1. Update to FSUN HRMS April 23, 2014 https://docs.google.com/a/umn.edu/docum ent/d/1k4FQ6xvh-MnE- erL1NEswbLLBjdq8A91zvozl14yieo/edit

2. Agenda Distribution Entry Time Sheets Account Value Expansion HSAs FRP Changes 2

3. Today Distributions are tied to appointment entry Each employee record has its own distribution 3

4. After the Upgrade Distribution entry will be separate task from appointment entry; can assign the work to two people Distributions can be at: Department (Default if no other level defined) Position Pool Position Individual appointment Both tasks, appointment entry and distribution entry, still occur in HRMS 4

5. Department Budget Front End On the following slide Top section shows employee job, compensation and additional pay data Bottom section is where distribution is entered –First level – effective date of distribution –Second level – earnings code (blank code represents all earnings not otherwise specified) base salary is represented by the blank earnings code –Third level – distribution to combination codes by percent (must total 100%) Below is an example of an ‘Appointment’ funded employee. Many employees will be funded by the Department-level distribution or Position-level. The hourly employees with multiple projects would have to be Appointment-level

7. Punch Time Sheets with Comments & Combo Codes – Hourly & Exception Hourly

8. Chart of Accounts Information Account Value Expansion The account chart field is one of the values that makes up a chart string In order to implement Simplify Fringe, account values need to increase to provide granularity In EFS, account values represent employee groups Changes are required in 8.9 for FY 2015 Key point - accounts are mapped to jobcodes

9. Chart of Accounts Information HRMS Impact Distributions must change for any employee whose jobcode’s account value is changing Much of this work can be done paired with merit increases which are entered for 6/16/14 If increases are going to be retroactive, a new distribution must still be entered for 6/16/14 before the first FY 2015 payroll is run Central oversight will be needed to ensure this work is completed - 25,000 job records and 52,500 distributions

10. Chart of Accounts Information Employee Groups Faculty require no changes P&A – only changes for Administrative, Police, and Post Doc/Research Specialist Grad Assistants generally ok, but Resident/Fellows need to a new combo code Students – work study and Professionals in training Civil Service require no changes Labor Represented require changes Temp & Casual require changes

11. Retro Distributions HSAs in 8.9 – Retros in 9.2 PeopleSoft has two types of retro distributions: Budget retro – occurs when making an historical distribution entry change, i.e., the effective date of a distribution change affects pay periods that have already been expensed, and Direct retro – occurs when crediting a chartstring that was used for an employee's salary or fringe transactions and debiting a different one.

12. CCI & Payroll Accounting IDP Recommendation: Use PS's delivered retro distribution processing, and eliminate the U's custom HSA process. Add a custom page for the entry of direct retros to both limit the functionality for users (direct retros are very powerful and unwanted errors could occur) and to facilitate and speed up the data entry process. This page will also allow for justification comments. Retro Distributions HSAs in 8.9 – Retros in 9.2

13. Executive Oversight Committee approved the joint EFS/HR/SPA recommendation on Retro Distributions on 3/25/14. Will process Retro Distributions in 8.9 through the effort period (October 2015 ). Will build a feed from 8.9 to 9.2 to update the 9.2 data. After this effort period, retro distributions will be done manually, as needed. Joint work grouped looked at five options and determined this was the best option. Retro Distributions HSAs in 8.9 – Retros in 9.2

14. FRP Plan Changes Waiting period for P & A employees who do not meet salary thresholds was eliminated by the Board of Regents, effective July 1 st, 2014. All Faculty earnings are subject to FRP deductions (eliminate SMR/SMZ distinction) effective May 4 th, 2014. Communication will be coming from Benefits.

15. Questions?