GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution)

Goal: This class will provide you with the knowledge necessary to process and maintain your department’s pay distribution. Resources:

GEMS Information Website: http://www.usf.edu/hris/ PeopleSoft/GEMS Version 8.8 SP1 MP2 Human Resources Website: http://www.usf.edu/usfpers/pershome.html Budget and Policy Analysis: http://www.usf.edu/bpa/ GEMS Help Desk 974-9000 GEMS Training Office: Robin Lynn Jones (813) 974-5484 * Fax (813) 974-5227 [email protected]

Upon completion of this module, you will be able to: • • • • • • •

Understand USF Pay Distribution process Analyze SAMAS account to ChartField conversions Identify GL Accounts for compensation expenses Determine appropriate GEMS Account Codes based on ChartField combinations Review Pay Distribution via the Department Budget Table and the Department Summary Report Query Posted Pay Actuals Understand the Retro-Distribution process

Managing Pay Distribution Pay distribution is the process used to calculate and post payroll charges, including employer contributions to the appropriate funding sources, known as FAST!! ChartFields. ChartFields are used to pass information between GEMS and the FAST!! General Ledger. The GEMS Account Code identifies the ChartField combinations. Each GEMS Account Code represents a unique string of ChartField values. Pay distribution information is maintained in the GEMS Department Budget Table. The Department Budget Table contains Department, Position and Appointment level pay distribution information (earnings, taxes and benefits) for each fiscal year. Each page reflects the percent of pay distributed to each GEMS Account Code (unique ChartField string) as a funding source. The sum of distribution percentages for each level must equal 100. During each biweekly pay cycle (refer to the GEMS Biweekly Processing Schedule, http://www.usf.edu/usfpers/pa.htm), payroll charges are confirmed and pay distribution is checked and validated. The RSA Check process allows users to preview, “Check” the Remaining Spending Authority in the FAST!! salary budgets against the charges to be posted. The Account Code Validation process identifies pay distribution setups to inactive or invalid accounts. After distributions are checked and validated, an internal Budget Checking process is initiated and the salary charges, known as Pay Actuals are posted to the General Ledger. Once the Pay Actuals have been posted, they are permanently recorded for historical tracking. Any necessary changes must be processed and posted as Retroactive Distributions. Retroactive Distributions, known as RETs, are posted as credit and debit transactions and recorded with the original transaction history. Payroll ledger queries have been developed to query Pay Actuals and Retroactive Distributions posted to the FAST General Ledger. The queries are designed with a variety of prompts, which allow users to narrow their search to the information they need for specific pay periods. These queries should be used to reconcile departmental budget spending.

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GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution) FAST!! Financials Integration With the implementation of PeopleSoft Fast!! Financials, several changes were required within GEMS to enable data interfaces between the systems. The SAMAS Account Codes in GEMS were converted to unique strings of ChartField values. A GEMS Account Code represents each unique ChartField string. FAST!! ChartFields: http://www.admin.usf.edu/HRIS/ChartFields/ChartFields.htm • Primary fields for input/output financial data • Each CF combination represents a unique area in the database where data is stored • Each CF is “independent” of the others ChartFields make up the backbone of your organization’s accounting system. ChartFields provide a common accounting language for identifying your organization’s transactions. A chart of accounts represents how a business gathers, stores, combines, and uses financial information in the course of its operations. Every business maintains accounts to trace the flow of revenues and expenses and to track assets, liabilities, and equity. You use departments to help divide the functional areas of a business into logical groups and to provide an organizational structure and reporting hierarchy.

FAST!! GL Operating SetID Business Unit Unit

Fund Code

GL Product Initiative GL Project Department Account

GEMS Account Code

GEMS Account Codes • •

Represent unique combinations of FAST!! ChartField values including the GL Account Auto-assigned by GEMS system

The GEMS Account Code identifies the ChartField combinations that pass information between GEMS and the FAST!! General Ledger. Each GEMS Account Code represents a unique string of ChartField values, including the GL Account. GEMS Account Codes are auto-assigned by the system. The associated State Reporting Number (SRN) is reflected on the USF Account Code Table. For example, GEMS Account Code 1260, represents the ChartField values for State Reporting Number (old SAMAS Account) 032000010 plus GL Account, 50023 (USPS wages). Another GEMS Account Code, 1261 represents the ChartField values for State Reporting Number (old SAMAS Account) 032000010 plus GL Account, 50040 (OPS wages).

