Approving and Processing Distribution Adjustments

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Scope

This procedure covers approving and processing distribution adjustments.

This procedure does not cover defining and submitting distribution adjustments. Refer to Defining/Submitting Distribution Adjustments [PRO7013L]

System References

Adjusting Payroll Distributions [NAV7225L]

Policy

A policy on labor distribution adjustment approval is being developed.

Adjustments in Labor Distribution provide an audit trail of original and corrected transactions including retaining payroll distribution history at the level of detail sufficient to trace back to the original payroll transaction in University HRS. Refer to University Financial Accounting Policy [http://www.virginia.edu/%7Epolproc/pol/iia2.html]

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 LD marks the affected effort report as superseded and removes it from certified status.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

Responsibility

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.

Distribution

Chief Human Resource Officer

LD Administrator

LD Approver^*

LD Approver/Setups^*

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 the adjustment approver receives an email notification that a distribution adjustment has been initiated. The email will specify the batch name of the adjustment needing approval.

This procedure continues from:

Defining/Submitting Distribution Adjustments [PRO7013L]

LD Approver, LD Approver/Setups

1. In Oracle Labor Distribution, navigate to the Approve Adjustments window.

Oracle Labor Distribution
N ® Distribution Adjustments ® Approve
Find Batches

Refer to Approving Distribution Adjustments [NAV7229L].

2. Select a distribution adjustment batch using the List of Values in the Batch Name field.

3. Click the Find button. The Approve Adjustments window is displayed.

4. Review the Adjustment in the Adjusted Distributions section.

5. Click the Comments button to review reasons for the adjustment. The Comments window is displayed.

If the adjustment is acceptable, goto task #6. Otherwise, goto task #7.

6. 6. Click on the Approve button. The Find Batches window will be displayed.

If you have additional batches to approve, goto task #4. Otherwise, goto task #8.

7. Click on the Reject button.

Note: You must notify the initiator of the distribution adjustment via email that the batch has been rejected. The batch name should be included in the text of the email.

8. Close the Find Batches window.

End of activity.

Approving and Processing Distribution Adjustments: Flowchart

Effective: 07/01/01