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Defining Distribution Adjustments
Chief Human Resource Officer
LD Administrator
LD Approver*
LD Approver/Setups*
LD Specialist
None
The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
Labor Distribution
N ®
Distribution Adjustments
Find Distributions
1. Find the Distributions for an employee by completing the following fields:
Important note regarding end dates:
If you are adjusting the final pay period for an employee who has terminated, you must use the same end date as the date of termination. If the Distribution Adjustment end date used is after the termination date, the Distribution Adjustment will fail and the transaction will be reversed. Therefore, when an employee is terminated, the termination date should be used instead of the current payroll end date. To verify the employee’s termination date, review the employee in the HR module.
2. In the Adjust by box, click on the radio button that identifies the Hierarchy Level you wish to use to perform the adjustment.
Important note regarding the "Adjust by" Box:
The choices in the "Adjust by" box refer to the type of pay (Regular or Premium) and expenditure types that were distributed for the dates identified for the adjustment. If only one expenditure type was distributed, the Assignment level may be used. If only one group - Regular or Premium pay was distributed, then Element Group may be used. However, if the employee was paid any combination of expenditure types you must select Element in the "Adjust by" box. This is the only way the auto pop rules will work.
Line items that are distributed by the same name element and the same expenditure type may be transferred at the same time. If you select line items that are not from the same element, you will get an error message.
3. Click on the [Find] button. The Distribution Adjustments window is displayed.
4. Click on the [View Details] button to view the details of the Distribution Adjustments.
If
you would like to view the information at a different level in the Adjust by
box, click in either the Full Name field or the Employee number field. Click on the flashlight icon
on the toolbar. This will take you back to the Define
Distributions window. Make a different
selection in the Adjust by box, and click on the [Find] button. You may toggle between the Adjust by choices.
5. In the Actual Distributions region, check the Transfer checkbox to select the first PTAEO to be adjusted.
IMPORTANT: DO NOT select multiple PTAEOs (do not check more than one Transfer checkbox), unless the expenditure type and elements are exactly the same.
6. Click on the [Done] button.
The selected line appears in the Adjusted Distributions region as a negative amount. DO NOT make any entries in the credit PTAEO that was transferred to the Adjusted Distributions region.
7. Click on either the Amount or Percent radio button as the method of adjustment (in the Adjust By region in the lower right corner).
8. Using the first available blank record, (under the transferred credit PTAEO), enter the appropriate PTAEO combination to specify new charging instructions in the following fields:
The Expenditure Type will populate automatically according to Auto Population rules. However, if the adjustment has a start date prior to Phase II, and an end date after Phase II, you are expected to manually select the expenditure type.
9. Enter the Amount or Percent of the distribution you are adjusting.
If you select [Amount], do not enter a plus (+) sign in front of the value.
11. Click on the [Freeze Set] button.
Once the record is frozen, changes cannot be made. You must freeze the record before selecting a different PTAEO from the Actual Distributions region or before you submit the action.
12. Repeat steps 5-10 to for each PTAEO you want to adjust.
13. Continue entering PTAEOs until you have compensated for 100% of each credit PTAEO.
You will get an error message if the distribution amount is not equal to 100%.
If you are adjusting less than 100% of the original distribution line to another PTAEO, you must re-charge the remaining amount to the existing PTAEO.
Refer to the Labor Schedule Hierarchy for Oracle Labor Distribution.
14. Click on the [Submit] button.
15. Enter a batch name in the Batch Name field.
This must be a unique name and must not exceed 30 character spaces.
UVA uses the following naming convention for batch names:
School/department prefix - last name of employee you are entering the distribution adjustment for, first name or initial - date entered (free form; not required).
For Example: FI- Henry, Barbara - 05-MAR-2004
The school prefix is displayed on all project, award and organization names.
16. Enter additional information in the Comments field, as appropriate.
The comments in the Comments field default, but you may add additional information.
If the adjustment requires OSP approval, insert the OSP approval number at the beginning of the Comment field.
The Distribution Adjustments form is cleared, and a blank Distribution Adjustment window appears. If no further adjustments are to be initiated, close the window.
18. To cancel the adjustment from the Batch window, enter one alpha character in the Batch Name field and click on the [Cancel] button. You will be returned to the Distribution Adjustments window.
You may cancel all of the adjustments sets by clicking on the [Yes] button. The [No] button is not available at UVA.
Effective: 03/09/11
Revision: 3 wss
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