1. 1 FY14 Commitment Accounting EFP Rollover Fringe Allocation HCM 9.1 Project Update Wednesday, June 12, 2013 10:00 am - noon School of Nursing- Room 130

2. 2 Presenters Linda Ward- –Manager- Cost Analysis and Studies Candace Chow- –Manager- Financial Services Payroll Kevin Curley –Executive Director- Financial Systems

3. 3 Agenda FY14 Fringe Benefit Rates Key Dates and Deadlines Before PP13-26 Actuals Distribution PP13-26 Actuals Distribution & Create FY14 FIX EFP FY14 Redirect Process & Copy Forward FY14 EFPs to FY15 Before the first FY14 Actuals Distribution PP14-01 Actuals Distribution & Enc HCM 9.1 Upgrade update

4. 4 FY14 Fringe Benefit Rates

5. 5 FY14 Fringe Benefit Rates will be applied starting PP14-01 The rates can be found at Cost Analysis and Studies website: http://www.cost.umaryland.edu/fringeben efitrates.cfm http://www.cost.umaryland.edu/fringeben efitrates.cfm

6. 6 Key Dates and Deadlines

7. 7 Key Dates ActionDate Depts Create New FY13 EFPsNow until Friday, July 5, 2013 – 2pm PP13-26 Actuals Distributions & Encumbrance PP14-01 Saturday, July 6, 2013 Copy the Latest FY13 EFPs In Effect & Create FY14 ‘FIX’ EFPs Saturday, July 6, 2013 Redirect Process on FY14 EFPsSaturday, July 6, 2013 Copy Forward FY14 EFPs to FY15 Saturday, July 6, 2013 Depts Create/Update New FY14 EFPs Now until End of FY2014 PP14-01 Actuals Distribution, Enc PP14-02 & 15-01, PCD for PP14-01 Wednesday, July 17, 2013 SPC for PP14-01Thursday, July 18, 2013

8. 8 FY13 Cut Off Dates- DRs When Received Pay Period Entered HRMS FY Post Financials FY Post Up through 6/17 13-252013 After 6/17 to 6/28 13-262013 After 6/28 14-012014

9. 9 FY13 Cut Off Dates- DRs Reminder- a direct retro and a budget retro cannot be processed in same pay period- plan accordingly!!!

10. 10 FY13 Cut Off Dates Friday- 7/5/13 – all EFPs for FY13 must be approved in eUM 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

11. 11 FY13 Redistributions No budget retros after 7/5/13 Direct retros for all projects* processed between 7/1 and 7/5 (posted to GL and reflected in HRMS in FY13, must be received by DRetros@af.umaryland.edu by 6/28) DRetros@af.umaryland.edu Direct retros for all projects except for Physician Service Contract projects can be processed from 7/8 and forward (posted in FY14)

12. 12 PP13-26 (6/16-6/29) Distribution - with no FY13 Enc (PP14-01 Enc will be created) Saturday-7/6: Actuals Distribution process is run for PP13-26 with no FY13 Encumbrances, PP14-01 Enc will be created Monday-7/8: Validate that payroll expenses were distributed correctly using PCD Tuesday-7/9: Validate that payroll expenses were distributed correctly using SPC

13. 13 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)

14. 14 Before PP13-26 Actuals Distribution (on Saturday, 7/6/13)

15. 15 Make sure all employees have a FY13 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 FY13-26 Actuals Distribution (7/5, 2pm)

16. 16 Review all funding sources that end 6/30/13 or earlier and determine redistributions Use EFP Query or Funding Summary Report What To Do Before PP13-26 Actuals Distribution (7/5, 2pm)

17. 17 Complete redistributions by entering & approving new EFP for a Budget Retro Approve new EFP by 2pm on Friday, 6/21 for PP13-25 distribution Approve new EFP by 2pm on Friday, 7/5 for PP13-26 distribution Reminder: Multi-Year Encumbrances Departments can use the Override Option “Thru Next Fiscal Year” for EFPs continue to be used in FY14 What To Do Before PP13-26 Actuals Distribution (7/5, 2pm)

18. 18 EFP Creation – Override Option ‘Thru Next Fiscal Year’ option can be used if the FY13 EFP is in effect thru FY14 ‘ ’Thru Next Fiscal Year’ option can be used if the FY13 EFP is in effect thru FY14

19. 19  Check ALL Funding End Dates: – No Funding End Date = no change required – Funding End Date > 6/30/13 = no change required What To Do Before PP13-26 Actuals Distribution (7/5, 2pm)

