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1
FY10Commitment Accounting
EFP Rollover
June 10, 2009School of Nursing- Room 130
2
Presenters
• Candace Chow-– Payroll Manager- Financial Services
• Pat Holmes-– Manager- Cost Analysis & Studies
• Susan McKechnie-– Enterprise Application Specialist-
Financial Systems
3
Agenda
• Key Dates and Deadlines
• Before the EFP Rollover
• The FY10 Rollover Process
• After the EFP Rollover
• FY10 Distributions
• Funding Summary Report
4
Key Dates and Deadlines
5
Key Dates- Change from prior years
Action Date
PP09-26 Actuals Distribution
Saturday, June 27th
EFP Rollover Saturday, June 27th
Depts create new FY10 EFPs
(two week period)
Monday, June 29th, 6AM
until
Friday, July 10th, 2PM
PP10-01 Actuals Distribution
Saturday, July 11th
6
FY09 Cut Off Dates- DRs
When Received
Pay Period Entered
HRMS FY Post
Financials FY Post
Up through
6/2209-26 2009 2009
After 6/22 to
7/610-01 2010 2009
After 7/6 10-02 2010 2010
7
FY09 Cut Off Dates- DRs
• Reminder- a direct retro and a budget retro cannot be processed in same pay period- plan accordingly!!!
8
FY09 Cut Off Dates
• Friday- 6/26/09 – all EFPs for FY09 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
PP09-26 (6/7-6/20) Distribution• Saturday-6/27: Actuals
Distribution process is run for PP09-26 with no encumbrances
• Monday-6/29: Validate that payroll expenses were distributed correctly using PCD
• Tuesday-6/30: Validate that payroll expenses were distributed correctly using SPC
10
FY09 Redistributions
• No budget retros after 6/26
• Direct retros for all projects* will be processed between 6/29 and 7/10 (posted to GL in FY09 but reflected in HRMS as FY10)
• Direct retros for all projects* except for State & Physician Service Contract projects can be processed from 7/13 and forward (posted in FY10)
* Subject to Cost Analysis approval
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 FY10 EFP Rollover
(From today until Friday, 6/26/09)
13
• Make sure all employees have a FY09 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!
What To Do Before FY10 Rollover (6/27)
14
• Review all funding sources that end 6/30/09 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, 6/12 for PP09-25 distribution
• Approve new EFP by 2pm on Friday, 6/26 for PP09-26 distribution
What To Do Before FY10 Rollover (6/27)
15
Check ALL Funding End Dates:– No Funding End Date = no change
required
– Funding End Date > 6/30/09 = no change required
What To Do Before FY10 Rollover (6/27)
16
What To Do Before FY10 Rollover (6/27)
Check ALL Funding End Dates:– Funding End Date < 6/30/09 =
change now so that payroll expenses do not charge PCA
– Funding End Date of 6/30/09 = OK to change now; must change later to avoid charging PCA
17
FY10 EFP Rollover(on Saturday, 6/27/09)
18
Rollover of the Initial FY10 EFP
• EFP in effect on 6/26/09 will be used to programmatically:
– Create the initial 7/1/09 EFP
– Create the “fix” EFP to be used for any earnings associated with dates prior to 7/1/09 paid in FY10• (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
• 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 FY10)
– Review initial EFP for active employees to be sure it is valid (check account codes, funding end dates, % distribution)
Roll-over of the Initial FY10 EFP
20
After the Rollover
(from Monday, 6/29/09 until 2pm on Friday, 7/10/09)
21
Prior to actuals distribution (Saturday, 7/11/09) you need to create a valid 7/1/09 EFP for each active employee
What To Do After FY10 Rollover
22
Creating New FY10 EFPs
• 6/29, 6AM – 7/10, 2PM (Two week period): Departments review and create additional 7/1/09 EFPs as needed to reflect valid account codes, funding end dates, % distributions
23
Creating New FY10 EFPs
• EFPs will display the salary in effect at the time the EFP is created
• If an employee action is submitted effective 7/1/09 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 $196,700- 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
• Make sure all employees have a FY10 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!
