Commitment Accounting

1. Commitment Accounting January 23, 2014 Susan Wilson

2. Department Budget TablesOnce Created/Saved • Cannot delete • Will not do anything if department ID, Employee Record etc. is invalid and doesn’t match job data • Can get rid of at year end rollover time by NOT SAVING it in the new FY15.

3. Next day after edit done:

4. Fades out when paid/processed ( Retro is Pending message at top of first page goes away when fully processed)

5. Do not Edit • When department budget table indicates “retro is pending” • Need to wait until this clears before making further edits on any records for employee • Takes about a week from time edit entered before C&G batch is fully processed

6. Reminder • Some retros do not retro and only work going forward from time of the edit---- • May look faded out as if worked • if this happens, then need to do a trigger. • Also, make sure this wasn’t a NOT APPROVED by C&G situation

7. Trigger • Insert new date range/sequence # for the time period that needs retroing that will have a date entered of today’s date. Then enter a dummy combination code (one that is just a substitute non 201/209 fund just to temporarily use for this trigger step), SAVE, (you should see a “retro is happening” message) and then go back and enter the combination code you do want to use in the same field that you entered the dummy combination code (you are now replacing it with the combination code that you want it to be) and SAVE again.  This should then trigger a retro to happen and tomorrow you should see the “retro is pending” message.

8. Reminder when Creating New Department Budget Table • If new hire is a prior UF employee, you may get error message and cannot use current date as the start date • See toolkits on “Prior Employees” for details • Generally have to use a start date of 7/1/13 (first date of the current fiscal year) • Recommend using non-grant funds on 7/1/13 – start date

9. ReminderPS - HRMS queries :(Need UF_HR_Query_Viewer role to access these queries) • Go to PS Main Menu/PeopleSoft/HRMS Peopletools/MainMenu/Reporting Tools/Query/Query Viewer • UF_CA_AUDIT_INFO – whodunnit available since 1/31/13 • UFID% is only used for searching to see what a processor has edited – otherwise use %. • Recommend % in all fields except Fiscal Year and Emplid like%

10. ReminderPS - HRMS queries continued: • SM_RETROS_PENDING (get a preview of retro edit results – only available while C&G is processing the batch) • SM_RETRO_STATUS

11. Fringe Benefit Rates • Rates change from year to year • Retros done at current rate at time of retro - does not use rate that occurred at time of original charges if different FY. • Rate discrepancies – only way to correct is via journal entry • Fringe shows up as FBP journal ID and appears a day or so later after the payroll charges.

12. T&L – when payroll not paid timely • Employee only paid 64 hours in ppe 121913 and should have been paid 80 hours. So 16 hours are paid later in ppe 010214 ---- 16 hours charged to department budget table info for 12/20/13 – 1/2/14 period of time ===NOT ppe 121913 for when payroll is being paid for. • Payroll paid that pay period charges to that pay period time frame, no matter what dates are being paid for in that payment. • T&L Retros charge to time frame when occur – can insert Retro Earnings Code to specify where charged or recalculate and prorate % charged

13. C&G Batch Items • Edits for Retros BATCHED nightly except payroll-closing Friday • Can take up to a week for retro to process • Results in GL will not appear until process finished • If C&G advises you that edit was not approved – need to fix department budget table back to what it was prior to edit, once the batch processes and “retro is pending” message is gone.

14. In C&G Batch • While in batch, no matter the processing status, it stays in batch until fully completed and RETRO is PENDING message stays on the Department Budget Table (DBT) • Cannot edit/retro DBT while RETRO is PENDING

15. Edit Not Approved (or removed from batch) by C&G • Info in department budget tables stays same – you will have to correct this • If you don’t fix – can be a problem later when trying to retro something else • Will pull in the unapproved info if an update was not done • Need to review and verify that retros do work as expected

16. Edits – multiple records/years • When making an edit on Employee Record #0 – and also need to have edit on Employee Record #1 ------DO EDITs on SAME DAY • Edit on one record puts the Retro is Pending message on the record you edited and ALSO on any other Employee Records in CY or PY you may have for this employee – so none can be edited while other is in C&G batch processing

17. Journal Information • http://www.fa.ufl.edu/departments/payroll-tax-services/payroll-distributions/posting-distributions-for-grants/journal-entry-for-payroll-cost-corrections/ • Instructions, info on support documentation needed, tips and what can be journal corrected

18. Website Info • http://www.fa.ufl.edu/departments/payroll-tax-services/payroll-distributions/ • Commitment Accounting Toolkits: http://www.hr.ufl.edu/training/myUFL/toolkits/commacctg.asp

19. Training • Available for individual or group assistance – my office or yours.

20. Contact Info • Susan Wilson – smwilson@ufl.edu or 294-7268