Guide to the Labor Distribution Module

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1 Labor Distribution Module Guide to the Labor Distribution Module The Labor Distribution module of the Kuali Financial System (KFS) manages the accounting aspects of compensationrelated expenses such as salaries and benefits. It includes salary transfer, benefit transfer, Labor Ledger correction process, and Labor Ledger journal voucher e-docs. Labor distribution reports are accessed through balance inquiries. In order to work efficiently in the Labor Distribution screens, you need to understand the basics of the user interface. For information and instructions on logging on and off, navigating, understanding the components of screens, and performing basic operations in the screens, see the IU KFS Overview and Introduction. Note: As you work in the Labor Distribution screens, keep in mind that information presented in this guide is also available via KFS online help. Table of Contents Labor Distribution Module... 1 Labor Ledger Daily Process... 2 Labor Ledger Pending Entries... 3 Labor Ledger Scrubber... 3 Labor Demerger Process... 5 Labor Ledger Poster... 6 Labor Feed... 8 Batch Assurance Reports... 9 Labor Ledger Automated Balancing Labor Year End Jobs Business Rules Accessing Labor Distribution Functions Standard Transaction E-Docs Common Labor Distribution Document Tabs Administrative Transaction E-Docs Balance Inquiries General Instructions Account Status (Base Funds) Account Status (Current Funds) Calculated Salary Foundation Employee Funding July 1 Position Funding Labor Ledger View Labor Ledger Pending Entry Position Inquiry Year End E-Docs Labor Ledger Year End - Inception to Date Attribute Maintenance E-Docs Labor Benefits Calculation Labor Benefits Type Labor Object Code Labor Object Code Benefits Labor Position Object Group Code IU KFS Guide to Labor Distribution documentation 1 02/28/2012

2 Overview The Labor Distribution module includes a Labor Ledger which serves as a subsidiary ledger to our General Ledger. The Labor Ledger contains additional details about labor related expenses not appropriate for the General Ledger. For example, Labor Ledger entries contain information about the employee paid, the type of earnings, the number of hours paid, etc. As seen in the figure below, the Payroll system sends payroll data into the Labor Ledger and that data is then consolidated down into summarized entries that are passed along to the General Ledger. The Labor Distribution module also includes documents that allow users to make necessary adjustments to the Labor Ledger records: Salary Expense Transfers, Benefit Expense Transfers and Labor Ledger Journal Vouchers. The Labor Distribution module also generates mass transactions to update beginning balances during the year-end process. All of these labor distribution processes are especially important in recording compensation records accurately in the accounting books and managing effort reporting in the Effort Certification module. The Labor Distribution documents available from the Transactions menu and Administrative Transactions menu groups allow users to make salary and benefit cost adjustments and corrections to the labor distribution records posted from the local payroll system. The following table lists each document type and its purpose. Letters in parentheses denote the document type code for each document. Labor Distribution transaction documents: Title Benefit Expense Transfer (BT) Labor Ledger Correction Process (LLCP) Labor Journal Voucher (LLJV) Salary Expense Transfer (ST) Transfers benefit charges for a particular accounting period or set of periods from one or more accounts to one or more other accounts, primarily to make corrections to the incorrectly charged benefit expense(s). Benefit charges are grouped by benefit type within an object code. Allows central administration to correct errors that occur during Labor Ledger processing. Performs accounting tasks that cannot be effected by any of the specialized labor documents. The system performs minimal edits on user entries. Moves salaries and benefit charges for a given employee for a particular accounting period or set of periods from one or more accounts to one or more other accounts. Labor Ledger Daily Process A series of nightly jobs run and post entries to the Labor Ledger and send summarized entries to the General Ledger. The following diagram illustrates the Labor Ledger daily process. IU KFS Guide to Labor Distribution documentation 2 02/28/2012

3 Labor Ledger Pending Entries Pending entries are collected for labor transactions generated by Labor Ledger e-docs such as Benefit Expense Transfer (BT), Salary Transfer (ST), and Labor Journal Voucher (LLJV). These entries are then passed through the labor scrubber process by the labornightlyoutjob. The labornightlyoutjob generates a summary report of all the transactions collected from the pending table. Labor Ledger Scrubber The 'Labor Ledger Scrubber (laborscrubberjob) accepts pending entries generated by Labor Ledger e-docs such as Benefit Expense Transfer (BT), Salary Transfer (ST), and Labor Journal Voucher (LLJV) as well as accepting entries from the Payroll system. The scrubber edits the entries for validity. Invalid entries may be corrected using the Labor Ledger Error Correction (LLCP) document discussed later in this section. The 'Labor Ledger Scrubber' performs validation of data including the addition of some missing values, validation against the Chart of Accounts and the application of continuation account logic before passing the data to the Labor Ledger Poster, where the transactions are posted to the Labor Ledger. Unlike the 'G/L Scrubber, in there are no offsets generated by the 'Labor Scrubber'. The 'Labor Ledger Scrubber' process generates various assurance reports as it validates transactions. Note that the following reports, along with the demerger report discussed later, are combined into a single report (laborscrubberjob) in the default configuration but are shown individually below for clarity. The Labor Scrubber Report (labor_scrubber_report) section looks like this: IU KFS Guide to Labor Distribution documentation 3 02/28/2012

4 The Labor Scrubber Bad Balances Report (labor_scrubber_badbal) section looks like this: The Labor Scrubber Ledger Report (labor_scrubber_ledger) section looks like this: Business Rules The main validation rules include validation of values against the lookup tables, setting defaults for blank values, and enforcing rules. The following summarizes the major rules contained in the 'Labor Scrubber' process. Validate the fiscal year, account, sub-account, object code, sub-object code, balance type, accounting period, document type, origin code against the lookup tables. If the Fiscal Year field is blank, assign the current fiscal year. IU KFS Guide to Labor Distribution documentation 4 02/28/2012

