Body
INTRODUCTION/PURPOSE
This document provides instructions on how to submit labor redistribution via batch processing, a method that allows users to apply the same change across multiple pay periods efficiently, rather than editing each one individually.
It is intended for authorized staff who are responsible for managing labor redistributions within their units.
The need for this document arises from the complexity and time-consuming nature of manual payroll corrections. Batch processing reduces errors and improves efficiency.
The purpose of this document is to guide users through the steps required to successfully submit a labor redistribution batch, ensuring compliance with payroll procedures and organizational policies.
POLICY
PROCESS
PROCEDURE DETAIL
Step: Go to apps.uidaho.edu and select “Employee Self-Service”.
Step: Select “Labor Redistribution”
Step: Enter employee information for pay periods that need correcting.
-
Vandal number
-
Pay ID will always be “UI”
-
From Pay Year - based on calendar year
-
From Pay Number – this is the pay period number
-
To Pay Year – based on calendar year
-
To Pay Number – this is the pay period number
Step: Click “Go”.
Step: To initiate a batch process, select all the pay periods that you need to correct. Click “Open”.
Step: Click the pencil on the upper right-hand side of the Current Distribution box.
Step: Click “Change All” and check that posting date is in correct month. Pay attention to this date at the end of the fiscal year. If the date is not changed to before 6/30, the adjustment will post into new fiscal year.
Step: Click “Add Line”.
Step: Enter new index into the new highlighted line.
-
Enter index – Fund, Orgn, Program, Activity code (if applicable) should flood in
-
Account code should be the same as the line you are correcting
-
Hours/Percent/Amount – enter correct breakdown. ***Note that this change will affect all pay periods in the batch. If each pay period should be different, do not use batch processing.
Step: Highlight the line that you are making the correction to. Click “Round”. This makes sure that all the distribution lines do not equal more or less than 100%.
Step: If changes look correct, then click “OK Changes”.
Step: You will notice that the pay periods & earn codes section has “X” next to the different earn codes that were changed. Please note that if an employee has multiple PCN’s only the one you selected will be changed. For this example, the employee has PCN 005292-00 (Which we made the correction to) and PCN 009025-01. PCN 009025-01 was not part of the batch processing.
Step: By clicking the drop down arrow to the pay periods, you can review the other pay periods that were selected for this batch processing.
Step: If all pay periods look correct, you can click “Save”.
Step: You will now need to add Comments under the Comments tab.
Required information for Comments:
1. For grant-related Labor Redistributions please include the following information:
-
Grant codes/indexes (from – to)
-
Justification for how the employee’s effort relates to the grant
-
How the error occurred and how it was caught
-
Specific internal controls (must be measurable) that will be implemented to prevent this from occurring in future.
2. For non-grant-related Labor Redistributions please include the following information:
Reminder: All cost transfers must be completed within 90 days from the date of the transaction.
Step: Click “Add Comment”. Comment should be added to all pay periods in the batch.
Step: Click “Submit”.
DOCUMENT OWNER
General Accounting