1. Overview of Labor Distribution, Certification Reporting and Management Reports Presented by: HRS/Payroll Staff January 8, 2010 Professional Development Institute Session

2. Payroll Cycle

4. January 2010 SundayMondayTuesdayWednesdayThursdayFridaySaturday 28 No Quick Pays Issued 29 No Quick Pays Issued 30 No Quick Pays Issued 31 Hourly Pay Day PPE 12/18 Salary Pay Day No Quick Pays Issued 1 CSU Holiday 2 345 Deadline - time file input for Hourly PPE 01/01 4:00pm 6 Deadline – timeclock validation Hourly PPE 01/01 4:00pm 7 12:00 Deadline for Hourly paper work to Payroll for Hourly processing 8 No Quick Pays Issued 9 1011 Due date for Salary paper work to Payroll No Quick Pays Issued 12 No Quick Pays Issued 1314 Validate Leave Taken Summary Batch 15 Deadline - time file input for Salary PPE 12/31 Hourly Pay Day PPE 01/01 16 1718 CSU Holiday 19 12:00 Absolute Deadline for Salary paper work to be submitted to Payroll for Salary Proc * Deadline - time file input for Hourly PPE 01/15 4:00pm 20 Deadline – timeclock validation Hourly PPE 01/15 4:00pm No Quick Pays Issued 21 12:00 Deadline for Hourly paper work to Payroll for Hourly processing No Quick Pays Issued 22 No Quick Pays Issued 23 2425 No Quick Pays Issued 26 No Quick Pays Issued 272829 Salary Pay Day Hourly Pay Day PPE 01/15 30

5. Management Reports The Expense Distribution Report is available in Oracle. The Employee and Account Summaries are currently available in Oracle, but will be run once a month and made available to you in the Vista Plus report archive. The Vista Plus User Guide is available at this site: http://www.hrs.colostate.edu/datasys/VistaUserDoc.pdf

9. Kuali Kuali can be used to verify manual payments during the month. – Check under Balance Inquiries General Ledger Balances Using the account/object code of the payment Validate the entry was posted the day after payment is made

11. Kuali Kuali can also be used to validate that funding has been posted.

12. Labor Distribution/Labor Scheduling All employees at the University must have the source of their compensation funding setup in Oracle. The detail on how to setup funding can be found on the HRS website under Data Systems - HR System User Guide http://www.hrs.colostate.edu/datasys/oracle/3-NewHires.pdf Maintenance of funding should be completed as needed but a review should be completed on all employees at the beginning of each fiscal year.

13. Certification Reporting Currently State and Federal grants and contracts represent 38% of the Total Operating Revenue of CSU. Certification Reporting provides auditable documents required for compliance and reimbursement to the University for grants and contracts. CSU requires that timecards and certification reports be retained for the current year +10 or two years after the project is ended. Section 9 of the HRS Manual details Certification Reporting http://www.hrs.colostate.edu/hrsman/Section09-CertificationReporting.pdf

14. FEDERAL REQUIREMENTS The Certification report constitutes the primary basis for reimbursement to the university by the federal government of salaries applied directly to sponsored research, sponsored instruction, other sponsored activities, faculty research grants and other Federal funds. OMB Circular A-21 establishes cost principles for educational institutions: -Be incorporated into the official records of the institution. -Reasonably reflect the activity for which the employee is compensated. -Encompass both sponsored and all other activities on an integrated basis but may include the use of subsidiary records. -Recognize the effort system of after ‑ the ‑ fact confirmation of determination for the distribution of costs. “In the use of any method for apportioning salaries, it is recognized that, in an academic setting, teaching, research, service and administration are often inextricably intermingled. A precise assessment of factors that contribute to costs is not always feasible, nor is it expected. Reliance therefore, is placed on estimates in which a degree of tolerance is appropriate.”

15. Certification Reporting Report Content The Certification Report shows by the quarterly period the amount and percentage of salary paid and charged to each account. Period Covered The Certification Reports cover each of the standard four quarters of the year and are mailed to the departments approximately one month after the quarter ends. Changes Changes to the distribution of activity for salaried employees are handled in two ways. 1.Changes to distribution for months not yet paid ‑ Changes of distribution for current or future months are made by departmental personnel, by going into the Labor Schedule screen, and changing the schedule lines. 2.Changes to distribution for months already paid ‑ Any changes to distributions for months already paid must be processed with a Past Period Distribution Adjustment. For more information please see: http://www.hrs.colostate.edu/records/QuickHelp/Labor%20Redistribution.pdfhttp://www.hrs.colostate.edu/records/QuickHelp/Labor%20Redistribution.pdf http://www.hrs.colostate.edu/datasys/oracle/7-Labor.pdf

16. Signature and Report Submission Certification reports will be distributed approximately one month after each quarter end. The reports always require certification by the employee, Principal Investigator, supervisor or a responsible official who has firsthand knowledge of the work activities and sufficient technical knowledge to identify the efforts to specific activities and projects or has suitable means of verification that the work was performed. Submit original signed copies of the reports or the reports with a signed cover document (see page 9-4) to the Payroll Office by the date indicated on the Certification Report. The multiple page certification cover document may be used to sign for all reports for all individuals assigned to a principal investigator or to a department head.

18. Questions? Vickie Schultz491-4969vickie.schultz@colostate.eduvickie.schultz@colostate.edu Joanne Robel491-5853joanne.robel@colostate.edujoanne.robel@colostate.edu http://www.hrs.colostate.edu/