GL Business Unit

Operating Unit

Fund Code

GL Department

Product

Initiative

GL Account

Project

GEMS Account Code

USF01

TPA

10000

032000

HR0001

0000000

50023 (USPS)

000001260

USF01

TPA

10000

032000

HR0001

0000000

50040 (OPS)

000001261

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GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution) Account Codes are created for each ChartField string that contains a GL Compensation Expense Account.

GL COMPENSATION EXPENSE ACCOUNTS GL Acct Grouping

USF GL Account Description

50021 WAGES EXP 50022 50023 50030 50040 50450 AWD BONUS 50700 BENEFITS 50705 50710 50720 50725 50730 50740 50750 50760 50765 50770 50780 50800 50810 50900 50910

WAGES - A&P AND SMS WAGES - FACULTY WAGES - USPS WAGES - ADM/CLERICAL (GRANTS) WAGES - OPS AWARDS & BONUSES BENEFIT EMPL PAID HEALTH INS GA HEALTH BENEFITS BENEFIT EMPL PAID RETIREMENT BENEFIT EMPL PAID LIFE INS BENEFIT EMPL PAID OTHER BENEFIT EMPL PAID PAYROLL TAX BENEFIT HLTH INS ADM/CLERICAL BENEFIT RETIREMT ADM/CLERICAL BENEFIT LIFE INS ADM/CLERICAL BENEFIT EMPL OTHR ADM/CLERICAL BENEFIT P/R TAX ADM/CLERICAL BENEFIT COMPENSATED ABSENCES BENEFIT OTHER COMPENSATION BENEFIT MOVING EXPENSES BENEFIT OTHER EMPLOYEE COSTS BENEFIT UNIFORMS & LAUNDRY

Type E E E E E E E E E E E E E E E E E E E E E E

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GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution) Exercise 1. Review the GEMS Account Code Table: Using the navigational pagelet, access the Account Code Table and search for a GEMS Account Code, using a variety of Chartfield values. Step 1 Follow the Navigation path below to access the Account Code Table. Home > Set Up HRMS > Product Related > Commitment Accounting > Budget Information USA > Account Code Table

Account Code Table Overview: The Account Code Table displays the Chartfield combinations and state reporting details associated with a GEMS account code. Account Code Table: Displays the Effective Date, Status and description. The ChartField Details group box displays the General Ledger ChartField combinations that define the account code. USF Account Code Tab: Displays the State Reporting Number and other associated information for state reporting.

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GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution) Step 2 The Account Code Table search page appears. Enter the appropriate ChartField values. As in this example, to view the Account Codes associated with a particular Department, enter 03200 as the GL Department and TPA as the Operating Unit values. The SetID automatically defaults to USFSI. Click Include History and click the Search button.

Step 3 The Search Results appear at the bottom of the page. Notice that the ChartField values appear in the Search Results. Scroll down, locate and select Account Code 000001260 by clicking on its hyperlink.

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GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution) Step 4 The Account Code Table displays the associated ChartField Details, in addition to the Effective Date, Status and Descriptions of the account. Click the USF Account Code Table tab.

Step 5 The USF Account Code Table references the State Rpt Num. In many cases, the State Reporting Number (SRN) is equal to the old 9-digit SAMAS account code number. In some cases, multiple SAMAS account numbers were rolled up to a single SRN. Click the Expand button to show the menu and continue to navigate the system.

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GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution)