5 The fiscal year must exist in the System Options table. If the account is closed, look for a continuation account. If the account is expired and the balance type is not an encumbrance balance type defined in the Systems Options maintenance table, look for a continuation account. If the Sub-Account, Sub-Object, or Project Code field is blank, set it to dashes. If the Balance Type field is blank, set it to 'AC' (actual). If the Object Type field is blank, set it to the object type of the object code. If the Fiscal Period field is blank, assign the period code of the accounting period containing the run date. The Document Number field must not be blank or zeroes. The Transaction field must not be blank. The Amount field must be numeric. The Debit/Credit Code field must be 'D' or 'C'. If the Transaction Date field is blank, set it to the run date. The transaction date must exist in the Universal Date table. If the encumbrance update code is 'R, in the reference origin code, reference document type and reference document number must not be blank. If the balance type is an encumbrance balance type and the object type is not a fund balance object type, the encumbrance update code must be 'D' (Disencumbrance), 'R' (Reversal), or 'N' (None). In all other cases, the encumbrance update code must be blank. Labor Demerger Process The Labor Demerger process is part of the laborscrubberjob that is initiated after the entries are validated and prior to the Labor Poster. It serves a similar purpose to the GL Demerger. Using the errors identified by the 'Scrubber,' it locates all of the accounting entries for each document number with a reported error and removes these transactions from processing. This prevents KFS from posting unbalanced transactions to the Labor Ledger. Note that the Demerger will pull additional entries only for document types of ST (salary expense transfer) and BT (benefit expense transfer). This differs from the GL Demerger where entries are pulled regardless of document type. The process creates a scrberr2 file in the origin entry directory with all of the transactions for document numbers with errors (this is the primary error correction file for the Labor Ledger Correction Process e-doc). It also generates statistics as part of the accounting cycle control totals, recording the number of records in the error group and the number of valid transactions read. An error listing report is also created that lists all records with errors and all records demerged along with them. The following reports are created in the Labor Transaction Demerger process: IU KFS Guide to Labor Distribution documentation 5 02/28/2012

6 Labor Ledger Poster The Labor Ledger Poster writes valid entries to the Labor Ledger Entry table, updates balances in the Labor Ledger Balance table and summarizes the entries for posting to the Labor Ledger. Several reports are generated by the labor poster process. Note that the following reports are combined into a single report (laborposterjob) in the default configuration but are shown individually below for clarity. The Labor Poster Error Listing (labor_poster_main_error_list) section looks like this: The Labor Poster Summary Report (labor_poster_gl_summary) looks like this: The Labor Poster Report (labor_poster_main) looks like this: IU KFS Guide to Labor Distribution documentation 6 02/28/2012

7 The Labor Poster Ledger Report (labor_poster_main_ledger) looks like this: The Labor Poster Output Summary (labor_poster_output_summary) looks like this: The Labor Poster Output Summary (labor_poster_output_summary) looks like this: The Labor Actual Balance Summary (labor_summary_act) looks like this: IU KFS Guide to Labor Distribution documentation 7 02/28/2012

8 Labor Feed The Labor Feed process sends consolidated transactions from Labor Distribution into the General Ledger. The process generates a report summarizing what was passed to the G/L. This consolidation is necessary because the Labor Ledger includes additional fields not found in the General Ledger (Employee ID, Hours, Earn Code, etc.). Labor Ledger entries are consolidated if all of the following fields are identical. Fiscal Year Fiscal Period Code Chart of Accounts Code Account Number Sub Account Number Balance Type Code Object Code Sub Object Code Object Type Code Document Type Code Document Number Organization Document Number IU KFS Guide to Labor Distribution documentation 8 02/28/2012

9 Origination Code Project Code Organization Reference ID Reference Document Type Code Reference Origination Code Reference Document Number Reversal Date Encumbrance Update Code Transaction Debit Credit Code Batch Assurance Reports As discussed in the previous sections, a number of text reports are generated by each step of the batch programs to give you assurance that the transactions are processed in order. Each of the generated text reports is suffixed by the date and time of run. The following table summarizes the batch assurance reports generated by the batch process. Labor Distribution batch assurance reports: Report Title Text Report Name Pending Ledger Entry Summary Scrubber Report STATISTICS Scrubber Input Transactions with Bad Balance Type Demerger Report STATISTICS labor_pending_entry_ summary labor_scrubber_report labor_scrubber_ badbal labor_scrubber_demerger Summary total and record count of approved Labor Ledger pending entries fed by balance type, origin code, fiscal year and period. Created by the labornightlyoutjob. Summary total of records scrubbed and automated entries generated along with a detailed listing of all errors detected. Created by the laborscrubberjob. Detailed listing of transactions with a bad balance type. Created by the laborscrubberjob. Total number of valid and invalid transactions bypassed. Created by the laborscrubberjob. Error Listing - Transactions Removed from the Scrubber Labor Ledger Report labor_scrubber_ error_listing labor_scrubber_ ledger Detailed listing of transactions removed from the 'Scrubber'. Created by the laborscrubberjob. Summary of transactions entering the labor scrubber including Labor Ledger pending entries and external batch feed file. Created by the laborscrubberjob. Poster Report labor_poster_main Total record count of rows deleted, inserted, and updated from in the labor tables updated by the poster. Created by the laborposterjob. Labor Poster General Ledger Summary Main Poster Error Transaction Listing labor_poster_gl_summary labor_poster_main_ error_list Total record count of rows deleted, inserted, and updated from the origin tables and error listing. Created by the laborposterjob. Detailed listing of the error transactions removed from the labor poster. Created by the laborposterjob. Main Poster Input Transactions labor_poster_main_ ledger Summary total and record count of transactions posted fed by balance type, origin code, fiscal year and period. Created by IU KFS Guide to Labor Distribution documentation 9 02/28/2012

10 Poster Output Summary Labor Summary for Fiscal Year, Balance Type of CB/BB/MB Labor Summary for Fiscal Year, Balance Type of AC Labor Summary for Fiscal Year, Balance Type of EX/IE/PE/CE labor_poster_output_sum mary labor_summary_bud labor_summary_act labor_summary_enc the laborposterjob. Summary debit, credit, budget, and net amount total by balance type, fiscal year, period code, fund group. Created by the laborposterjob. Beginning, Annual, Monthly and Accumulated Balances by Fund Group for budget Balance Types. Created by the laborposterjob. Beginning, Annual, Monthly and Accumulated Balances by Fund Group for the AC Balance Type. Created by the laborposterjob. YTD Balance by Fund Group for the Encumbrance Balance Types. Created by the laborposterjob. Labor Ledger Automated Balancing Similar to the G/L process described in General Ledger Automated Balancing in the KFS Guide to Core Components and Functions, an automated balancing process and report helps verify balance and entry transactions processed through the KFS Labor Ledger. This report is generated by the laborbalancingjob. It is named 'balancing' and is available in the LD reports directory. All fields displayed in the statistics are detailed in the table below. Labor automated balancing statistic fields: Statistic Label FISCAL YEARS INCLUDED IN BALANCING HISTORY TABLES INITIALIZED UPDATES SKIPPED Specifies the years included in the automated labor comparisons. The KFS-LD NUMBER_OF_PAST_FISCAL_YEARS_TO_INCLUDE parameter controls the number of past fiscal years included. If this is the first run of the laborbalancingjob or you ve run the laborbalancinghistorysyncjob, the value is 'Yes. This value indicates that the history tables required for future runs of the automated balancing IU KFS Guide to Labor Distribution documentation 10 02/28/2012

11 report have been created. During subsequent balancing (after the tables have been initialized or synched), the value is 'No'. OBSOLETE HISTORY DELETED UPDATES SKIPPED DUE TO OUT OF RANGE FISCAL YEAR LLEN AMOUNT FAILURES (LaborEntryHistory) LLBL AMOUNT FAILURES (LaborBalanceHistory) LLEN SUM (ROW COUNT) - CALC. (LaborEntryHistory) LLEN ROW COUNT - PROD. LLBL ROW COUNT - CALC. (LaborBalanceHistory) LLBL ROW COUNT - PROD. If a given fiscal year in the history tables is not in the range of years included in balancing, this value identifies the fiscal years that have been removed. If no fiscal years were removed, the value is 'No'. If the most recent Labor nightly batch cycle included entries for fiscal years that are not in the range of years to be included in balancing, this value indicates how many updates to the balancing tables were skipped due to out-of-range fiscal year entries. The number of entries in the Labor Ledger Entry table that failed to match those in the Labor Entry History table. The number of entries in the Labor Ledger Balance table that failed to match those in the Labor Balance History table. The calculated row count from the Labor Entry History table. This number equals the number of entries in the history table prior to the last batch cycle plus the number of entries from that last cycle. The number of rows in the Labor Ledger Entry table. This number should match the LLEN SUM CALC row count from the History table. The calculated row count from the Labor Balance History table. This number equals the number of previous History table balance entries plus the number from the most recent batch cycle. The number of rows in the Labor Ledger Balance table. This number should match the LLBL ROW COUNT calculated from the history tables. Errors encountered by the labor balancing process will be displayed before the statistics, as described for the G/L automated balancing process. The number of detailed errors displayed on the labor report is controlled by a separate parameter: KFS-LD NUMBER_OF_COMPARISON_FAILURES_TO_PRINT_PER_REPORT. The occurrence of errors may require the history tables to be rebuilt based on the production entries and balances. This is accomplished using the LaborBalancingHistorySyncJob. This will rebuilt the history tables based on current entries and balances and create as new starting place for future comparisons. Labor Year End Jobs Labor Distribution contains only one year end job, the Labor Balance Forwards job (laborbalanceforwardjob). This job brings labor balances forward into the new fiscal year to support inception-to-date expense reporting for Contracts and Grants accounts. Business Rules Actual expenses (balance type AC) are eligible to be brought forward. Balances from accounts belonging to the CG Fund Group (as defined in the parameter KFS-LD FUND_GROUPS) are eligible to be brought forward into the new fiscal year. Note: An institution has the option to set CG as a fund group or sub-fund group using the KFS-COA FUND_GROUP_DENOTES_CG_IND parameter. IU defines this by Fund Group. The annual balance amount plus the Contracts and Grants balance amount that is not zero are eligible. If the unit of work qualifies for establishing cumulative balances, a cumulative beginning balance entry is created as a labor entry file (ld_balance_forwards_data). A report is also generated to summarize the entries brought forward. IU KFS Guide to Labor Distribution documentation 11 02/28/2012

12 Accessing Labor Distribution Functions Labor Distribution functions are organized into groups on the KFS Main Menu and Maintenance menus as follows. Salary and expense benefit transfer e-docs are accessed via the Transactions submenu on the Main Menu tab. Labor Distribution journal voucher and correction e-docs are listed in the Administrative Transactions submenu on the Main Menu tab. Additionally, several Labor Ledger balance inquiries are available from the Balance Inquiries submenu on the Main Menu. Also on the Main Menu, the Year-End Transactions submenu provides access to year-end versions of the salary and benefit expense transfer e-docs. This documentation does not provide a separate section for each individual year end e-doc because these e-docs are similar to each other and are similar to their regular e-doc counterparts. For general information about the year-end process, see "Labor Year End Jobs" and "Year End E-Docs." For information about business rules for each e-doc, see the section on its regular counterpart. The Maintenance menu tab offers access to e-docs through which users maintain various tables used in the salary and fringe benefit calculations that are necessary to track position costs in the Labor Ledger. These e-docs are accessible via the Labor Distribution submenu. Standard Transaction E-Docs On the Main Menu tab, the Transactions submenu lists two functions that allow users to maintain two documents that support the Labor Distribution module. Labor Distribution e-docs available from the Main Menu, Transactions submenu: Document Type IU KFS Guide to Labor Distribution documentation 12 02/28/2012

13 Benefit Expense Transfer (BT) Salary Expense Transfer (ST) Allows you to transfer benefit charges for a particular accounting period or set of periods from one or more accounts to one or more other accounts. Used to move salaries and benefit charges for a given employee for a particular accounting period (or set of periods) from one or more accounts to one or more other accounts. Note: See the Labor Distribution documentation on the FMS web site for separate documentation on Benefit Expense Transfer and Salary Expense Transfer e-docs. Common Labor Distribution Document Tabs The Labor Ledger transaction e-docs are similar to financial transaction e-docs, in that they contain the same document header and Document Overview, Notes and Attachments, Ad Hoc Recipients, and Route Log tabs. However, the purpose of the Labor Ledger transaction e-docs is to update the Labor Ledger, not the General Ledger (G/L), thus: The accounting lines in these documents generate Labor Ledger pending entries rather than the General Ledger pending entries Labor Ledger documents have Labor Ledger accounting lines instead of General Ledger accounting lines Note: About Common Financial Transaction Document Tabs: The standard financial transaction document tabs Document Overview, Notes and Attachments, Ad Hoc Recipients, Route Log, and Accounting Lines are explained in Standard Tabs in the KFS Overview and Introduction and are not repeated in this section unless they differ from the standard tab format. Important Note! The Accounting Lines tab is not the same across all Labor Ledger documents. The Labor Ledger Pending Entries tab is different from the General Ledger Pending Entries tab. Labor Ledger Pending Entries Tab Labor Ledger pending entries are created immediately when a document is saved or as part of the routing process when the document is submitted The Labor Ledger Pending Entries tab displays pending entries stored in the Labor Ledger. These entries have not yet been processed by the 'Labor Ledger Scrubber'. Note the following points about these Labor Ledger pending entries: In addition to pending entries with a balance type of 'AC' (Actual), Labor Ledger documents require that two pending entries be created with a balance type of 'A2' (A21 Balances). The 'AC' entry and one of the 'A2' pending entries have blank fiscal years. The labor scrubber sets these entries to the current fiscal year and period after the document is approved. The other A2 entry is set with a year and period equal to that of the original labor entry being moved. The Labor Ledger uses these rows to show the change. The A2 entries ensure that the Labor Ledger tracks when a labor charge was incurred originally, even though it may be moved well after the fact. IU KFS Guide to Labor Distribution documentation 13 02/28/2012

14 Important Note: The Labor Ledger Pending Entries tab doesn't display all fields associated with each pending entry. However, clicking the Labor Ledger Pending Entries lookup opens the Labor Ledger Pending Entry Lookup screen. This screen includes the complete set of data in each row of the Labor Ledger Pending Entry Table. It provides the same view as the Labor Ledger Pending Entries Balance Inquiry screen. Note: For more information about the Labor Ledger Pending Entries Balance inquiry, see Balance Inquiries. Labor Ledger entries are consolidated when they are passed to the General Ledger. This consolidation is necessary because the Labor Ledger includes additional fields not found in the General Ledger (Employee ID, Hours, Earn Code, etc.). Labor Ledger entries are consolidated if all of the following fields are identical. Fiscal Year Fiscal Period Code Chart of Accounts Code Account Number Sub Account Number Balance Type Code Object Code Sub Object Code Object Type Code Document Type Code Document Number Organization Document Number Origination Code Project Code Organization Reference ID Reference Document Type Code Reference Origination Code Reference Document Number Reversal Date Encumbrance Update Code Transaction Debit Credit Code Administrative Transaction E-Docs From the Administrative Transactions sub menu on the Main Menu tab, you may access two e-docs that support the Labor Distribution module. Labor Distribution e-docs available from the Main Menu, Administrative Transactions submenu: Document Type Labor Journal Voucher (LLJV) Labor Ledger Correction Process (LLCP) Enables you to perform accounting tasks that cannot be done by any of the other Labor Ledger or financial documents. Allows you to correct errors that occur during Labor Ledger processing. Note: See the Labor Distribution documentation on the FMS web site for separate documentation on Labor Journal Voucher (LLJV) and Labor Ledger Correction Process (LLCP) e-docs. IU KFS Guide to Labor Distribution documentation 14 02/28/2012

15 Balance Inquiries The Balance Inquiries menu group on the Main Menu tab provides access to eight Labor Distribution balance inquiries. These inquiries allow retrieval of salary and benefit data from various modules for inquiries of account status (base funds), account status (current funds), calculated salary foundation, employee funding, July 1 position funding, labor ledger view, labor ledger pending entry, and position inquiry. Labor Distribution balance inquiries available from the Main Menu, Balance Inquiries submenu: Inquiry Title Account Status (Base Funds) Account Status (Current Funds) Calculated Salary Foundation Employee Funding July 1 Position Funding Labor Ledger View Labor Ledger Pending Entry Position Inquiry Compares the base budget for each labor object code to the total calculated salary foundation (CSF) Lists employees paid on a specific account and object codes; shows all activity for a month, including all actual expenditures and encumbrances. Shows the detailed history of a position as calculated by the CSF Tracker, which accounts for the base salary for a position for a specific account based on the budgeted salary established during budget construction and modified by any personnel actions throughout the year Tracks funding for an employee within the university system by employee identification number Displays the base budgeted amount of the position as of the beginning of the fiscal year Reflects compensation in the fiscal period in which the expense was posted to the Labor Ledger Retrieves the data stored in the Labor Ledger Pending Entry table Displays information about a position. General Instructions To access any of the balance inquiries and perform a search, follow these steps: 1. Select the desired inquiry from the Labor Distribution submenu group in the Balance Inquiries menu group on the Main Menu tab. The system displays the requested lookup screen. This screen may display default values; these values may be changed. 2. Enter values in all fields preceded by an asterisk. Narrow the search as desired by including additional criteria 3. Click when you have entered all necessary criteria and are ready to retrieve the balances. 4. Drill down to the next level of detail. Account Status (Base Funds) This inquiry compares the base budget for each labor object code on an account to the total calculated salary foundation (CSF) amount on the account. The base budget for the object code is established at budget construction time as an aggregate amount for all people and vacant lines within the account and object code. It may be adjusted during the year as changes occur in the accounts, or it may remain the same to be adjusted again at the time of the next budget construction. IU KFS Guide to Labor Distribution documentation 15 02/28/2012

16 The calculated salary foundation (CSF) amount is also calculated based on the personnel action activity in order to create the amount to be used in budget construction for the next year for each person, position, and account. For example, if a position is reclassified during the year, and a pay increase is processed, the CSF for that amount is increased. The base budget may or may not be increased. Lookup Criteria Account Status (Base Funding) Balance Inquiry Screen: Title Fiscal Year Required. Enter the fiscal year or search for it from the Fiscal Year lookup. Chart Code Required. Enter the chart code or search for it from the Chart lookup. Account Number Sub-Account Number Required. Enter the account number or search for it from the Account Number lookup. Optional. Enter the sub-account number or search for it from the Sub- Account lookup. Object Code Optional. Enter the object code or search for it from the Object lookup. Sub-Object Code Consolidation Option Optional. Enter the sub-object code number or search for it from the Sub- Object lookup. Select from these options: 1. Consolidation: Aggregate the amounts by fiscal year, chart and account number 2. Detail: Aggregate the amounts by fiscal year, chart and account number, sub-account number, object code, and sub-object code Click when you have entered all necessary criteria and are ready to retrieve the balances. Search Results The search result looks slightly different between the consolidation option and the detail option. 1. Consolidation Option The consolidated option aggregates the amounts by chart and account number. IU KFS Guide to Labor Distribution documentation 16 02/28/2012

17 2. Detail Option The detail option aggregates the amounts by chart, account number, sub-account number and object code. Account Status (Base Funding) Balance Inquiry Results definitions: Title Fiscal Year Chart Code Account Number Sub-Account Number Object Code Sub-Object Code The fiscal year in which the position salary is paid The chart from which the position's salary expense is paid The account number from which the position's salary expense is paid The sub-account number from which the position's salary expense is paid, if any. Shows 'All' if the consolidated option was chosen. The object code for the account from which the employee is compensated The sub-object code from which the position's salary expense is paid, if any. Shows 'All' if the consolidated option was chosen. IU KFS Guide to Labor Distribution documentation 17 02/28/2012

18 Adjusted Base Budget Amount CSF Amount Base Budget / CSF Variance Base budget for this account, object, and sub-object code; includes any adjustments that have been made since the beginning of the year The total of all the CSF amounts for each position on the account The adjusted base minus the CSF amount CSF Account Amount Drilldown Clicking the amount shown in the CSF Account Amount column allows users to drill-down into the Labor Ledger details. See example at right. The CSF Amount drilldown display looks like this: Account Status (Current Funds) This lookup retrieves employees paid on a specific account and specific object codes. Retrieved data includes all year-todate actual activity and encumbrances. Monthly amounts may also be accessed. Lookup Criteria Account Status (Current Funds) Balance Inquiry definitions: Title Fiscal Year Required. Enter the fiscal year or search for it from the Fiscal Year lookup. Chart Code Required. Enter the chart code or search for it from the Chart lookup. Account Number Sub-Account Number Required. Enter the account number or search for it from the Account Number lookup. Optional. Enter the sub-account number or search for it from the Sub-Account lookup. Object Code Optional. Enter the object code or search for it from the Object lookup. IU KFS Guide to Labor Distribution documentation 18 02/28/2012

19 Sub-Object Code Consolidation Option Include Pending Ledger Entry Optional. Enter the sub-object code number or search for it from the Sub-Object lookup. Select from the following options: 1. Consolidation: Aggregate the amounts by fiscal year, chart and account number, and object code 2. Detail: Aggregate the amounts by fiscal year, chart and account number, sub-account number, object code, and sub-object code Select from the following options: No: Do not include pending entries Approved: Include only approved pending entries All: Include both approved and unapproved pending entries Click after entering all necessary criteria. Search Results 1. Consolidation Option The consolidated option aggregates the amounts by fiscal year, chart and account number, and object code. 2. Detail Option The detail option aggregates the amounts by fiscal year, chart and account number, sub-account number, object code, and sub-object code. Amount Drilldown to Labor Ledger Clicking the YTD Actual or Outstanding Encum amount allows users to drill down into the monthly detail. Example at right. The display of monthly detail looks like the screen shot below: IU KFS Guide to Labor Distribution documentation 19 02/28/2012

20 Amount Drilldown to Labor Ledger Details Clicking any monthly amount further takes users down to the Labor Ledger details display, which is shown below in four parts. Calculated Salary Foundation The Budget Construction module calculates the base salary for a position for a specific account based on the budgeted salary established during budget construction and modified by any personnel actions that are processed during the year. The Calculated Salary Foundation (CSF) Tracker Lookup allows users to view the detailed history of a position as calculated by the CSF Tracker. All personnel actions recorded by the CSF Tracker for the fiscal year are shown on this inquiry. Lookup Criteria IU KFS Guide to Labor Distribution documentation 20 02/28/2012

21 Calculated Salary Foundation Tracker Lookup Screen: Column Fiscal Year Required. Enter the fiscal year or search for it from the Fiscal Year lookup. Chart Code Required. Enter the chart code or search for it from the Chart lookup. Account Number Sub-Account Number Object Code Sub-Object Code Required. Enter the account number or search for it from the Account Number lookup. Optional. Enter the sub-account number or search for it from the Sub-Account Number lookup. Optional. Enter the sub-account number or search for it from the Object Code lookup. Optional. Enter the sub-account number or search for it from the Sub-Object Code lookup. Click when you have entered all necessary criteria and are ready to retrieve the balances. Search Results Calculated Salary Foundation Tracker Lookup Results definitions: Column Fiscal Year Chart Code Account Number Sub-Account Number Object Code Sub-Object Code Position Number Person July 1 Budget Amount July 1 Budget FTE Quantity CSF Amount CSF FTE Quantity The Fiscal Year in which the employee is compensated. The chart code the position's funding account number belongs to. The account number from which the position's salary expense is paid The sub-account number from which the position's salary expense is paid, if any The object code the employee's compensation is charged to. The sub-object code for the account from which the employee is compensated A number that identifies the employee's position or positions for this account for this fiscal year The name of the most recent employee. 'VACANT' indicates that no employee was appointed in this position as of the date the record was created The budgeted amount as of July 1 for this position The budgeted full time effort quantity for this position. '1' = full-time, '.5' = half-time, etc. The amount budgeted for the employee in this position on this account for the fiscal year The current full time equivalency for this position IU KFS Guide to Labor Distribution documentation 21 02/28/2012

22 CSF Funding Status Code Indicates whether the CSF line is active or not. Values include: -: Active CSF line L: On leave V: Vacant Employee Funding The Employee Funding Balance Inquiry allows users to display funding for an employee by employee ID. It displays the current balance, encumbrance amount and the remaining balance per employee. Lookup Criteria Fill in at least fiscal year and employee ID. Use the lookup icon as necessary to select the search criteria. Employee Funding Balance Inquiry Screen definitions: Column University Fiscal Year Employee ID Required. Enter the fiscal year or search for it from the Fiscal Year lookup. Required. Enter the ID for this employee or search for it from the Person lookup. Chart Code Optional. Enter the chart code or search for it from the Chart lookup. Account Number Sub-Account Number Object Code Sub-Object Code Include Pending Ledger Entry Show Blank Lines Optional. Enter the account number or search for it from the Account Number lookup. Optional. Enter the sub-account number or search for it from the Sub-Account Number lookup. Optional. Enter the object number or search for it from the Object Code lookup. Optional. Enter the sub-account number or search for it from the Sub-Object Code lookup. Select from the following options: No: Do not include pending entries Approved: Include only approved pending entries All: Include both approved and unapproved pending entries Allows you to view funding lines used in other fiscal years but not in the specified year. Funding information is displayed but all amount fields are blank. IU KFS Guide to Labor Distribution documentation 22 02/28/2012

23 Click Search Results when you have entered all necessary criteria and are ready to retrieve the balances. Employee Funding Balance Inquiry Results definitions: Column Name Employee ID University Fiscal Year Chart Code Account Number Sub-Account Number Object Code Sub-Object Code Position Number CSF Delete Code CSF Funding Status Code CSF Full Time Employment Quantity CSF Amount Current Amount Encumbrance Amount Total Amount The name of the most recent employee. 'VACANT' indicates that no employee was appointed in this position as of the date the record was created. The employee ID of the most recent employee. No ID is displayed if the position is vacant. The fiscal year in which the employee is compensated. The chart code the position's funding account number belongs to. The account number from which the position's salary expense is paid The sub-account number from which the position's salary expense is paid, if any The object code for the account from which the employee is compensated. The sub-object code for the account from which the employee is compensated. A number that identifies the employee's position or positions for this account for this fiscal year. An indicator that shows whether this row is current: - indicates that it is current D indicates this row has been invalidated. Indicates whether the CSF line is active or not. Values include: -: Active CSF line L: On leave V: Vacant The full time equivalency for this position The amount budgeted for the employee in this position on this accounting line for the fiscal year. The actual amount expended for the employee in this position on this accounting line for the fiscal year. The encumbrance amount for the employee in this position on this accounting line for the fiscal year. The current amount plus the encumbrance amount. IU KFS Guide to Labor Distribution documentation 23 02/28/2012

24 July 1 Position Funding The July 1 Position Funding Lookup screen allows users to display the base budgeted amount of the position as of the beginning of the fiscal year. Lookup Criteria July 1 Position Funding Lookup Screen definitions: Column Fiscal Year Required. Enter the fiscal year or search for it from the Fiscal Year lookup. Chart Code Required. Enter the chart code or search for it from the Chart lookup. Account Number Sub-Account Number Required. Enter the account number or search for it from the Account Number lookup. Optional. Enter the sub-account number or search for it from the Sub- Account Number lookup. Click after entering the appropriate search criteria. Search Results July 1 Position Funding Inquiry Lookup Results definitions: Column Title Fiscal Year Chart Code Account Number Sub-Account Number Object Code Sub-Object Code Name Employee ID The fiscal year in which the position is paid The chart code to which the position belongs The account number from which the position is paid. The sub-account number from which the position is paid, if any The object code for the salary expense The sub-object code for the salary expense, if any The name of the employee occupying this position The employee ID of the employee occupying this position IU KFS Guide to Labor Distribution documentation 24 02/28/2012

25 Position Number July 1 Budget Amount July 1 Budget FTE Quantity July 1 Budget Time Percent The position number from the HRMS Payroll system The budgeted amount for the position as of the fiscal year beginning The budgeted full-time equivalency as of the fiscal year beginning (1 = Full-Time) The percentage of the time in a normal pay period that the employee is scheduled to work (usually 100) Labor Ledger View The Labor Ledger View allows the user to view compensation for a specific employee by accounting string and fiscal period. Actual ('AC') balances can be viewed alone or along with A21 balances. Internal Encumbrance ('IE') balances can also be viewed. Lookup Criteria Labor Ledger View Screen definitions: Criteria Fiscal Year Employee ID Balance Type Code Explanation Required. Enter the fiscal year or search for it from the Fiscal Year lookup. Optional. Enter the Employee ID or search for it from the Employee lookup. Select from the following options: Actual: AC labor entries posted to this fiscal year and fiscal period. A21: A21 entries reflect the fiscal year and period for which the labor entries were originally paid. Note: Selecting A21 will display a combination of both AC and A2 labor ledger entries. Internal Encumbrances: Only entries with an IE balance type. Consolidation Option Include Pending Ledger Entry Select from the following options: Consolidation: Aggregate the amounts by fiscal year, chart, account number, and object code Detail: Aggregate the amounts by fiscal year, chart and account number, sub-account number, object code, and sub-object code Select from the following options: No: Do not include pending entries Approved: Include only approved pending entries All: Include both approved and unapproved pending entries IU KFS Guide to Labor Distribution documentation 25 02/28/2012

26 Search Results The inquiry results include all details about the employee plus the monthly salary expenditure total. Consolidated Option The consolidated option totals the salary amount and shows the description '* ALL * in the Sub-Account Number, Sub- Object Code and Object Type Code columns. Detail Option The detail option shows amount by sub-account number, sub-object code and object type code. Labor Ledger View Results definitions: Column Title Chart Code Account Number Sub-Account Number Object Code Sub-Object Code Balance Type Code The chart code for the salary expense. The account number for the salary expense. The sub-account number for the salary expense, if any. The object code for the salary expense. The sub-object code for the salary expense, if any. A code which distinguishes one type of balance from another. Options are: AC: Actual AC&A2: A21 balances and AC balances combined IE: Intended encumbrances IU KFS Guide to Labor Distribution documentation 26 02/28/2012

27 Position Number Object Type Code Employee Name Beginning Balance Line Amount Contracts Grants Beginning Balance Amount Account Line Annual Balance Amount July - June Year End A number that identifies the position or positions to which the employee is assigned An attribute of object code that is used to identify its general use, such as income, asset, expense, or liability The name of the employee who currently occupies this position (employee) Currently not in use by the KFS The rolling total of all expense since any Contracts and Grants account (for which the individual has performed any activity) began The total of all months listed in the Labor Ledger balance fields The total of amounts shown in the July through June columns The total of any adjustments made during year end closing Labor Ledger View Drilldown Users may drill down to the expense by clicking the amount. For example, in the illustration below, to find out the details for the $53.89 expended in February, users click the amount. Example at right. The transaction ledger entry amounts that make up the total and the associated details are displayed in a separate window. The resulting display is shown below in three parts. Labor Ledger Pending Entry The Labor Ledger Pending Lookup retrieves data stored in Ledger Pending Entry table. Lookup Criteria Entry the Labor IU KFS Guide to Labor Distribution documentation 27 02/28/2012

28 Labor Ledger Pending Entry Lookup definitions: Criteria Explanation Fiscal Year Required. Enter the fiscal year or search for it from the Fiscal Year lookup. Chart Code Optional. Enter the Chart of Accounts code or search for it from the Chart lookup. Account Number Optional. Enter the account number or search for it from the Account lookup. Sub-Account Number Optional. Enter the sub-account number or search for it from the Sub-Account lookup. Object Code Optional. Enter the object code or search for it from the Object Code lookup. Sub-Object Code Balance Type Code Object Type Code Fiscal Period Employee ID Pending Entry Approved Indicator Document Type Optional. Enter the sub-object code or search for it from the Sub-Object Code lookup. Optional (defaults to 'AC'). Enter the balance type code or search for it from the Balance Type Code lookup. Optional. Enter the object type code or search for it from the Object Type Code lookup. Optional (defaults to 'current'). Enter the fiscal period or search for it from the Fiscal Period lookup. Optional. Enter the employee ID of the employee for whom you want to find pending Labor Ledger entries. Optional. Choose to include all pending ledger entries or only those on documents that have been approved ('Processed' or 'Final' status). Optional. Enter the document type name or search for it from the Document Type lookup. Origin Code Optional. Enter the origin code or search for it from the Origin Code lookup. Document Number Organization Document Number Optional. Enter the document number you are searching for. Optional. Enter the organization document number you are searching for. Project Code Optional. Enter the project code or search for it from the Project Code lookup. Organization Reference ID Reference Document Type Code Optional. Enter the organization reference ID you are searching for. Optional. Enter the reference document type code or search for it from the Document Type lookup. IU KFS Guide to Labor Distribution documentation 28 02/28/2012

29 Reference Origin Code Reference Document Number Position Number Optional. Enter the reference origin code or search for it from the Origin Code lookup. Optional. Enter the reference document number you are searching for. Optional. Enter the position number of the employee for whom you want to find pending Labor Ledger entries. Search Results The results are displayed as shown below in four parts. Labor Ledger Pending Entry Lookup Results definitions: Column Title Transaction Ledger Entry Sequence Number Fiscal Year Fiscal Period Chart Code Account Number Sub-Account Number Balance Type Code Object Code Sub-Object Code Object Type Code The sequence number for the transaction assigned by the system The fiscal year associated with this entry in the Labor Ledger The fiscal period associated with this entry in the Labor Ledger The Chart of Accounts code for the account from which the employee is compensated The account from which the employee is compensated The sub-account for the account from which the employee is compensated A code which distinguishes one type of balance from another. Options are: AC: Actual A2: A21 Balances IE: Intended Encumbrances The object code for the account from which the employee is compensated The sub-object code for the account from which the employee is compensated The object type code for the object code from which the employee is compensated IU KFS Guide to Labor Distribution documentation 29 02/28/2012

