success.
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Step
Action
25.
Continue to click the Refresh button until the status is Success.
Click the Refresh button.
Step
Action
26.
Notice the status is now Success.
27.
Congratulations! You have successfully created retroactive distributions from the
Department Budget Table.
End of Procedure.
Viewing and Processing Retroactive Distributions
This topic describes how to:


compare new earnings with old, and
process the retroactive distributions.
After you have made retroactive changes to funding distribution, either directly or through the
Department Budget Table, you can view the new transactions and compare them with the old. If
you are satisfied with the new transactions, check the select box (select all) in order for your
selections to be picked up by the Actuals Distribution process. The Actuals Distribution Update
process runs via batch and will distribute the actuals using the new information.
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The retroactive distribution process applies all the selected transactions to the actuals distribution
of the original paycheck. The system marks the checks as corrected and posts the corrected date.
After processing, the actuals are ready to be processed by the Commitment Accounting GL
Interface.
Procedure
Consider this scenario:
You have made retroactive changes to funding distribution. Now you want to view the new
transactions and compare them with the old. You then want to run the Retro Distribution Update
process to distribute the actuals.
Key Information:
Run Control ID: RB22508_00
Step
1.
Action
Click the Payroll for North America link.
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Step
Action
2.
Click the Payroll Distribution link.
3.
Click the Commitment Accounting USA link.
4.
Click the Review Retro Distribution link.
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Step
5.
Action
Enter the desired information into the Run Control ID field.
Enter "RB22508_00".
6.
Step
Click the Search button.
Action
7.
Use the Retro Distribute Earnings page to view the earnings transactions created
by the Retro Distribution process.
8.
View the information displayed on the New Data tab.
9.
Click the Old Data tab.
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Step
Action
10.
View the information displayed on the Old Data tab.
11.
Click the Old Accounting Period tab.
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Step
Action
12.
View the information displayed on the Old Accounting Period tab.
13.
Click the Posting Accounting Period tab.
Step
Action
14.
Use the Posting Accounting Period tab to compare this information with the Old
Accounting Period information.
15.
To process the selections, click in the Select check box.
16.
Click the Save button.
17.
Congratulations! You have successfully viewed and processed retroactive
distributions.
End of Procedure.
Running the Retroactive Distribution Report
This topic describes how to generate the Retro Distribution report. This report contains
information on the paychecks that have been modified using retroactive distribution.
Procedure
Consider this scenario:
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You have processed retroactive distribution transactions. You now want to view information on
paychecks that have been modified by running the Retro Distribution report.
Key Information:
Run Control ID: RTRO_DIS_ADT_RPT
Run Control ID (of the Create Retro Distribution Transactions process): PH_042408_01
Step
1.
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Action
Click the Payroll for North America link.
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Step
Action
2.
Click the Payroll Distribution link.
3.
Click the Commitment Accounting USA link.
4.
Click the Retro Distribution Audit Rpt link.
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Step
Action
5.
Click the Collapse Menu button.
6.
You can run this process by searching for an existing Run Control ID or you can
add a new value. Creating a Run Control ID that is relevant to the process may
help you remember it for future use.
Click the Add a New Value tab.
7.
A Run Control ID is an identifier that, when paired with your User ID, uniquely
identifies the process you are running.
The Run Control ID defines parameters that are used when a process is run. This
ensures that when a process runs in the background, the system does not prompt you
for additional values.
8.
Enter the desired information into the Run Control ID field.
Enter "RTRO_DIS_ADT_RPT".
9.
Click the Add button.
10.
Use the Retro Distribution Audit Rpt page to run the Retro Distribution report.
This reports funding changes on the paychecks that have been modified using
retroactive distribution. The report displays the old and the modified check data.
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Step
11.
Action
Select the Run Control ID of the Create Retro Distribution Transactions process on
which you want to report.
Click the Look up Run Control ID button.
12.
Click the Run Control ID link.
13.
Select the Create User ID of the retroactive processes on which you want to report.
Click the Look up Create User ID button.
14.
Click the Last Operator to Update link.
15.
Select the Error Status of the retroactive processes on which you want to report.
Click the Error Status list.
16.
Click the OK list item.
17.
Select the Process Status of the retroactive transactions on which you want to
report.
Click the Process State list item.
18.
Click the Complete list item.
19.
Use the Create Date Range group box to enter the created date range of the
transactions on which you want to report.
20.
Enter the desired information into the Begin date field.
Enter "03/29/2008".
21.
Enter the desired information into the End Date field.
Enter "05/10/2008".
22.
Use the Processed Date Range group box to enter the processed date range of the
transactions on which you want to report.
23.
Enter the desired information into the Begin Date field.
Enter "03/29/2008".
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Step
24.
Action
Enter the desired information into the End Date field.
Enter "05/10/2008".
25.
Click the Run button.
26.
Use the Process Scheduler Request page to enter or update parameters, such as
server name and process output format.
27.
Use the Type field to select the type of output you want to generate for this job.
Use the Format field to define the output format for the report. The values are
dependent upon the Process Type you have selected.
Step
Action
28.
Click the OK button.
29.
Notice the Process Instance number displays. This number helps you identify the
process you have run when you check the status.
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Step
Action
30.
Click the Process Monitor link.
31.
Use the Process List page to view the status of submitted process requests.
The current status of the process is Queued. The process is finished when the status
is Success.
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Step
32.
Action
Continue to click the Refresh button until the status is Success.
Click the Refresh button.
33.
Notice the status is now Success.
34.
Congratulations! You have successfully run the Retroactive Distribution Report.
End of Procedure.
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