Department Budget Table Overview: The Department Budget Table contains Department, Position and Appointment level pay distribution information (earnings, taxes and benefits) for each fiscal year. Each page reflects the percent of pay distributed to each GEMS Account Code (unique ChartField string) as a funding source. The sum of distribution percentages for each level must equal 100. The RSA Check, Account Code Validation and the Actuals Distribution Process look to the Department Budget Table for pay distribution information. Dept Budget Date: Displays the SETID, Department, Fiscal Year and Budget Begin and End Dates. The Suspense Account Code will be managed by Payroll for all GEMS Departments. Department Budget Earnings: Radio buttons indicate Department, Position and Appointment level pay distribution. Effective dated by Fiscal Year and pay distribution change date. Department Level: Identifies the Department Default Account Code and its related ChartField values. Position Level: Displays the Position Number and if filled, the incumbent’s Name, EmplId, Empl Rcd #, Comp Amt (biweekly salary), Comp Freq, Work Period and FTE. The Earnings Distribution section identifies the percent of pay distributed to each GEMS Account Code and its related ChartField values. Appointment Level: Displays the Name, EmplId, Empl Rcd #, Comp Amt (biweekly salary, unless hourly), Comp Freq, Work Period and FTE for each OPS Appointment. The Earnings Distribution section identifies the percent of pay distributed to each GEMS Account Code and its related ChartField values. Department Budget Deductions & Taxes (Fringe): Based on the associated ChartFields identified on the Department Budget Earnings page, the Department Budget Deductions & Department Budget Taxes are mapped automatically to their corresponding Account Codes. Department Budget Actuals: The functionality designed for this page has been turned “Off” at USF. Data displayed maybe inaccurate or misleading. Mid Pay Period Pay Distribution: GEMS 8.8 allows pay distribution changes to be made effective on any date within a pay period. Also in GEMS 8.8, the Suspense Account Code is activated when the Department Level (department default) fails. This functionality is managed by Payroll using a central GEMS Account Code. The added layer of protection provided by this enhancement combined with Account Code Validation, RSA and Budget Checking will help ensure the successful posting of Pay Actuals to the FAST!! General Ledger. Account Code Validation, RSA and Budget Checking are explained in greater detail, in GEMS Account Code Validation & Remaining Spending Authority (RSA) Check training guide.

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GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution) Exercise 2: Review the Department Budget Table: Using the navigational pagelet, access the Department Budget Table and review pay distribution for a position. Step 1 Navigate to the Department Budget Table (Set Up HRMS > Product Related > Commitment Accounting > Budget Information USA > Department Budget Table). Enter 0-0320-000 as the Department, 2005 as the Fiscal Year, select Position as the Budget Level and enter 00001110 as the Position Number. Click Include History and Search.

Step 2 Notice the Suspense Account Code on the Dept Budget Date page. The Suspense Account Code is managed by Payroll for all GEMS Departments. Click the Dept Budget Earnings tab.

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GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution) Step 3 Notice the Effective Date of the Earnings Distribution. The GEMS Account Code listed below designates which Chartfield values should be charged for any earnings paid on this position. The GEMS Account Codes listed on the Dept Budget Deductions and Dept Budget Taxes tabs designate which Chartfield values should be charged for any employer paid deduction and tax contributions related to this position. The GEMS Account Codes associated with the employer paid contributions toward deductions and taxes are automatically mapped to Dept Budget Deductions & Dept Budget Taxes Deductions. Click the Dept Budget Deductions tab.

Step 4 Click the Dept Budget Taxes tab.

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GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution)

Step 5 Click the Expand button to show the menu and continue to navigate the system.

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GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution) Department Summary Report: The Department Summary Report provides a detailed view of how Department, Position and Appointment level pay distribution is setup within a department. The report can be run as of the current date or by a specific date or pay period. The report reflects the percent of pay distributed to each GEMS Account Code and its associated ChartFields, in addition to general appointment related data for each position and appointment listed. When the report is run as of the current date, all distributions with the department are listed. When the report is run as of a specific date entered, only distributions with an effective date equal to or greater thanthe date entered are displayed. Exercise 3: Run the Department Summary Report: Run the Department Summary Report for a given department, leave the date field blank. Step 1 Navigate to the Department Summary Report (Home > USF Menu Items > USF Menu Items > Report). Enter your Run Control ID and click the Search button.

Note: To add a Run Control ID, click the Add a New Value tab. Type in your Run Control ID in the edit box (a Run Control ID may be up to 30 characters long with no spaces). Click the Add button. Step 2 Enter the GEMS 10 character Dept ID in the Department box and leave the As of Date blank for current distribution. Click the Run button.

The report returns only active distributions unless this is checked and no date is entered (current distributions only).

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GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution)

Step 3 The Process Scheduler Request page appears. The Process List reflects the requested report. Notice the Process Name, U_PAYS1. Ensure that the Server Name = PSNT, Type = Web and Format = PDF. Click the OK button.

Step 4 Once you’ve clicked OK on the Process Scheduler Request page, you’ll return to the Process Request Dialog page. Notice the Process Instance number. Click the Report Manager hyperlink.

