This is a reminder to routinely review payroll expenses that posted to FD101 Default Clearing Fund. FD101 is not intended to be used in costing allocations or on financial transactions. If salary expenses do post to this fund, the expectation is that they be moved via Payroll Accounting Adjustments. There have been instances where payroll has posted to FD101 and this has yet to be cleared out. This is especially critical for graduate appointments to avoid non-resident allocations posting revenue to FD101.
For ANY graduate Student employees, the use of FD101 in the Default Organization Assignment is not recommended as any issues with expired funding may result in the Graduate Fee Authorization being expensed to FD101. It is recommended that units analyze the Sources and Uses – Variance Analysis report for their unit for FD101 and cleanup any residual FD101 balances. More information on FD101 is available in the Administrative Resource Center . The Controller's Office will be reaching out to impacted units as well.
In order to meet a business need for entering future dated Period Activity Pay involving grants, Enterprise Business Solutions (EBS) recently resolved an issue related to a hard stop that occurred when end users entered expired grants on future dated Period Activity Pay.
The removal of the hard stop for expired grants will enable end users to create Period Activity Pay for dates through which they anticipate the grant will be extended. In cases where grants are not extended by the first payroll or through the tuition payment date for the Period Activity Pay, the default organization assignment worktags for the period where the grant is expired will be used.
Several new fields will be added to the "New Hires, Additional Job and Change Job by Organizations" report. The new fields to be added will display a worker’s current base pay, annualized current base pay, and annualized proposed base pay. These fields are being added to allow for more analysis of current pay vs. proposed pay as well as to offer more visibility of annual pay for nonexempt workers.
To continue to improve the end user experience the data points listed below have been added to the "[CERTIFIED Workday] – Payroll Journal Line" data source in Tableau.
- Job Family - Job Family Group - Fringe Basis
We are also working to add these attributes into our flexible and standard payroll reports in Tableau over the course of the next two weeks. This post is available via NewsLink online.
An additional date prompt will be added to this report called "Commitment as of Date" as another option to run the report.
To view encumbrances over a range of time you will continue to use the "Commitment End Date On or After" and "Commitment End Date On or Before" Prompts. This prompt looks at the end of the pay period for which the commitment spans. Selecting a range allows you to search for any encumbrances where the pay period end date falls within the range you selected.
Alternatively, we now have a new search option titled, "Commitment as of Date" which allows you to find encumbrances where the pay period falls within the date you specify in the prompt. This is useful to see what encumbrances exist as of the date specified in the prompt.
Effective Friday, January 20 , Position Restriction costing allocations can use grants. Any new positions that are grant funded can now be set up at the Create Position step. Cost Center Managers are not required to update the previously recorded costing allocations to accommodate the new functionality.
The Workday issue with payroll encumbrance adjustments has been resolved and the Controller's Office ran the process successfully on February 18. Payroll encumbrance balances now represent approved activity through that date.
Original post:
The Controller's Office is currently unable to run payroll encumbrance adjustments due to an issue within Workday. Workday plans to deliver a fix the weekend of February 10, and it will require testing before going into production . All payroll encumbrance balances represent approved activity through January 3 . Any changes to hires, terminations, funding, FTE, or pay rates after January 3 will not be reflected in the General Ledger or in the "Positions for Plan" reporting until the issue is resolved. We apologize for any inconvenience. The payroll encumbrances will be updated as soon as possible.
For the month of August, departments are charged for one half of the nine-month rate for their nine-month faculty. To properly expense August salary, best practice is to use the costing dates of 08/15/2022 to 08/31/2022. This will ensure that costing prorates properly for the half month of pay. Please refer to the Advanced Costing Allocations for 9/12 Faculty job aid in the Administrative Resource Center (ARC) for additional details.
Encumbrance updates for 9-month faculty (the adjustment to convert encumbrances from 12 months to 9 months) are still being calculated. Updates are anticipated to be finalized by mid-July.