20. 20 What To Do Before PP13-26 Actuals Distribution (7/5, 2pm)  Check ALL Funding End Dates: – Funding End Date < or = 6/30/13 = change now so that payroll expenses do not charge PCA

21. 21 Checking EFPs Before PP13-26 Actuals Distribution (7/5, 2pm) Run Funding Summary Report using an “as of” date of 6/30/13 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 6/30/13 or earlier

22. 22 Setting Up Funding Summary Report: Checking EFPs Before PP13-26 Distribution (now thru 7/5) Using 6/30/13 will help you insure that charges through the end of the fiscal year are using the correct account code. The default setting (“No”) returns EFPs for active employees only. Select “Yes” if you also need to display EFPs for terminated employees. Use PCAs Only Report Choice to isolate the EFPs that will default to the PCA/Dept level

23. 23 Reviewing Funding Summary Report: Checking EFPs Before PP13-26 Distribution Displays problem EFPs in effect as of 6/30/13 AP= Appointment Level Profile (EFP is in eUM); DP= Department Level Profile (EFP is NOT in eUM 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 (now thru 7/5) eUMB-USER: 004514PeopleSoftHRPROD:307551 Report ID: BUD011 Employee Funding Summary ReportPage No.15 Run Date06/07/2013 As of Date:06/30/2013Run Time10:52:04 Report Option: Earnings Distribution SetID: PSUMB Department: 15204000 - School of Hard KnocksFiscal Year: 2011 EMPLOYEEEMPLFUNDINGPRO-ACCOUNTDIST.FUNDING*PCA* IDRCD#NAMESTATUSLEVELPCBUPROJ IDACTVGRAMFUND CODE%END DATE==== 0509610Benes, ElaineActiveAP0019110007777001521820000369852 2.24406/01/2013*** 0831970Costanza, GeorgeActiveAP0018410006232001561820000410077 70.00005/31/2013*** 0018410006681001511820000410581 10.00005/31/2013*** 0018410006762001511820000402771 20.00005/31/2013*** 0987651Kramer, CosmoActiveDP0013500395999001021180000123987 100.000 *** Total Number of Employees Processed: - 54 End of Department

24. 24 PP13-26 Actuals Distribution & Create FY14 ‘FIX’ EFP (on Saturday, 7/6/13)

25. 25 Create FY14 ‘FIX’ EFP EFP in effect on 7/5/13 will be used to programmatically: –Create the “fix” EFP to be used for any earnings associated with dates prior to 7/1/13 paid in FY14 FY13 payroll expenses (based on pay earnings dates) will be distributed based on the ‘fix’ EFP (ex. Shift, OVT, hourly employees, payout for termination < 7/1/13) “Fix” EFP cannot be created if an employee has no FY13 EFP before 7/5 –Prior fiscal year retro pay (<7/1/13) will be charged to PCA and the department will submit a DR to move expenses (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)

26. 26 FY14 Redirect EFPs to PCA Process (On Saturday, 7/6/13)

27. 27 If the EFP has a Funding End Date of 6/30/13 or earlier, at 2:01 on Friday, July 5 th, the EFP will be changed by the system Redirect FY14 EFPs to PCA process This process will run to replace any HRMS account code with an expired funding end date with your department default HRMS account code- AKA your PCA with funding end date of 6/30/2099 FY14 Redirect EFP Process

28. 28 EFP Example FY13 EFP on 7/5/13 at 2pm FY13 EFP in effect on 7/5/13- A redirect process will run on Saturday, 7/6/13 to replace any HRMS account codes with Funding End Dates prior to 7/1/13 with the PCA (Dept Default HRMS Account Code) equal to the percent of HRMS account codes removed. Funding Source Funding Source End DatePercent FY13 EFP on 7/5/13 State blank10% Revolving blank5% Grant#15/31/201320% Grant#26/30/201330% Grant#37/31/201325% Grant#48/31/201310% 100% FY13 EFP on 7/6/13 State blank10% Revolving blank5% Grant#37/31/201325% Grant#48/31/201310% PCA6/30/209950% 100%

29. 29 FY15 EFP Rollover (On Saturday, 7/6/13)

30. 30 As departments can now choose to manage EFPs for 2 fiscal years at any time EFP in effect on 7/5/13 will be used to create the initial 7/1/14 (FY15 EFP) EFP for all active employees Required ‘Override option’ selection: –for the current fiscal year or extend to the next fiscal year or if it is a one-time use only EFP Rollover of the Initial FY14 EFP

31. 31 Before PP14-01 Actuals Distribution (From now until 2pm on Tuesday, 7/16)