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GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution) Step 5 The Report Manager opens to the List page; this is the delivered PS default. Click the Administration tab.

Step 6 The Report Manager, Administration page displays the requested report’s status. Once the report is finished, the Status will change to Posted and the Description (report name) becomes a live link to the report. Click the Department Summary Report hyperlink to view the report.

Note: Before a report can be read (Posted) it travels through several different stages; to view the Status of a report, click the yellow Refresh button. The status “N/A” indicates the process has just been added to the report request but processing has not yet started, there is nothing to post. 13 ©Copyright 2005, University of South Florida Human Resources GEMS Training Team (Link to GEMS Website http://www.usf.edu/hris/)

GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution)

Step 7 The report appears as an Adobe document. The page can now be printed or saved to file.

Payroll Ledgers: Two payroll ledger queries have been developed to query Pay Actuals posted to the FAST General Ledger. • U_PAYROLL_POSTING_LEDGER: Payroll reporting for payroll postings as of Pay Period #0402 through

current. Provides details of Payroll posting by Pay Period End Date. This query rolls up to a single row for each associated earning distribution. Requires the PS wildcard (%) to be entered for any non-defined prompts

• U_PAYACTUALS: Payroll reporting for payroll postings as of Pay Period #0402 through current. This query

grabs pay actual data from the U_PAYACTUALS_VW record. A separate row is displayed for each GEMS Account Code distribution. Requires the PS wildcard (%) to be entered for any non-defined prompts.

Exercise 4: Run a Public Query: Using a variety of prompted value combinations, run the U_PAYROLL_POSTING_LEDGER query to HTML. Step 1 Navigate to the Query Manager (Reporting Tools > Query > Query Manager). Enter U_PAYROLL_POSTING_LEDGER in the blank Search By box. Click the Search button.

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GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution) Step 2 The query U_PAYROLL_POSTING_LEDGER appears on the Query list. Notice the available run options. Click the Run to HTML link.

Step 3 The query will retrieve all rows that match the values entered/defined in the prompt values. This query requires the PS wildcard (%) to be entered for any non-defined prompts. The query can be run for multiple pay periods or just one. In this example, we will query an employee’s pay actuals information for a specific pay period. Enter 07/15/2004 in both the Earliest Pay Period End Date and the Latest Pay Period End Date fields. Enter EmplId, 00000011395. Use the PS wildcard (%) for all other prompts. Click View Results.

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GEMS Training Guide: GEMS Module 5, Commitment Accounting (Pay Distribution) Step 4 The query returns the detail on the biweekly payroll charges posted to the associated FAST!! chartfields for the employee on that pay period (including any Retro Distribution (RET) related information). If desired, the query can be run to Excel by clicking the Excel Spreadsheet link.

Step 5 Notice that the query returned 3 rows. A Retro Distribution (RET) was processed to move the original charges to a different set of ChartFields. The information in the RET Status column (shown above) identifies each row as follows; 0 = original (not changed), D= correcting (reversing) entry and R= redistributed to another account. In this example, 100% of the salary charges originally posted to Project ID 1253009500, were reversed and redistributed to E&G (Fund code 10000). Once the query results are reviewed or downloaded, close the browser window.

Retro Distribution: As discussed previously, the Retro Distribution (RET) functionality in GEMS 8.8 replaced the USF developed Payroll Expenditure Transfers (PETs) and is what allows regular payroll transaction and RET data to be stored in the same PS tables. Due to this new functionality, new Retro Distribution queries have also been developed. As this functionality is new to the USF community, business processes will be revised. In the interim, Department personnel will continue to use the Payroll Expenditure Transfer Form (http://www.usf.edu/HR/Payroll/PA839_Expenditure_Transfer.xls) to request payroll expenditure transfers, now called RETs (Retro Distribution) transfers. The approval process remains basically the same, with two additional steps: •

Department personnel will be required to attach the output of a new “Delete Charges from” query, which should ensure the requested “DELETE CHARGES FROM” section contains valid values. GEMS 8.8 Query: U_RET_REQ_DEL_CHRGS_FROM_ALL.



Department personnel will be required to attach the output of a new “Add Charges to” query, which should help ensure the requested “ADD CHARGES TO” section contains valid and active account code values. GEMS 8.8 Query: U_RET_REQ_ADD_CHRGS_TO_ACCT.

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