What To Do Before FY10 Distribution on 7/11
27
FY10 Distributions(on Saturday, 7/11/09)
28
FY10 Distributions
• If the EFP has a funding end date of 6/30/09 or earlier, at 2:01pm on Friday, July 10th- 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
FY09 EFP used in the rollover process
Initial FY10 EFP created effective 7/1/09 (and same for “fix” EFP) with account
codes expiring before 7/1/09
New FY10 EFP wasn’t created so the process run on 7/11 will remove account
codes with funding end dates prior to 7/1/09 and add the PCA/Dept Default
account code equal to percent of account codes removed
30
PP10-01 Distribution
• Two week period = 6/21-7/4
• For PCD reporting purposes only we refer to period of 6/21-6/30 as PP09-27 (AKA the payroll accrual) and 7/1-7/4 as PP10-01
• PeopleSoft does not recognize pay period #27
31
PP10-01 covers payroll expenses associated with both FY09 and FY10- when the actuals distribution process is run:
– FY09 payroll expenses (based on pay earnings dates) will be distributed based on the “fix” EFP (ex. Shift, OVT, hourly employees)
– FY10 payroll expenses (based on pay earnings dates) will be distributed based on the 7/1/09 EFP in effect
PP10-01 Distribution
32
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
PP10-01 Distribution
33
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
PP10-01 Reminders
34
Salary Pay is calculated on 14ths instead of 10ths- ex. new faculty employee who starts 7/1/09 will receive 4/14ths pay; exempt employee terminating 6/30/09 will receive 10/14ths pay
Hourly Pay (Non-exempt and hourly employees) is calculated based on hours entered/scheduled
PP10-01 Reminders
35
If you are paying a new employee who was entered in eUMB AFTER 6/29 with an effective date prior to 7/1/09: You will not be able to enter any hours in
the WET pages prior to 7/1/09
You MUST submit a Retro Pay PA form for the retro pay with a HRMS Account Code
PP10-01 (and forward) Reminders
36
Funding Summary Report
37
Using the Funding Summary Report
Three key times to run it:
1. Before FY10 Rollover (now thru 6/26)
2. Before first FY10 Actuals Distribution (6/29 thru 7/10)
3. After 10-01 Actuals Distribution (starting 7/13)
38
Checking EFPs Before FY10 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 FY10 Rollover
Run Funding Summary Report using an “as of” date of 6/30/09 and select the “PCAs Only” report choice. Only the following will be returned:
1. Lines marked as ‘DP’
2. Lines with Funding End Dates of 6/30/09 or earlier
40
Setting Up Funding Summary Report: Checking EFPs Before FY10 Rollover
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
Using 6/30/09 will help you insure that charges through the end of the fiscal
year are using the correct account code.
41
Reviewing Funding Summary Report: Checking EFPs Before FY10 RolloverDisplays problem EFPs
in effect as of 6/30/09
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!)
Only the portion of the EFP that will be charged to the PCA is displayed- not the full EFP.
PCAs Only Version
42
Checking FY10 EFPs Before Actuals Distribution
Run Funding Summary Report using an “as of” date of 7/4/09 and select the “PCAs Only” report choice. Only the following will be returned:
1. Lines marked as ‘DP’
2. Lines with Funding End Dates of 7/4/09 or earlier
43
Setting Up Funding Summary Report: Checking FY10 EFPs Before First Distribution
This report displays the “problem” EFPs in effect “as of” the last day of PP 10-01.
44
Reviewing Funding Summary Report: Checking FY10 EFPs Before First Distribution
Displays EFPs in effect as of 7/4/09
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!
ALERT! Funding sources expiring 06/30/09 and earlier require your quick attention
or your PCA will be charged.PCAs Only
Version
45
Setting Up Funding Summary Report: Checking FY10 EFPs Used in First Distribution
This report displays the “problem” EFPs in effect “as of” the last day of PP 10-01.
46
Reviewing Funding Summary Report: Checking FY10 EFPs Used in First Distribution
ALERT! Funding sources expiring 06/30/09 and earlier will be changed
to charge your PCA
Displays problem EFPs in effect as of PP 10-01
Example where no changes were made
to FY10 EFPs
PCAs Only Version
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 10-01 spans two fiscal years need to use “Fiscal Year” field to segregate amounts on report– To view period 6/21-6/30: use pay period
10-01 and FY 2009– To view period 7/1-7/4: use pay period
10-01 and FY 2010– To view period 6/21-7/4: use pay period
10-01 and leave FY blank
49
Viewing RAVEN SPC
By entering the fiscal year, only amounts for 7/1/08-6/30/09 are displayed. If blank, the period
6/22/08-7/4/09 will be displayed.
50
Questions?
• Please contact FS-Payroll if you have questions regarding the rollover process– Phone: (410) 706-1243– E-mail:
• Please contact Cost Analysis if you have questions regarding Direct Retros– Phone: (410) 706-2987– E-mail: