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Defining/Submitting Distribution Adjustments
This procedure covers defining and submitting distribution adjustments in Oracle Labor Distribution (LD) including the following:
Defining Distribution Adjustments [NAV7229L]
A policy on labor distribution adjustments is being developed.
The effort for a redistributed period must be re-certified if a distribution transfer affects a previously certified effort distribution line. LD marks the affected effort report as superseded and removes it from certified status.
The University has the responsibility to Verify the Accuracy and Reliability of Financial Data. Refer to http://www.virginia.edu/~polproc/pol/ia1.html#verify
The LD Specialist is responsible for initiating labor distribution adjustments from the departments.
The LD Approver is responsible for approving labor distribution adjustments and may also initiate distribution adjustments.
The LD Approver/Setups is responsible for approving labor distribution adjustments from the departments and may also initiate distribution adjustments.
Chief Human Resource Officer
LD Administrator*
LD Approver*
LD Approver/Setups*
LD Specialist*
The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
This activity is performed whenever a departmental administrator reviews the labor distribution report and sees the need to reverse original distributions, select new distributions, generate and post new distribution transactions, or transfer payroll distributions from one OGM PTA to another.
The job title LD Adjustment Requestor refers to
1. Select Distribution Adjustments ® Define from the Navigator window.
Oracle Labor Distribution
N ®
Distribution Adjustments ® Define
Distribution Adjustments
Refer to Defining Distribution Adjustments [NAV7228L]
The Find Distributions pop-up window appears.
2. Select an employee using the List of Values in the Employee Name field. The Assignment field is automatically populated.
3. Select a beginning date using the List of Values (LOV) in the Begin Date field.
4. Select an ending date from the List of Values (LOV) in the End Date field.
5. Select an earnings element using the List of Values (LOV) in the Earnings Element field.
Note: If the only one earnings element exists for the employee, the field will be automatically populated.
6. Click the Find button. The Distribution Adjustments window is displayed.
7. Select the TF check box in the Actual Distributions region to select the funds to be adjusted.
8. Click the Done button once all distribution lines to be transferred are selected.
Note: The selected line appears in the Adjusted Distributions region as a negative amount.
9. Click on either the Amount or Percent (%) radio button as the method of adjustment.
10. Enter the appropriate PTAEO combination to specify new charging instructions in the following fields:
Note: the Expenditure Type will populate automatically according to Auto Population rules.
11. Enter the Amount or Percent of the distribution you are adjusting.
Note: An error message will be displayed if less than 100% of the distribution amount is accounted for.
Note: If you are adjusting less than 100% of the original distribution line, you still must enter charging instructions to account for the full Amount or Percentage. Otherwise, the remaining amount which is unaccounted for will be charged to the Organization Default Labor Schedule or Suspense Account according to the Labor Schedule Hierarchy.
Refer to Labor Schedule Hierarchy for Oracle Labor Distribution [REF7001L].
12. Click the Submit button. The Submit pop-up window appears.
13. Enter a batch name in the Batch Name field.
Note: this must be a unique name.
14. In the Comments field enter your reason for the transfer.
15. Click the OK button. The Distribution Adjustments form is cleared.
16. The Find Distributions pop-up window appears.
On the menu bar go to Action and select Close Window.
18. Send email to appropriate approver, depending on departmental practice, giving the batch name of the transactions needing approval.
Goto task Approving and Processing Distribution Adjustments [PRO7014L]
Effective: 07/01/01
Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
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