30 Transaction Debit Credit Code Transaction Ledger Entry Amount Financial System Document Type Code Document Number The debit or credit indicator for the transaction amount The transaction amount The e-doc document type code used for this transaction The e-doc document number generated by the system Origin Code Transaction Ledger Entry Transaction Posting Date Project Code Transaction Date Transaction Date Time Stamp Transaction Encumbrance Update Code Transaction Entry Offset Code Transaction Entry Processed Timestamp Reference Document Number Reference Document Type Code Reference Origin Code Position Number Earn Code Employee ID Employee Record Grade Transaction Total Hours Original Account Number Original Chart Code Original Object Code The code which identifies the source of transaction The description for the transaction The date that transaction was posted The project code for the account from which the employee is compensated The date the transaction was created The time the transaction was created A code to indicate whether the encumbrance is to be updated based on this transaction A code to identify the type of offset transaction to be generated in the G/L The date and time that the transaction was processed The document number of the source system The document type code used in the source system The origination code used in the source system The position number or ID defined in the HRMS Payroll system The identifier for the type of earnings (for example, regular, vacation, overtime) The employee ID defined in the HRMS Payroll system The employee record number associated with the employee ID number in the HRMS Payroll system. This value is a sequential counter to differentiate between employee's jobs. The compensation plan increments for different responsibilities or impact levels of organization jobs The number of labor hours included in the pay period earnings dollar value If this is an error correction, the original account assigned to the transaction If this is an error correction, the Chart of Accounts code assigned to the transaction If this is an error correction, the original object code assigned to the transaction IU KFS Guide to Labor Distribution documentation 30 02/28/2012

31 Original Sub-Object Code Original Sub-Account Number Organization Document Number Organization Reference ID Pay Group Pay Period End Date Payroll End Date Fiscal Period Payroll End Date Fiscal Year Run Identifier Salary Administration Plan Company Set ID If this is an error correction, the Sub-Object Code assigned to the transaction If this is an error correction, the Sub-Account Code assigned to the transaction The document number referenced by the organization which generated the transaction The reference ID referenced by the organization which generated the transaction The pay group code to identify the sets of employees for payroll processing. For example, separate pay groups are created to differentiate exempt from non-exempt employees. The last day of the pay period in which the employee was compensated The fiscal period code which corresponds to the pay period The fiscal year for the payroll end date The reference number assigned to each pay period's payroll process for one or more pay groups The code to assign default compensation packages to workers at the location, job code, or worker level. For example, the values might indicate 10-month academic, 12-month academic, regular 12-month salary, etc. A code to identify a sub-division of the organization to segregate physical or logical operations for payroll purposes The code to group a set of payroll rules together Position Inquiry The Position Inquiry allows users to display information about a position. Position data is defined in the HRMS system but can be viewed in KFS. KFS contains no documents dealing with the management of positions. Lookup Criteria Position Inquiry Screen definition Title Position Number Effective Date Business Unit Department Id Job Code Position Status Optional. Enter a position number. Optional. Enter the date the position became effective. Optional. Enter the business unit which owns the position. Optional. Enter the department ID that position belongs to. Optional. Enter the code which describes the job of the position. Optional. Enter the status of the position. Optional. Enter the description of the position. IU KFS Guide to Labor Distribution documentation 31 02/28/2012

32 Position Salary Plan Default Position Grade Default Optional. Enter the code to assign default compensation packages to workers at the location, job code, or worker level. Optional. Enter the compensation plan increment for the responsibilities or organizational impact level of the job Search Results Position Inquiry Field definitions: Title Position Number Effective Date Business Unit Department Id Position Salary Plan Default Position Grade Default Full Time Equivalency Job Code Position Status Position Funding Display-only. The unique identification number for the position. Display-only. The date the position became effective. Display-only. Position title. Display-only. The Business Unit which owns the position. Display-only. The Department ID (Chart-Org) that position belongs to. Display-only. The code representing the default compensation packages to workers at the location, job code, or worker level Display-only. The code representing the compensation plan increments for the responsibility or impact levels of organization jobs Display-only. The full-time equivalency for the position. Display-only. The code which describes the job of the position. Display-only. The status of the position. For further information, click the Drill Down link. Drilldown The drilldown will display current people in that position and their CSF information. Position Inquiry Field Drilldown, definition of Additional Fields: Title CSF Amount CSF Funding Status Code Display-only for the drilldown screen. Indicates whether the CSF line is active or not. Values include: -: Active CSF line IU KFS Guide to Labor Distribution documentation 32 02/28/2012

33 L: On leave V: Vacant CSF Delete Code Indicates whether the CSF line is active or inactive. '-' indicates active status. D indicates this row has been invalidated. Year End E-Docs On the Main Menu tab, two options on the Year End Transactions submenu are relevant to the Labor Distribution module. The Year End Benefits Expense Transfer (YEBT) document is used to transfer benefit charges for a particular accounting period or set of periods from one or more accounts to another account or accounts. The YEBT document is identical to the Benefits Expense Transfer (BT) document except that is only used during the year-end closing period (beginning July 1 st ) and the YEBT document has different routing rules from the regular BT document. The Year-End Salary Expense Transfer (YEST) document is used to move salaries and staff benefit charges for a given employee for a particular accounting period (or set of periods) from one or more accounts to another account (or accounts). The YEST document is identical to the Salary Expense Transfer (ST) document except that is only used during the yearend closing period and the YEST document has different routing rules from the regular ST document. Important Note: This documentation does not provide a separate section for each individual year end e-doc because these e-docs are similar to their regular e-doc counterparts. For information about business rules for each e-doc, see the section on its regular counterpart. Labor Ledger Year End - Inception to Date The Labor Ledger Year End - Inception to Date Beginning Balance process moves the year-to-date total plus the Contracts and Grants beginning balances to the Contracts and Grants beginning balances of the new fiscal year for accounts with a Fund Group of CG (identified by the parameters CG_DENOTING_VALUE and FUND_GROUP_DENOTES_CG_IND). Business Rules The KFS-LD FISCAL_YEAR_SELECTION parameter is used to compute fiscal year plus 1. Exclude the Labor Ledger Balance record if the balance type is not 'AC. The file created is called ld_balance_forwards.data. Exclude the Labor Ledger Balance record if the chart of accounts code on the account in the Labor Ledger Balance table does not match the chart of accounts code in the Account table. Exclude the Labor Ledger Balance record if the sub-fund group code on the account is not found in the Sub-Fund Group table. Exclude the record if the fund group code for the account is not CG (derived from the Sub Fund Group account attribute). Accumulate various totals during the process and print a summary report at the end of the process. IU KFS Guide to Labor Distribution documentation 33 02/28/2012

