1. Labor Redistributions  EPAF  PZAREDS  Legacy Laura Putz Unrestricted Accounting HSC Financial Services

2. EPAF PURPOSE:  Create FUTURE labor distributions REPLACES:  EPAN for future (prospective) change in labor distribution  HSC Faculty Funding Change/Personnel Action Notice Account Distribution Change Form (also known as prospective changes on Salary Reallocation Form)  Student Employment’s Status Change Form  Faculty Contracts-Funding Change Form  Graduate Studies Assistantship Form This form is still used, in addition to EPAF

3. EPAF  Forms LoboWeb interface, employee tab  Originator Hiring/Timesheet Organization associated with Employee  Approver Department designee with signature authority to provide acknowledgement of labor distribution appropriateness Central Accounting Offices for distributions affecting contracts or grants.  Purpose-When to use Change future labor distributions  Process Provides for electronic routing for approval and posting of changes  EOD Training Originator:  EPAF-BAN HRP EP 101 Department Approval:  EOD EPAF – BAN HRP EP102  BAR Role Originator: EPAF- Labor Distribution Change originator Dept Approval: EPAF Labor Distribution Chg-First level approver

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8. Approval Delivery Expectations EPAF Routing  Allow 5 business days for approval queue routing Department Approval – 2 days Central Accounting Approval – 3 days  Payroll Deadlines

9. Hyperion Labor Distribution Report FSH0002

10. EPAF Report Development

11. EPAF – Known Issues:  Effective Date Bi-Weekly Payroll: For a change to be effective the first day of the current pay period, query date and effective date must be the first day of a pay period that has not yet been paid. Monthly Payroll: For a change to be effective the first day of the current month, query date and effective date must be the first day of a pay period that has not yet been paid.  Closed Funds You cannot create a distribution to a closed fund  Future Dated Distribution Changes Current Work Around - HR Service Center is monitoring and working with departments to facilitate/maintain future change record Future Process – In development stage to be communicated on EPAF ListServ when implemented  Approval Category/Electronic Routing

12. EPAF Category Selection & Approval Routing Quick Reference Guide 3/20/08 Category CodeApproval Category Description Minimum Dept Approval Requirements Core Office Approval Requirements FYI Notification LD_HRDMain Campus & HSC EPAF- with ONLY Unrestricted Indices Level 1-signature authority (for each index being changed) Level 2-optional No electronic approval required; Post Transaction review occurs. EDC LD_BSMBoth Main Campus & HSC indices on EPAF, with any Restricted Indices. Level 1-signature authority (for each index being changed) Level 2-optional MC Fiscal Monitor HSC Fiscal Monitor PI EDC LD_HSMHSC EPAF with any Restricted Indices. Level 1-signature authority (for each index being changed) Level 2-optional HSC Fiscal MonitorPI EDC LD_MSMMain Campus EPAF with any Restricted Indices. Level 1-signature authority (for each index being changed) Level 2-optional MC Fiscal MonitorPI EDC

13. EPAF Category Selection & Approval Routing Quick Reference Guide 3/20/08 Definitions: EDCEmployment Data Center Fiscal MonitorCore Office Accountant responsible for monitoring transactions for a specific contract or grant. (You may need to select more than one) HSCHealth Sciences Center Level 1Department Approver. Should have signature authority on each index, or route it to another approver who DOES have signature authority. If a person has authority over multiple indices, they can approve for all those indices. Level 2This is an optional Departmental Approver. Use per department practices. MCMain Campus OriginatorDepartmental personnel that create EPAF requests using Lobo Web. PIPrincipal Investigator. Signature AuthorityA person listed on the Signature Authorization Sheet for that index. You may find the signature authorization sheet in Xtender.

