Payroll Expense Redistribution Entries

1
Payroll Expense Redistribution Entries

• Presented by
• Jami Hovet
• Linda Hartman (Winkelman)

2
Introduction

• End user training for processing Payroll Expense
  Redistribution Entries in PeopleSoft
• Pilot Program for limited number of departments

3
Agenda

• How to view payroll expenses posted to Advantage
  Accounts
• Security Role Required for Access
• Step by Step Instructions on how to enter
• Viewing a processed entry in PeopleSoft
• Viewing a processed entry in myReports
  Advantage
• Approvals, Restrictions, Document Retention

4
Overview
View Entry
Identify Expenses to be transferred
Process Entry

• A payroll redistribution entry that has posted to
  Advantage is used to correct
• account number
• position number
• earnings code
• Amounts transferred can be full or partial pay
  period amounts and are done based on dollar
  amount, not hours or percentages.
• Each redistribution entry is for
• ONE position number
• ONE employee
• ONE pay period
• ONE earnings code
• Therefore an employee who had regular time,
  vacation time, and sick time in one pay period
  would require three transactions to move the
  expense for one pay period

5
Security Role Required for Access

• The FSO Redistribution role is required for data
  entry and to view processed entries.
• HCM Dept Financial Mgr, HCM Dept Position
  Manager, and HCM Dept Position View will allow
  view only access.
• Security will limit you to process transactions
  for positions only within your area.
• If you need to process a transaction for a
  position outside of your area, please submit a
  paper Redistribution Form to Financial Services.
  http//www.asu.edu/fs/forms/payroll_redist_multili
  ne.xls

6
How to Request Access

• Submit a Security request in PeopleSoft
• -ASU CustomizationsASU SecurityCreate Security
  Request
• Request the FSO Redistribution role
• Please notify Jami Hovet, Linda Hartman
  (Winkelman) or Wendy Kirk prior to submitting
  your request.
• Oasis security will deny your request unless
  Financial Services has given prior approval.

7
How to view payroll expenses

• Demonstrate myReports query using Pay Earnings
  with Redistribution Query
• Review information in query
• Transaction numbers of 0 are payroll entries and
  1XXXXXX are redistribution entries.

8
Access to myReports

• If you have Human Resources data warehouse access
  you also have access to myReports
• To request access to myReports go to myReports
  web page http//www.asu.edu/it/eds/welcome.html
  and refer to Getting an Account

9
Instructor Demonstrates Entering a Redistribution
Entry in PeopleSoft
10
Entering a Redistribution Entry

• Sign into PeopleSoft (https//hrsa.oasis.asu.edu/p
  sp/asusaprd/?cmdlogin) using your ASURITE and
  password.

11

• Navigate to ASU Customizations ? ASU HCM Custom ?
  ASU Position Management ? Create Redistribution
  Entry
• You may search by position number, account or
  employee ID

12

• In this example we searched by Employee ID. Once
  you click on SEARCH the results will be
  displayed.

13

• Fill in

14

• Fill in data to be changed (position, earnings
  code, close date or account)
• Click SAVE
• The transaction has now been entered into
  PeopleSoft

15

• Click on the STATIC/CALCULATED tab to view the
  transaction number. You may print this screen
  for your records.
• To print use the FILE menuPRINT PREVIEW and use
  the drop down menu and choose ONLY SELECTED FRAME
• Click on RETURN TO SEARCH, to go back to the
  Search Menu

16

Instructor Demonstrates Viewing a Redistribution
Entry in PeopleSoft
17
How to View a Processed Redistribution Entry in
PeopleSoft
You may search by Transaction Number, Employee
ID, Position Number or Account Number.
18

• When the search results are displayed click on
  the transaction you want to view.

19

• The transaction is displayed.

20
How to View a Processed Redistribution Entry in
myReports and Advantage

• You may run the myReports query Pay Earnings With
  Redistribution. All transactions codes beginning
  with a 1 are Redistribution Entries.
• In Advantage Redistribution Entries will post as
  JV with a document number that begins with P3

21
How to View a Processed Redistribution Entry in
myReports and Advantage (cont.)

• Please note that Workstudy payroll is processed
  as a Redistribution Entry in PeopleSoft.
  Departments will see a 100 charge on their
  account and then a Redistribution Entry to credit
  their account for the 70 federal portion. The
  PeopleSoft transcation numbers are also 1XXXXX
  and the Advantage transaction is JV P3.

22
Approvals Restrictions

• The role of FSO Redistribution gives you final
  approval for all non-sponsored transactions.
• At this time, the Office of Sponsored Projects
  and Research requires all Payroll Redistribution
  Entries to be submitted to them on the paper form
  along with a copy of the myReports query.
• You should not be entering transactions involving
  sponsored accounts.
• If you are not an authorized signer on the
  account that the expenses are being transferred
  to you must obtain prior approval from an
  authorized account signer.

23
Document Retention

• Departments are not required to keep paper copies
  but at their discretion may retain a paper
  departmental file.
• Human Resources will maintain Redistribution
  Entries in PeopleSoft for up to seven fiscal
  years after the transaction has been entered.

24
Errors

• If you encounter a system error when processing a
  redistribution entry, please make print screens
  and notify Jami Hovet, Linda Hartman (Winkelman)
  or Wendy Kirk in Financial Services.
• We are still in the pilot phase and are working
  to identify system problems.

25
Where to Get More Information

• myReports Website http//www.asu.edu/it/eds/welcom
  e.html
• Commitment Accounting Web Site http//www.asu.edu/
  fs/commitment_accounting.html
• Financial Services Contacts
• Jami Hovet 5-8951
• Linda Hartman (Winkleman) 5-7889
• Wendy Kirk 5-1925
• Yung Briner 5-7403