Issues File – February 20,
Title: Standalone Labor Allocation
We should consider a labor
allocation application written in peopletools and populating tables in
PeopleSoft. This application would be a standalone application and not
be a customization. It would be used for the purpose of spreading salaries
to the proper distributions each pay. This would reduce the accounting
for pay by multiple account codes from the HR system and do it within the
accounting system. It is envisioned that units around the campus could
change the distributions on their employees on a webform that would feed
a PeopleSoft table. The information from this table will then be used to
relieve the single central pay account, and charge employees correctly
for that pay period. The accounting feed from PS HR would go directly to
this application, where the distribution code for each affected employee
and pay type would be revised to reflect the desired distribution. All
other pay entries would pass through this filter application untouched.
The output product would be a PS journal passing full payroll accounting
to the general ledger.
This process would only be
utilized for Semi-monthly line item employees. All hourly, student, overload,
overtime, supplements, and S-contract pay would carry the proper PeopleSoft
coding through the HR system and on to the general ledger. Most such pay
is not subject to code changes after initial input in any case. At this
time, the thinking is that the file would run on a percentage distribution
basis, not on a dollar distribution basis. The rationale is that if campus
units may all interact directly with the distribution file, the percentage
basis forces the process to balance in dollars even if an error is made
in percentage. Input panel will allow dollars or percentages, but
will convert all to percentage.
Quicker turnaround time. It is
envisioned that units around the campus could change the distributions
on their employees right up until the date that the JV is run (normally
on pay date), rather than at the beginning of the pay period as is now
the case in HR. It would allow a change deadline to be perhaps as much
as two weeks later than input that actually affects pay amounts.
Relieving the HR system of some
of its many transactions. Input thru HR would decrease in volume based
on distribution changes.
Reduce the number of retro journals
needed to accommodate late notices of award by fed and other sponsors.
Clearing Account colleges would
no longer have to maintain within their colleges their labor distributions
– simply plugging in the current distribution for each of their employees
would now do it and the JV would be processed centrally through Journal
Possibility of reinstating the
system-generated retroactive funding changes capability that was lost with
Easier Budget Turnaround for HR.
While funding distributions would still have to be collected during the
BTA process, only one line of "central" funding would be fed into HR, thus
relieving this very busy unit of the need to make funding corrections.
HR could concentrate on their main focus – processing paychecks.
More timely information regarding
funding distributions than is now the case.
If we decide to record matching,
it will be easy to add those changes to a distribution file and takes concerns
about HR workload and volume out of the decision.
It is possible the file could
be used to drive effort reports, although no serious thought has been given
to fleshing that out.
Keeping the distribution file
pay total for an individual in "sync" with the pay for all employees may
be a bit complex. A distribution should be present for each employee paid.
A report run from each system once per pay along with a default or suspense
procedure may suffice to resolve this issue.
Security for this additional table
and/or webform may require some extra time if other existing security cannot
be directly utilized.
Audit trail reports will need
to be developed since the primary purpose for pay distributions relates
to direct and indirect costs on federal funds, and all such changes are
subject to audit under A-133 and DOD indirect cost procedures.