RFA - Payroll

RFA - Payroll

Payroll RFA Gross & Fringe Payroll Office May 2016 First Steps & Questions to Ask Discovery of need Someone discovers a project closed, but the researchers did not get moved off. Notification from FWS of fund

exhaustion Email from someone Budget reports shows overspent funding Is an RFA the best way to fix the problem? Will moving this salary/fringe truly represent the effort for the project?

Can other expenses be moved via journal voucher or budget transfer? Questions to Ask How many pay periods are involved? Are any of the periods partial? What type and how many

employees are involved? Could someone have already started an RFA? Common when dealing with project start and end dates Has funding been submitted to Also common at the beginning and stop future RFAs? end of the academic year

Important Payroll Terms On-cycle Refers to normal biweekly payroll process DEMIS vouchers V7002XXX Off-cycle Refers to supplemental or adjustment payroll cycle DEMIS vouchers V7003XXX

RFA DEMIS vouchers V7004XXX, V7005XXX, and V7006XXX Pay Group Located in Job Data Indicates if the EE is exempt, hourly, 10 day, and/or 14 day Hourly & 10 day schedule CUN & STN Exempt & 10 day schedule CUX, LTX & SRX

Exempt & 14 day schedule LFC, LCT & STX Additional Pay Cell Phone Stipend paid on-cycle Cash Award paid supplemental

Overload paid supplemental Benefit/Other Adjustments How to obtain DEMIS gross & fringe report Log into the DEMIS portal using your KU User ID and password http://financial-management-systems. ku.edu/

Running DEMIS Gross & Fringe Report Click on the HREO/Payroll Tab Select the gross & fringe for the appropriate fiscal year How to obtain DEMIS gross & fringe report

By default, every voucher is selected for reports. This is the best choice to ensure all transactions are caught. Running DEMIS gross & fringe report Contd The first section is the Restrict Analysis section. Scroll down to Employee ID and Position Number.

Enter both to restrict your report results. Running DEMIS gross & fringe report Contd The next section is called Report Breaks. Make the 3

selections shown. Running DEMIS gross & fringe report Contd The next section is Report Options. In it, select the additional extract columns

shown. Running DEMIS gross & fringe report Contd The last section is Output Options. Select Excel data file Click the Run

button Running DEMIS gross & fringe report Contd A new tab will appear briefly on your browser. Then a box similar to this one should appear.

Click the OK button DEMIS Report Results The resulting spreadsheet should look like this one. Note: I have removed the EE ID for privacy purposes. Payroll DEMIS Shortcut FY 2013/2014

FY 2015/2016/2017 REPORT BREAKS ACCOUNT CODE CHARTFIELD STRING VOUCHER VOUCHER

CHARTFIELD 2 DEMIS ADDITIONAL EXTRACT COLUMNS EE ID & RECORD NUMBER EE ID & RECORD NUMBER DEPARTMENT DEPARTMENT

POSITION NUMBER POSITION NUMBER POOL ID POOL ID TRUE PAY END DATE

TRUE PAY END DATE COST CENTER COST CENTER FUND FUND

PROJECT OR GRANT PROJECT OR GRANT SCENARIO CHARTFIELD 3 OFFCYCLE FLAG

OFFCYCLE FLAG EXCEL RFA MACROS Shortcut Formats Ctrl + d DEMIS report

Ctrl + r Redistribution query Ctrl + Shift + a Accounting line query DEMIS Report Formatting

Recommended Formatting Auto-fit the columns Cut and Insert Chrtfld 2 column to the immediate right of Chrtfld 3 column Sort Data by True Pay End Date Oldest to Newest

Format Total columns to Number, Accounting, or Currency Example 1 Mid-Period Change RFA is to move funding for Dianas position from 2330450-908STE0074332/2330450-718-STE0075732 to 2330450-717-STE0076041 (1/1/162/27/16) Exempt (salaried) employee Involves 5 pay periods New funding starting January 1 2 changes to funding Multiple funding rows remaining the same

Example 1 Page 1 of Gross & Fringe Example 1 Page 2 of Gross & Fringe How to insert Pivot Table 1 of 4 Select INSERT tab Click PivotTable How to insert Pivot Table 2 of 4 Select a table or range

Table/Range Select entire range (Do not include the row for sum total) How to insert Pivot Table 3 of 4 Choose Existing Worksheet Location: Click anywhere on the spreadsheet you would like to insert pivot table Click Ok How to insert Pivot Table 4 of 4

Drag Chartfield String to ROWS Drag Total Gross Wages, Total Fringe and Total Grss/Fng to VALUES Totals of each funding sources prior to the RFA transaction Movement of Charges Statement & Ending

Charges Include gross and dollar amounts total and affected grants. Include totals of each funding source at the end of the RFA transaction Example 1 First Funding Section on PAF Example 1 Second Funding Section on PAF Example 2 Multiple Funding Changes

RFA is to move 2% out of total gross and fringe to 2330250-908STE0075512 Exempt (salaried) employee Involves 13 pay periods New funding starting August 2 Many funding changes throughout the RFA period Multiple funding rows remaining the same Example 2 Page 1 of Gross & Fringe Example 2 Page 2 of Gross & Fringe

Example 2 First & Second Funding Sections on PAF Example 2 Third & Fourth Funding Sections on PAF Example 3 Mid-Period Change RFA is to move funding from 2330255-867 to 2330256-907 / STE0075025 / STE0075120 (07/01/2015-08/15/2015) Non-exempt (hourly) employee Involves 4 pay periods

New funding starting July 1 Non-standard schedule Example 3 - Hours worked by day Hourly employees may not work a standard 8-5 M-F shift. (Pay groups CUN & STN) Please attach a

breakdown of hours worked by day from the first day to the last day of the partial pay period. Calculate the number of hours for the days that need to be moved to the

new funding and the number of hours remaining on the old funding 57 hours 06/21/15-06/30/15 23 hours 7/1/15-7/3/15 Example 3 Gross & Fringe

Example 3 Funding Section Questions If you have any questions, please call the Payroll Office at 4-4385 or email [email protected]

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