IMPERIAL COLLEGE LONDON
ICIS HRMS
GUIDANCE NOTES
Labour Distribution – Costing Adjustments
Contents
Contents ..................................................................................................................... 1
Entering Costing Adjustments .................................................................................... 2
Entering an adjustment at Assignment Level .......................................................... 4
Entering an adjustment at Element Level ............................................................... 7
Running the IC PSP Adjustment Processed Report ................................................. 10
FAQs ........................................................................................................................ 11
ICIS HRMS Procedure Notes
July 05
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IMPERIAL COLLEGE LONDON
ICIS HRMS
GUIDANCE NOTES
Entering Costing Adjustments
1.
From the main menu select the responsibility IC_HR_D - Update. Then select
LD – Distribution Adjustments.
2.
To find the employee’s record:

Enter the CID number in the Assignment field or enter their last name in
the Employee Name field. NOTE: If the employee has had more than one
assignment, i.e. the CID number with –2 or –3 after it, you may find the find
box initially shows the original assignment without the –2 or –3 suffix. Click
into the Assignment field again to select the correct assignment.

Press the TAB key or click into the next field (Begin date). If you have
searched by CID number the employee name field will automatically be
completed. If you have searched by name, you may get a list of names
from which to select. When you have made your selection, the employee
name and assignment fields will be completed.

Enter the dates for the period you would like to adjust (as shown on the
form) in the Begin Date and End Date fields.

Press the TAB key or click into the next field. The currency field will default
in automatically.
NOTE: If you are unable to click into the currency field (GBP) and proceed
further it may be because the employee has more than one assignment
and the most recent is not entered in the field. Click back into the
Assignment field again and select the most recent assignment from the list.
ICIS HRMS Procedure Notes
July 05
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IMPERIAL COLLEGE LONDON
ICIS HRMS
GUIDANCE NOTES
3.
Select either Assignment (all pay for period) or Element (one or more pay
element).
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IMPERIAL COLLEGE LONDON
ICIS HRMS
GUIDANCE NOTES
Entering an adjustment at Assignment Level
4.
Ensure you have selected Adjust by: Assignment. Click Find.
5.
Check the Transfer box in the centre of the form for the account code you
wish to adjust.
6.
Click on Done. This will activate the right side of the form. The first line will
display (reconfirm) current costing details.
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July 05
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IMPERIAL COLLEGE LONDON
ICIS HRMS
GUIDANCE NOTES
7.
Click into the next row and enter the account details to be debited. NOTE:
Make sure you enter the GL or Project code into the correct field.
8.
The transfers can be entered as either a value or a percentage. Check the
Amount or Percentage box at the bottom of the form and enter as
appropriate.
If the adjustment is a straightforward recharge this will be 100%. If the person
is to be charged to more than one account the percentages must total 100%
once all account details have been entered.
NOTE: The Unaccounted Balance at the bottom of the screen must read 0.00
before you can save your changes.
9.
Click on the Freeze Set button.
10.
Click on the Submit button.
11.
At the prompt for a batch name enter the CID of the person who requested the
adjustment (as on form) the date, 001 or 002 etc (to denote whether it is the
only adjustment that day or one of many) and your College username.
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July 05
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IMPERIAL COLLEGE LONDON
ICIS HRMS
GUIDANCE NOTES
12.
Click OK.
The adjustment is now ready to be processed. You will receive a workflow notification
by email after submitting the adjustment. A process will be run daily to pick up all
batches for processing.
As the processing runs in the early hours of the morning you will see the amended
data the day after you submit. Once processed the Distribution Adjustments form for
each employee will have the incorrect data overwritten with the processed
adjustment data.
ICIS HRMS Procedure Notes
July 05
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IMPERIAL COLLEGE LONDON
ICIS HRMS
GUIDANCE NOTES
Entering an adjustment at Element Level
1.
Ensure you have selected Adjust by: Element. Click Find.
2.
Check the Transfer box in the centre of the form for each element or account
code you wish to adjust. Note: You can tick one or all (if the name of the
elements is the same).
3.
Click on Done. This will activate the right side of the form. The first line will
display (reconfirm) current costing details.
ICIS HRMS Procedure Notes
July 05
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IMPERIAL COLLEGE LONDON
ICIS HRMS
GUIDANCE NOTES
4.
Click into the next row and enter the account details to be debited. NOTE:
Make sure you enter the GL or Project code into the correct field.
5.
The transfers can be entered as either a value or a percentage. Check the
amount or percentage box at the bottom of the form and enter as
appropriate.
If the adjustment is a straightforward recharge this will be 100%. If the person
is to be charged to more than one account the percentages must total 100%
once all account details have been entered.
NOTE: The Unaccounted Balance at the bottom of the screen must read 0.00
before you can save your changes.
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July 05
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IMPERIAL COLLEGE LONDON
ICIS HRMS
GUIDANCE NOTES
6.
Click on the Freeze Set button.
7.
NOTE: If you need to enter more than one adjustment, i.e. for another element
on the record, repeat steps 1 to 9 again for each element to be adjusted.
8.
Click on the Submit button.
9.
At the prompt for a batch name enter the CID of the person who requested the
adjustment (as on form), the date, 001 or 002 etc (to denote whether it is the
only adjustment that day or one of many) and your College username.
10.
Click OK.
The adjustment is now ready to be processed. You will receive a workflow notification
by email after submitting the adjustment. A process will be run daily to pick up all
batches for processing.
As the processing runs in the early hours of the morning you will see the amended
data the day after you submit. Once processed the Distribution Adjustments form for
each employee will have the incorrect data overwritten with the processed
adjustment data.
ICIS HRMS Procedure Notes
July 05
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IMPERIAL COLLEGE LONDON
ICIS HRMS
GUIDANCE NOTES
Running the IC PSP Adjustment Processed Report
This report shows requests that have been processed.
1. From the navigator menu select Submit Report.
2. When prompted select Single Request.
3. Click into the dropdown menu in the name field, the name of the report will be
populated in the field and a flexfield will appear.
4. If you wish to run the report for a whole period (to see all adjustments
processed), enter the start and end dates as appropriate. If are only looking
for a particular CID then enter in the field. Click OK and then Submit.
5. When the report has run click View Output.
6. The report will be displayed and confirm if it has been processed.
If a transaction has been processed you will see Y (see the highlighted example
above). If not, you will see N.
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IMPERIAL COLLEGE LONDON
ICIS HRMS
GUIDANCE NOTES
FAQs
1. Why can’t I find the record I’m searching for?

You can only view records that have been processed through Labour
Distribution. A new starter record, not yet paid, would not be accessible from
the Distribution Adjustments form as their record would not have been
processed. Therefore there are no costs to be distributed to charge codes.

The employee may have more than one assignment. Click into the
Assignment field again and select the most recent assignment from the list.
2. What do I do if only a percentage of an amount needs to be adjusted?
When you select the amount to be adjusted and click on done the whole
amount is transferred over. If you only want to transfer a percentage of that
amount then you will need to click on another line and re-enter the original
code with the remaining percentage.
3. How can I adjust NI or USS contributions?
Deductions cannot be adjusted – please contact Finance to action this for you.
4. The Unaccounted Balance at the bottom of the screen does not read
00.00 – what does this mean?
If you are entering as a percentage it means that the total percentage that you
have entered in the Adjusted Distributions does not add up to 100%. If you are
entering this as an amount it means that it does not total the amount that you
moved over. This may be because you are only adjusting a certain percentage
– see point 1 above.
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ICIS HRMS
GUIDANCE NOTES
ICIS HRMS Procedure Notes
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