Maintaining Labor Schedules

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Maintaining Labor Schedules: Flowchart

Scope

This procedure covers creating a labor schedule for a new employee or for a new assignment associated with an employee already established in the system.

System References

Adding Labor Schedules

Copying Labor Schedules

Creating Labor Schedules

Deleting Labor Schedules

Finding an Employee in Labor Distribution

Generating Standard Labor Distribution Reports in IS

Modifying and Existing Labor Schedule

Viewing the Labor Schedule: Summary, Monthly, & Pay Period

Policy

Salaries and wages represent approximately 80% of the University's expenses. Sound business practices, as well as government and sponsor requirements influence how the university monitors and accounts for salary and wage costs. IS Labor Distribution is the primary tool used for labor cost accounting and reporting.

A labor schedule is the basic element of the Labor Distribution module. Labor Distribution (LD) satisfies the following basic business needs.

create & maintain labor schedules
distribute labor costs
Import labor cost information from the Human Resource System (HRS)
adjust labor cost distributions
certify effort to comply with OMB A-21 requirements
report on employee labor cost distribution

A labor schedule is a collection of charging instructions that specify how labor costs should be distributed for an employee and assignment. Each assignment may have one or more schedule lines with specified PTAEO(s), start dates and end dates if applicable, and associated distribution percentages. An employee must have at least one and may have more than one assignment. Labor schedules may be created for any period of time subsequent to the end date of the last payroll that is associated with the employee's payroll assignment was processed. A labor schedule should total 100% for each time period within an assignment during which there are consistent charging instructions.

A Hierarchy Schedule level must be selected when scheduling labor in LD. Labor Schedule Hierarchy for Oracle Labor Distribution

In the case of scheduling labor costs associated with sponsored programs, the principal investigator (PI) is responsible for ensuring that labor costs are incurred for the intended purpose of the grant/contract, and in accordance with sponsor requirements and University policies and procedures. Additionally, the PI is responsible for ensuring that grant/contract personnel have knowledge of and are in compliance with the University's effort reporting system.

Refer to University Of Virginia Financial And Administrative Policies Manual: Compliance With Sponsor Requirements Policy: Viii.C.1

Responsibility

The LD Labor Schedule Specialist is responsible for creating labor schedules for new employees and for new assignments for employees established in the system.

The LD Specialist is responsible for creating labor schedules for new employees and for new assignments for employees established in the system.

The LD Approver is responsible for creating labor schedules for new employees and for new assignments for employees established in the system.

The LD Approver/Setups is responsible for creating labor schedules for new employees and for new assignments for employees established in the system.

Distribution

Chief Human Resource Officer

LD Administrator

LD Approver^*

LD Approver/Setups^*

LD Labor Schedule Specialist^*

LD Specialist^*

Ownership

The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.

Activity Preface

This activity is performed whenever a new employee's labor schedule is created or an employee receives a new assignment.

After completing and saving the schedule lines, the user can view a summary display of how each earnings element and associated earnings group of the assignment is scheduled in the Schedule Summary window. This display allows the user to view how the entire assignment is scheduled.

The scheduling hierarchy that is displayed identifies the levels at which the assignment is scheduled. The highest level of the displayed hierarchy is the organization default and earnings element is at the lowest level. Schedules at the lower level of the hierarchy take precedence over schedules at the higher level.

In the Monthly Schedule Summary window, the user enters the display begin date and end dates, and Labor Distribution displays a monthly summary of the schedule lines.

In the Payroll Period Schedule Summary window, the user enters the display begin dates and end dates, and Labor Distribution displays the schedule lines and percentages by payroll periods.

The job title LD Scheduler refers to the following: