1. 1 FY10 Commitment Accounting EFP Rollover June 10, 2009 School of Nursing- Room 130

2. 2 Presenters Candace Chow- –Payroll Manager- Financial Services Pat Holmes- –Manager- Cost Analysis & Studies Susan McKechnie- –Enterprise Application Specialist- Financial Systems

3. 3 Agenda Key Dates and Deadlines Before the EFP Rollover The FY10 Rollover Process After the EFP Rollover FY10 Distributions Funding Summary Report

4. 4 Key Dates and Deadlines

5. 5 Key Dates- Change from prior years ActionDate PP09-26 Actuals Distribution Saturday, June 27 th EFP RolloverSaturday, June 27th Depts create new FY10 EFPs (two week period) Monday, June 29 th, 6AM until Friday, July 10 th, 2PM PP10-01 Actuals Distribution Saturday, July 11 th

6. 6 FY09 Cut Off Dates- DRs When Received Pay Period Entered HRMS FY Post Financials FY Post Up through 6/22 09-262009 After 6/22 to 7/6 10-0120102009 After 7/610-022010

7. 7 FY09 Cut Off Dates- DRs Reminder- a direct retro and a budget retro cannot be processed in same pay period- plan accordingly!!!

8. 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. 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. 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. 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. 12 Before the FY10 EFP Rollover (From today until Friday, 6/26/09)

13. 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. 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. 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. 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. 17 FY10 EFP Rollover (on Saturday, 6/27/09)

18. 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. 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. 20 After the Rollover (from Monday, 6/29/09 until 2pm on Friday, 7/10/09)

21. 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. 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. 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. 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 http://www.nih.gov/icd/index.html

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

26. 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. 27 FY10 Distributions (on Saturday, 7/11/09)

28. 28 FY10 Distributions If the EFP has a funding end date of 6/30/09 or earlier, at 2:01pm on Friday, July 10 th - 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. 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. 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. 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. 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. 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. 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. 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. 36 Funding Summary Report

37. 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. 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. 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. 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. 41 Reviewing Funding Summary Report: Checking EFPs Before FY10 Rollover Displays 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. 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. 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. 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. 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. 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. 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. 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. 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. 50 Questions? Please contact FS-Payroll if you have questions regarding the rollover process –Phone: (410) 706-1243 –E-mail: DL-BFPayrollHelp@af.umaryland.edu Please contact Cost Analysis if you have questions regarding Direct Retros –Phone: (410) 706-2987 –E-mail: effort@af.umaryland.edu