34 Attribute Maintenance E-Docs The Labor Distribution documents on the Maintenance menu tab allow users to maintain various tables for salary and fringe benefit calculations necessary to track position costs in the Labor Ledger. Note that most users will only be able to view these maintenance tables. Editing is restricted to members of the KFS-SYS Simple Maintenance Document User role. Labor Distribution e-docs available from the Maintenance Menu: Document Labor Benefits Calculation Labor Benefits Type Labor Object Code Labor Object Code Benefits Labor Position Object Group Code Defines the fringe benefit percentage and object code for Labor Benefit Type by Chart and University Fiscal Year Defines the codes to group like Benefit Object Codes. The Labor Benefits Types are referenced by the Labor Position Object Benefit Document. Defines the attributes for the salary and fringe Object Codes used in the Labor Ledger and associates them to a Labor Object Group. Associates Salary Object Codes with a Labor Benefit Type Code Defines the codes to group like Labor Object Codes. The Labor Object Group Codes are referenced by the Labor Object Code Document. Labor Benefits Calculation The Labor Benefits Calculation document defines the object code and fringe benefit percentage for Labor Benefit Types by Chart and Fiscal Year. The fringe benefit percentage is used to calculate the benefit cost calculation for the Salary Transfer document. Document Layout The Labor Benefits Calculation document includes the Edit Benefit Calculation tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing. IU KFS Guide to Labor Distribution documentation 34 02/28/2012

35 Edit Benefit Calculation tab definitions: Title University Fiscal Year Chart Code Labor Benefits Type Code Object Code Position Fringe Benefit Percent Active Indicator The fiscal year for which this fringe benefit calculation will be applied per the defined percentage. The chart code for which this fringe benefit percentage will be applied. The benefit type code for which this fringe benefit percentage will be calculated. Required. The object code for this fringe benefit type. Existing object codes may be retrieved from the lookup. Required. The fringe benefit percentage to be calculated on this labor benefit type code. Indicates whether this labor benefits calculation is active or inactive. Remove the check mark to deactivate. Labor Benefits Type The Labor Benefits Type document defines codes that group like benefit object codes. Labor benefits types, which are referenced by the Labor Object Code Benefits document, include FICA, retirement, fringe benefits, etc. Note: For more information about the Labor Object Code Benefits document, see "Labor Object Code Benefits" later in this document. Document Layout The Labor Benefits Type document includes the Edit Benefit Code tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing. Edit Benefit Code tab definitions: Title Labor Benefit Type Code Labor Benefits A unique code to identify a labor benefits type. Required. A familiar description for the labor benefit type code. IU KFS Guide to Labor Distribution documentation 35 02/28/2012

36 Labor Benefit Retirement Indicator Optional. Indicates if the object code is a retirement object code. Remove the check mark to deactivate. Note: KFS does not use this information, but it may be referenced by an outside system (such as Payroll). Labor Object Code The Labor Object Code document defines the attributes for the salary and fringe Object Codes used in the Labor Ledger and associates them to the Labor Position Object Code Group. This is how the system knows that a particular object code represents Salary or Fringe Benefits. The Labor Object Codes must be defined in the Chart of Accounts. Note: For more information about Object Group Code, see "Labor Position Object Group Code" below. Document Layout The Labor Object Code document includes the Edit Labor Object tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing. Edit Labor Object tab definitions: Title University Fiscal Year Chart of Accounts Code Financial Object Code Detail Position Required Indicator The fiscal year of the labor object code. The Chart of Accounts code for the labor object code. The labor object. Optional. Indicates if positions associated with this object code are given detailed funding when budgeted. Important Note: This field is only referenced by the KFS Budget Construction Module. Financial Object Fringe or Salary Code Optional. Code to designate 'S' if the object code is for salary or 'F' for fringe benefit. IU KFS Guide to Labor Distribution documentation 36 02/28/2012

37 Financial Object Hours Required Indicator Financial Object Pay Type Code Labor Position Object Group Code Optional. Indicates if the hours are required for the object code. Clear the check box if it is not required. Optional. The pay type code defines it as monthly (M), biweekly (B) or neither (X). Optional. The labor position object group code for the object code. Existing labor position object group codes may be retrieved from the lookup. The object group code groups the object codes into the groups of similar nature such as 'Special Pay,' 'Terminal Pay,' 'Summer Session Pay,' 'Vacation Pay,' and 'Sick Pay,' etc. Note: This field is referenced by Effort Reporting. Active Indicator Indicates whether this labor object code is active or inactive. Remove the check mark to deactivate this code. Labor Object Code Benefits The Labor Object Code Benefits Maintenance document associates salary Object Codes with a Labor Benefit Type Code. One salary code may have several Labor Benefit Type Codes associated with it, each represented by a different row in this table. This information is used to determine which benefits should be associated with a given salary object code for the purpose of Salary Transfer documents. Note: For more information about Labor Benefit Type, see "Labor Benefits Type" earlier in this section. Document Layout The Labor Object Code Benefits Maintenance document includes the Edit Position Object Benefit tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing. Warning! Labor Object Code Benefits Maintenance E-Doc is a Non-Editable Document: You may create a new code for the Labor Object Code Benefits Table, but you may not edit the existing codes since the table contains identifying (key) fields only. Edit Position Object Benefit tab definitions: Title University Fiscal Year The fiscal year of the labor benefits type code. IU KFS Guide to Labor Distribution documentation 37 02/28/2012

38 Chart Code Object Code Labor Benefits Type Code Active Indicator The Chart of Accounts code for the labor benefits type code. The salary object code for the labor benefits type code. A unique code that identifies the labor benefits type code. The types might include 'F' (FICA), 'R' (Retirement), 'G' (Fringe), etc. Indicates whether this labor benefits type code is active or inactive. Remove the check mark to deactivate this code. Labor Position Object Group Code The Labor Position Object Group Code Maintenance document defines the codes to group like Labor Object Codes. The Labor Object Code Group Codes are referenced by the Labor Object Code document and they represent groups like Faculty, Professional, Hourly Staff as well as groups like Special Pay, Terminal Pay, and Summer Session Pay. Note: For more information about Labor Benefit Type, see "Labor Object Code" earlier in this section. Document Layout The Labor Position Object Group Code Maintenance document includes the Edit Position Object Group tab. The system automatically enters data into both the Old and New sections in this tab. Selected data fields are available for editing. Edit Position Object Group tab definitions: Title Labor Position Object Group Code Labor Position Object Group Name Active Indicator A unique code for a labor position object group. Required. The familiar name for the labor position object group. Indicates whether this labor position object group code is active or inactive. Remove the check mark to deactivate this code. IU KFS Guide to Labor Distribution documentation 38 02/28/2012

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