14. EPAF Category Selection & Approval Routing Quick Reference Guide Ideal:Originator creates EPAF and identifies appropriate category code. Routes EPAF to department personnel with signature authority for Level 1 approval, and identifies/selects fiscal monitor responsible for approving labor changes on affected indices. Good:The originator has signature authority. They note in the EPAF comment section that they have signature authority. There is another Level 1 approver used. Good:The originator does not have signature authority. They note in the EPAF comment section the name of the person with signature authority who authorized the EPAF. They route the EPAF to this person for Level 1 approval. [Another Level 1 or 2 approver may be used, per departmental practice]. Acceptable:The originator has signature authority. There is no other Level 1 approver in their dept. They note in the EPAF comment section that they have signature authority. The originator approves the EPAF. Acceptable:The originator does not have signature authority. They note in the EPAF comment section the name of the person with signature authority who authorized the EPAF. They cannot route the EPAF to this person because this person cannot [out of town, on vacation, no Banner Access…] approve the EPAF in Banner. There is another Level 1 approver used. Acceptable:The originator does not have signature authority. They note in the EPAF comment section the name of the person with signature authority who authorized the EPAF. They cannot route the EPAF to this person because this person cannot [out of town, on vacation, no Banner Access…] approve the EPAF in Banner. The originator approves the EPAF. Unacceptable:The originator has signature authority. They do not note in the EPAF comment section that they have signature authority. Unacceptable:The originator does not have signature authority. They do not note in the EPAF comment section the name of the person with signature authority who authorized the EPAF. Unacceptable:The originator does not have signature authority for all indices changed in the EPAF. They do not route the EPAF to a person who DOES have signature authority over each changed index. Unacceptable:The originator does not route the EPAF to the correct Fiscal Monitor(s) in the Core Office.

15. EPAF Category Selection & Approval Routing Quick Reference Guide How to find someone with Signature Authority for an index: Contracts and Grants Restricted Index (Main Campus or HSC) Pull up the signature authorization in Xtender. Route the EPAF to a person listed on the most recently dated signature authorization form. Note: This applies to restricted indices only. To do this: Go to Banner screen FRIGITD. Put in index. Tab twice, and the Grant Code populates in the “Grant” field. Go to Banner screen FRAGRNT. Put in grant number. Select “Next Block”. Select the Xtender icon near the top of the screen; it is called “Banner XtenderSolutions” when you place your cursor on it. Select the item with a document type of SIGNATURE. Route the EPAF to a person listed on the most recently dated signature authorization form. How to find the Fiscal Monitor for an index: Contracts and Grants Restricted Index (Main Campus or HSC) Go to Banner screen FRIGITD. Put in index. Tab twice, and the Grant Code populates in the “Grant” field. Go to the Banner screen FRAGRNT. Put in grant number. Select “Next Block”. Select the Personnel tab. Use the gray sliding bar on the right to move down until you see indicator 003-Fiscal Monitor. The name of the Fiscal Monitor on this screen is who you should route this index to for approval. Hint: This is the same screen [FRAGRNT] from which you accessed the signature authorization form for restricted indices. Alternate Method: HSC: Go to Post Award website, http://hsc.unm.edu/financialservices/postaward/http://hsc.unm.edu/financialservices/postaward/ Select the “Who to Contact” button near the top of the page. This will tell you, by Org level 5, who the Fiscal Monitor is for all HSC Restricted Indices. The Org for the index is on the FRAGRNT screen on the Main tab. See instructions (above) to access FRAGRNT if you don’t know the Org code. Unrestricted Index (Main Campus or HSC) No Fiscal Monitor is required. Do not route EPAFs for only unrestricted indices to a Fiscal Monitor.

16. PZAREDS PURPOSE: Change posted labor expense that was originally processed in Banner. All transactions after 1/1/08 REPLACES:  Main Campus Transaction Correction Form  HSC Faculty Funding Change/Personnel Action Notice Account Distribution Change Form Distribution Change Form (Salary Reallocation Form)

17. PZAREDS  Forms Banner Form PZAREDS  Originator Hiring/Timesheet Organization associated with Employee  Approver Department designee with signature authority to provide acknowledgement of labor distribution appropriateness Central Accounting Offices processes electronic approval/posting.  Purpose-When to use Change posted labor expense that was originally processed in Banner. All transactions after 1/1/08  Process Provides for electronic routing for approval and posting of changes  EOD Training FILR 100 – Labor Redistribution  BAR Role Department Labor Redistributions

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22. ................................................ Requestor: Allen Mann. For pay period 5R, move the 25.00% from index 133388 to index 133422. David worked 50% of his time in 133422 and 0% in 133388 for pay period 5R.

