Important Notes for Defining 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.

Important Notes

Distribution Adjustments over 60 days old

A comment must be entered for all distribution adjustments. For any Distribution Adjustment over 60 days old the Comments field must be populated with an appropriate justification for the adjustment. The Office of Sponsored Programs and Payroll review the distribution adjustments comments for valid justifications for the transfer.

Distribution Adjustments over 90 days old – Federal Funded Awards

Distribution adjustments over 90 days old for federal funded awards must be pre-approved by the Office of Sponsored Programs. Refer to http://www.virginia.edu/finance/polproc/proc/8-22.html

Distribution Adjustments with a Phase I start date and a Phase II end date

If you need to initiate an LD adjustment that has a start date prior to Phase II, and an end date after Phase II, you are expected to manually select the expenditure type. You will need to ignore the auto pop message that will appear when you tab to the expenditure type field.

If the labor distribution adjustment dates are in Phase II, the element type list of values will indicate each element paid during that period. (OTM tracks time according to the hours entered for each employee pay period.) In order to make a complete adjustment, the user will need to initiate an action for each element type for that pay period.

Ex-Employees (All terminated employees – Phase I & Phase II)

will be reversed. Therefore, when an employee is terminated, the termination date should be used instead of the current payroll end date.

Ex-Employees (Terminated prior to HR Phase II)

If the employee was terminated prior to HR Phase II, contact HR Central to reverse the term so that a distribution adjustment can be initiated.

Ex-Employee (Terminated during HR Phase II)

If the employee was terminated after HR Phase II go live, a reverse termination does not need to be initiated.

Distribution Adjustments for a terminated employee must use the same end date as the date of termination if the adjustment includes the final pay distribution. If the Distribution Adjustment end date used is later than 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.

Ex-Employee and Applicant

If the ex-employee shown in HRMS as an Ex-employee and Applicant, it is necessary to contact Payroll Central and request that they perform the labor distribution adjustment.

Transferring and Validating Distributions

During the transfer of distributions to Grants Management, all the validations performed during labor scheduling are applied. A previously certified effort report will need to be re-certified after the distribution adjustment has been approved.

Once the distribution adjustment is approved, a nightly process will transfer the distribution adjustment to Grants Management to summarize and post the transfer.

Distribution adjustments are initiated for one PTAEO per batch. If more than one PTAEO must be adjusted, perform separate actions for each PTAEO.

A labor distribution adjustment does not change the employee’s schedule lines.

There is no workflow notification in LD. A procedure should be established to notify the approver when a distribution adjustment has been initiated.

Once a Distribution Adjustment has been submitted for approval, the initiator cannot view the transaction without the Approver or Approver/Setups responsibility. Distribution adjustments waiting approval in IS can be viewed by running a Discoverer report.

Once a labor distribution adjustment has been approved, the action can no longer be viewed in LD. Distribution adjustments that have been transferred to Grants Management can be viewed by running a Discoverer report or by viewing Project Status Inquiry (PSI) in Grants Management.

When a labor distribution adjustment is defined, the charges that have been processed in Grants Management are shown on the left side of the screen.

If a federal grant has an end date that is prior to the end of the processed payroll period, it is necessary to contact OSP and request that the adjustment be initiated at the Central level.

Refer to: http://www.virginia.edu/finance/polproc/proc/8-22.html

Send the e-mail request to the following address: (osp-retro-request@virginia.edu).

Effective: 08/13/04