32. 32 Make sure all active employees have a valid 7/1/13 EFP Review 7/1/13 EFP to be sure it is valid (check HRMS account codes, funding end dates, % distributions) Create a valid 7/1/13 EFP if it is not there Now – 7/16, 2PM: Departments review and create additional 7/1/13 EFPs as needed to reflect valid HRMS account codes, funding end dates, % distributions What To Do Before PP14-01 Actuals Distribution

33. 33 Checking FY14 EFPs Before Actuals Distribution (7/17/13) Run Funding Summary Report using an “as of” date of 7/13/13 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 7/13/13 or earlier

34. 34 Setting Up Funding Summary Report: Checking FY14 EFPs Before First Distribution (now thru 7/16) This report displays the “problem” EFPs in effect “as of” the last day of PP 14-01.

35. 35 Reviewing Funding Summary Report: Checking FY14 EFPs Before First Distribution Displays EFPs in effect as of 7/13/13 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 06/30/13 and earlier require your quick attention or your PCA will be charged. PCAs Only Version (now thru 7/16) eUMB-USER: 004514PeopleSoftHRPROD:309352 Report ID: BUD011 Employee Funding Summary ReportPage No.25 Run Date07/12/2013 As of Date:07/13/2013Run Time11:06:46 Report Option: Earnings Distribution SetID: PSUMB Department: 15204000 - School of Hard KnocksFiscal Year: 2013 EMPLOYEEEMPLFUNDINGPRO-ACCOUNTDIST.FUNDING*PCA* IDRCD#NAMESTATUSLEVELPCBUPROJ IDACTVGRAMFUND CODE%END DATE==== 0509610Benes, ElaineActiveAP0019110007777001521820000369852 2.24406/01/2013*** 0987651Kramer, CosmoActiveDP0013500395999001021180000123987 100.000 *** Total Number of Employees Processed: - 54 End of Department

36. 36 EFPs will display the salary in effect at the time the EFP is created If an employee action is submitted effective 7/1/13 but it hasn’t been entered in eUM 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. Creating New FY14 EFPs

37. 37 PP14-01 Actuals Distribution & Encumbrances (On Wednesday, 7/17/13)

38. 38 **NEW SCHEDULE** In PP14-01, Actuals Distribution and Encumbrances will run the day after Net Pay process is complete Refer to the Payroll Calendar on FS-Payroll website at http://www.fincsvc.umaryland.edu/payroll/http://www.fincsvc.umaryland.edu/payroll/ Create and Approve EFPs for PP14-01 by 2pm on Tuesday, 7/16/13 –EFPs entered but not approved by 2pm will be deleted Actuals Distribution for PP14-01 will be run on Wednesday, 7/17/13 PCD will be ready after Actuals Distribution is run Raven SPC will be ready on Thursday, 7/18/13 FY14 Actuals Distribution (PP14-01)

39. 39 Wednesday-7/17: –Actuals Distribution process is run for PP14-01 with PP14-02 & PP15-01 encumbrances and PP14-01 enc reversal –First pay period on FY14 New Fringe Benefit Rates –Validate that payroll expenses were distributed correctly using PCD Thursday-7/18: –Validate that payroll expenses were distributed correctly using SPC FY14 Actuals Distribution (PP14-01)

40. 40 Setting Up Funding Summary Report: Checking FY14 EFPs Used in First Distribution (starting 7/17) This report displays the “problem” EFPs in effect “as of” the last day of PP 14-01.

41. 41 Reviewing Funding Summary Report: Checking FY14 EFPs Used in First Distribution ALERT! Funding sources expiring 06/30/13 and earlier will be changed to charge your PCA Displays problem EFPs in effect as of PP 14-01 Example where no changes were made to FY13 EFPs PCAs Only Version eUMB-USER: 004514PeopleSoftHRPROD:309956 Report ID: BUD011 Employee Funding Summary ReportPage No.25 Run Date07/17/2013 As of Date:07/01/2013Run Time10:32:09 Report Option: Earnings Distribution SetID: PSUMB Department: 15204000 - School of Hard KnocksFiscal Year: 2014 EMPLOYEEEMPLFUNDINGPRO-ACCOUNTDIST.FUNDING*PCA* IDRCD#NAMESTATUSLEVELPCBUPROJ IDACTVGRAMFUND CODE%END DATE==== 0509610Benes, ElaineActiveAP0013500395999001021180000123987 2.24406/30/2099*** 0987651Kramer, CosmoActiveDP0013500395999001021180000123987 100.000*** Total Number of Employees Processed: - 54 End of Department

42. 42  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 Reminders

43. 43 HCM 9.1 Upgrade

44. 44 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