24. Approval Delivery Expectations Completed PZAREDS  4 business days for posting to be reflected in Banner Finance Central Accounting Approval – 3 days Night Train Process/Refresh – 1 day  Month-End Close Deadlines  Pending Report Development

25. PZAREDS – Known Issues:  Positions When and how to select Effect of selecting/not selecting  Split Periods How to identify How to avoid splitting a period in EPAF  Change All Selection  Report Development

26. PZAREDS – Report Development

28. Legacy Labor Redistribution Form (LRF) PURPOSE:  Change posted labor expense that was originally processed in HRS  All transactions prior to 1/1/08 REPLACES:  Main Campus Transaction Correction Form  HSC Faculty Funding Change/Personnel Action Notice Account Distribution Change Form (also known as Salary Reallocation Form)

29. LRF  Forms Labor Redistribution Form  Originator Department Requiring Change  Approver Department designee with signature authority to provide acknowledgement of labor distribution appropriateness Central Accounting Offices  Purpose-When to use Change posted labor expense that was originally processed in HRS All transactions prior to 1/1/08  Process Access databases managed by Central Accounting Offices  EOD Training None  BAR Role None

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32. Legacy (HRS) Labor Redistribution Process Financial Services Review Checklist  Verify signatures on form correspond with Signature Authority Form on file.  Verify that business purpose provides sufficient information to justify redistribution.  Verify transaction date on form corresponds to HRS transaction date on payroll records.  Evaluate if transaction request is in compliance with UBP 2450 “Cost Transfers”.  Verify that index has not been terminated or inactivated.  Verify that redistributions are permitted based on FUND budget period end date.  If the FUND is terminated, open the FUND through the end of the month if the award is a CSTR or 1034 so Deferred Grant will run. Open the FUND through the middle of the next month if the award is a LOC so Deferred Grant will run and the LOC draw will post correctly.  Determine if redistribution impacts completed effort certification on file at Financial Services – Post Award.

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36. Approval Delivery Expectations Legacy Redistribution Process  5 business days for posting to reflected in Banner Finance Central Accounting Approval – 3 days FUPLOAD Process/Refresh – 2 days  Month-End Close Deadlines Forms received 5 business days before end of month will be processed in month received

37. LRF – Known Issues:  Wrong Banner ID used  Wrong Transaction Date Listed  Omitting subsequent reallocation dates  2R26 reallocations

38. ................................................ Electronic Personnel Action Form (EPAF)Banner Labor Redistributions (PZAREDS)Legacy Labor Redistribution Form (LRF) Replaces E-PAN for change in labor distribution HSC Faculty Funding Change/Personnel Action Notice Account Distribution Change Form (also known as prospective changes on Salary Reallocation Form) Student Employment’s Status Change Form Faculty Contracts - Funding Change Form Graduate Studies Assistantship Form [still used, in addition to EPAF Main Campus Transaction Correction Form HSC Faculty Funding Change/Personnel Action Notice Account Distribution Change Form (also known as Salary Reallocation Form) Main Campus Transaction Correction Form HSC Faculty Funding Change/Personnel Action Notice Account Distribution Change Form (also known as Salary Reallocation Form) FormsLobo Web interface, employee tabBanner Form PZAREDSLabor Redistribution Form http://www.unm.edu/~gacctn g/resources/ OriginatorHiring/Timesheet Organization associated with Employee Department requiring change ApproverDepartment designee with signature authority to provide acknowledgement of labor distribution appropriateness Central Accounting Offices for distributions affecting contracts or grants Department designee with signature authority to provide acknowledgement of labor distribution appropriateness Central Accounting Offices processes electronic approval/posting Department designee with signature authority to provide acknowledgement of labor distribution appropriateness Central Accounting Offices Purpose – When to use Change future labor expense distributionsChange posted labor expense that was originally processed in Banner All transactions occurring after January 1, 2008 Change posted labor expense that was originally processed in HRS All transactions occurring prior to January 1, 2008 ProcessProvides for electronic routing for approval and posting of changes Provides for electronic routing for approval and posting of changes by Core Offices Access databases managed by Central Accounting Offices EOD TrainingOriginator: EPAF – BAN HRP EP 101 Department Approval: EOD EPAF – BAN HRP EP102 FILR 100 – Labor RedistributionsNone BAR RoleOriginator: EPAF - Labor Distribution change Originator Dept Approval: EPAF Labor Distribution Chg- First Level Approver Department Labor RedistributionsNone

39. Questions??