FFEWebSAF TRAINING

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FFE/WebSAF TRAINING

• Payroll Accounting

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(No Transcript)
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How HR Payroll Systems/Forms map to each other
PAF (Personnel Action Form)
Paper SAF (Salary Action Form)
WebSAF RG
People_at_Columbia (HRPC)
Paper SAF (Ad Comp)
WebSAF Ad Comp
LDS (Labor Distribution System)
FAS (Financial Accounting System)
Paper (ZT) Time Entry
FFE (ZT) Time Entry
SIS (Stipend Payment)
Generates payment
Instructions to charge FAS account/sub-code
(Labor)
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Employee Types - Monthly

• Full time Officers of Administration, Faculty and
  Research
• Student Officers
• Part-time Officers of Administration, Faculty and
  Research
• Retirees
• Stipend-type (Scholars, etc.)

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Employee Types Bi-Weekly

• Maritime Employees
• SSA Medical Center
• 1199 Harlem Hospital
• 1199 2110 Morningside
• Work-Study

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Employee Types Weekly

• Housing 32BJ
• Security TWU 1199
• Facilities TWU 1199
• Dining TWU 1199
• Tax Treaty Employees

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Labor DistributionSome Terms

• Salary Acct. /Labor Distribution refers to which
  departmental accounts payroll charges are
  distributed (done on SAF)
• Effort Reporting Required by US Govt. for
  Grants / Refers to general types of work a
  full-time employee is doing (i.e. instruction,
  administration, clinical) see ER Website
• RG Regular Earnings
• Earnings Code Specifies particular type of work
  being done

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Labor / Payroll SystemMore Terms

• PAF Personnel Action Form
• PAD Payroll Accounting Distribution info
• SAF Salary Action Form (paper FFE)
• WebSAF FFE System to send electronic SAFs
• Time Entry Form used to pay certain employees
• FFE Time Entry System (used to be called ZT)
• Add Comp Extra pay for certain employees
• LDS Labor Distribution System
• PAT Payroll Account Transfer Form

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Processing a New EmployeeHR Approvals / Benefits
Info

• See My.Columbia sections on People_at_Columbia
  (PeopleSoft)
• Your Dept. Contact is there to help
• Human Resources Client Services
• For more information call HR

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Processing a New EmployeeHRPC Processing

• Human Resources Processing Center
• Data Entry of pertinent employee information
  (from PAF)
• Basic customer service
• Help Desk set up to answer questions about PAC
• Note Finance Division Payroll Operations and
  Accounting is separate from HRPC

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Payroll for a New Employee

• Paycheck is cut
• Check print wed. / depts. Thurs. / dist. payday
• Contact HRPC Help Desk for corrections
• Direct deposit (if applicable)
• To see online pay-stub
• My.columbia.edu
• Faculty and Staff page
• Employee Self Service
• Select correct pay statement
• Select File, Print
• FinSys / System Problems? Contact Helpdesk _at_
  x41919

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Fringe RatesOverview

• amount of payroll cost relating to benefits,
  vacation, insurance, etc.
• Government Grants and Contracts
  27.3Non-Government Accounts 31.1
• Full Time and Half Time Students 0
• Fringe for Part Time and Summer Session Students
  8.15 
• Registrars system interacts with LDS (Labor
  Dist. System) to calculate fringe charges be
  sure to use correct sub-code
• Usually auto calculated (see FAS) Call Payroll
  Acct. for questions.

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What is Salary Suspense?

• Dept. Account where unaccounted for salary
  charges go
• See DARTS to figure out PAD information, review
  suspense account
• Run WebSAF Report Suspense Warning for SAFs
  that will expire during current or future month
• Monthly paper PAD reports to view amounts in
  suspense
• FFE Payroll Suspense Account Report to view
  reason item is in suspense
• For assistance, contact Payroll Acct. Office
  (851-2832 / 851-2842)

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Payroll SuspenseCommon Causes

• SAF not submitted
• Paper SAF still in process
• Check cancelled after SAF expiration date
• Account not entered in FFE Casual Time Entry
• Sub-code used was not valid
• Account not valid or frozen/deleted
• Period on SAF not in sync with system generated
  dates (i.e. use pay period v.s period worked)
  see Pay Calendar

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Payroll SuspenseCommon Causes (more)

• The End Date on the current SAF has expired for
  any or all of the FAS accounts.
• If profiles expired in May and were for
  current/continuing employees the payments
  will/have fallen into suspense
• If employment continues, a new WebSAF must be
  submitted to cover period starting where the last
  SAF left off
• The project account has not been established
  because the award documentation hasnt been
  received
• Please work with the Office of Grants and
  Contracts to set up an account under a Guarantee
  Letter

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Payroll SuspenseSome ways to prevent

• Use FFE/Web SAF/Time Entry when possible
• Grants Review end of funding reports
• Ensure FAS account numbers valid
• Use date of full pay period on SAF (PAF initiates
  correct amount of payment) Dont use partial pay
  periods. See info on Start/End dates in WebSAF
• Usual actual end date of month, not last working
  day

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VFFE (ZT) Time Collection Modules

• Use for
• Casual Employees
• Additions or Deductions for Support Staff
• Additions or Deductions for Weekly Union Staff
• Must be approved by 500 of Day End when system
  is open for use
• Only available during certain times

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Payroll Schedules

• See FFE News
• See HR / TIG
• Watch for Emails
• See WEB SAF info
• Payroll Office Webpage see Pay Calendar

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Direct Deposit

• See Payroll Website Forms Library Download
  PDF Fill out and send to Payroll

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For Additional Info

• Academic Appointments Office 305-5390
• Your Faculty Staff Services at HR
• ISSO (International Student Scholars Office) or
  CUMC Intl. Appointments Office
• Sponsored Project Finance/Grants 854-1072
• Work-study Office 854-2392

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For Additional Info

• HR Process Center 851-2888
• Taxation issues, general deductions, direct
  deposit, policy and process info.
• DAs can contact for additional employee info
• Monday Friday 9-5
• Email hrpc_at_columbia.edu

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Getting Started

• You will only be allowed to view or use areas
  where you do not have access
• You will not be able to make changes without the
  proper authority

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Remember

• Any mistakes you make
• in FFE can be reversed

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WEB SAF Module in FinSys

• WebSAF (FFE module) provides departments with a
  means of communicating employee salary account
  distributions (Account Profile) to Payroll
  electronically, rather than by paper SAF form.
  (also known as Labor Distribution)
• Additional Compensation (Add-Comp) sub-module
  enables departments to request additional payment
  transactions for monthly employees only. (Special
  Training Required for Access)

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WEB SAF Payroll Accounting Basic Rules

• Cannot have more than one SAF for a person for a
  particular time period New SAF supersedes and
  Old SAF
• Up to 5 periods on each SAF
• Example
• SAF 1 July 1 thru Sep. 30
• SAF 2 Oct. 1 Nov. 30
• SAF 3 Dec. 1 June 31
• Note Wont let you transfer costs against a
  grant acct. past grant end date or past 90 days
  (Contact Restricted Funds 854-1072)

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WEB SAF ModuleAdded Considerations

• Suspense Warning
• Does not include empl. w/ paper SAF, prior
  suspense, or last SAF end date June 30
• Establishing SAF should clear suspense item
• Front end to Labor Distribution System (LDS)
• SAF with foreign accounts are routed to that
  dept. for approval
• Approved SAFs gathered nightly
• Supports both PC and Mac using Explorer

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WebSAF/SAF Approval Process

• Date Entry / Release
• Administrative Approval
• VP/Dean/LDS/Payroll Approval
• See Detailed Report for Authorization History
• See FFE Security Access Report for Your Approval
  Status

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WEB SAF (FFE) vs. Paper SAF

• When to use paper (for SAF for employee in
  another dept.) or if asked for because of cost
  transfer over 90 days
• When to use Add Comp WEB SAF Module (additional
  compensation for regular CU Officers, faculty,
  etc.)
• When to use paper Add Comp Forms (special
  situations attend class)

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WEB SAF ModuleNot yet able to deal with

• Pre-Fiscal Year retro-active transfers (like
  Payroll JE)
• Verify accts. are active first
• Unique payroll charges
• Instead use the PAT (Payroll Account Transfer)
  Form
• CUMC all go through Lenny
• Morningside send to Payroll Accounting 315
  West 131st Street, 4th Floor

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Using WebSAF Add Comp Sub-Module

• To make special payments to monthly employees
  (only)
• Must attend training or go through e-class first
  then modify Combined DAF/FFE Application to
  includ Add-Comp special access

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Add Comp ModuleWhen do you use?

• Only for Officer of Instruction, Officer of
  Research, Officer of Library, Officer of
  Administration and Student Officer
• Use for back-pay, added pay, special one-time
  payment that isnt appropriate for Web SAF
• Does not handle Support Staff (use FFE Time
  Collection module instead)
• Different earn codes for lump sum tax payments
  vs. annualized - Go to class for more info

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Using DARTS for Payroll Reporting

• Great for Downloading Excel Files
• To See Employee Report by Account
• To verify WebSAF transactions
• To See Info to Clear Suspense
• Need PAD Access Flag (see FFE Auth. Procedures)
  to view individual salaries
• Monthly Training available

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Other Reporting Options

• Data Warehouse (on my.columbia)
• People_at_Columbia
• Paper FAS Statements

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What if you have an FFE or WebSAF problem?

• Email
• ffetech_at_columbia.edu or
• saftech_at_cuvmc.ais.columbia.edu
• Or Call
• [phone] CUIT Help Desk
• [phone] CUMC