InfoPorte System Updates

Transcription

1 Release 6.4, April 6, 2015 Special Editin: Finance- & HR-related changes t persnnel encumbrances Finance Grants HR Faculty Dashbard n updates Access Updates n updates General Summary f the Changes Special Editin: Finance- & HR-related changes t persnnel encumbrances CnnectCarlina n lnger calculates persnnel encumbrances. InfPrte nw displays infrmatin frm a new persnnel prjectin tl. In Finance, yu can see this infrmatin n the Main Ledgers and the Transactins tabs. There is als a new reprt in HR. (click here fr mre infrmatin) (click here fr mre infrmatin) Finance All the ledger rllups are nw under ne main tab called Ledger Rllups, with tabs underneath fr the different ledgers. There are three new rllups fr parent, FAMODET, and capital imprvement ledgers. (click here fr mre infrmatin) The Ledger Rllup tab nw has grand ttal lines fr revenues and expenses. (click here fr mre infrmatin) The OSR Ledger Rllup tab nw shws direct and indirect charges separately. (click here fr mre infrmatin) The Main Ledgers tab nw includes a clumn fr sft encumbrances entered in InfPrte. (click here fr mre infrmatin) The Reference 2 clumn f the Transactins tab nw shws the purchase requisitin ID assciated with a vucher. (click here fr mre infrmatin) The GL Transactins tab has been renamed the GL Activity tab. (click here fr mre infrmatin) If yur schl r divisin budgets n CnnectCarlina cst cde r prgram, a new reprt makes it easier t see a quick summary f budget and actuals fr all yur cst cdes and prgrams n ne page. Frm there, yu can drill dwn t mre detailed balances, and then t the transactins that make up thse balances. (click here fr mre infrmatin) 4/6/15 1

2 The functin that allwed yu t replace CnnectCarlina cst cdes with InfPrte cst cdes has been remved (this was called the cst cde verride functin). (click here fr mre infrmatin) Grants The Grants Details tab nw shws mre infrmatin abut hw yur grants are defined, gives a quick snapsht f the grant s financial status, and has mre accurate persnnel allcatins. (click here fr mre infrmatin) HR In sme cases, the Emplyee List, Payrll tab, and the HR SAS reprts shwed duplicate entries if a psitin was funded and an emplyee was in the psitin (reprts shwed ne line fr the psitin funding and anther fr the emplyee ccupying the psitin). This prblem has been crrected. General A new webpage cllects infrmatin abut reprting in ne place: the Reprting tab n the website. (click here fr mre infrmatin) 4/6/15 2

3 Special Editin: Finance- & HR-related changes t persnnel encumbrances The CnnectCarlina team develped a new persnnel prjectin tl t address the prblems with persnnel encumbrances in CnnectCarlina. InfPrte nw displays the infrmatin frm the new persnnel prjectin tl. Listed here are highlights f the tl and hw it wrks t help yu better understand the infrmatin yu see in InfPrte. Prjectins are fr UNC emplyees, except hurly students and hurly temprary emplyees. At this time, prjectins are calculated thrugh 6/14/2015 fr bi-weekly emplyees, and 6/30/2015 fr mnthly emplyees, regardless f fund type. Prjectins are fr Regular Earnings nly. Fringe benefits currently display as zer, but will be available by the end f April. Remember, prjectins are based n regular earnings, nt earnings like vertime, clinical cmpensatin, and s n. Prjectins are calculated using an emplyee s mst recent cmpensatin (regular earnings nly), multiplied by the number f pay perids remaining in FY15. Fr example, a faculty member is paid $120,000 per year. As f tday, April 6, there are three mnthly pay perids left. The prjectin is calculated as: $120, pay perids 3 pay perids remaining = $30, prjected Prjectins are recalculated after every payrll is run. The recalculatin isn t specific t bi-weekly, r mnthly emplyees. Instead when the calculatin is run, it lks at an emplyee s latest effective dated payrll change fr that payrll perid. Fr example, the faculty member in the previus example receives a raise n the 15 th f April, and nw earns $144,000 per year. Yu will see April, May and June prjectins updated after the April 17 biweekly payrll is run. $144, pay perids 3 pay perids remaining = $36, prjected Biweekly emplyee prjectins are prrated by wrk days, and mnthly emplyees by calendar days, which include Saturdays and Sundays. Let s lk at a biweekly emplyee as an example: Funding fr a biweekly emplyee changes n April 14, which is in the middle f pay perid B21. B21 is fr wrk dates April 6-April 19, and pays n May 1. B20 payrll is paid n April 17. The prjectin calculatin runs clsely behind the payrll pay date. The prjectin calculatin fr B21 will distribute April 6, 7, 8, 9, 10 and 13 n the riginal funding, and April 14, 15, 16, and 17 n the new funding. The prjectins are calculated n active emplyees, as f their last payrll date. Fr example, an emplyee is paid n April 30, and terminated n May 1. The prcess runs and calculates prjectins fr May and June, because he was an active emplyee in April. When the next prcess after May 1 runs, the emplyee will n lnger be active, and will have n prjectins. 4/6/15 3

4 Prjectins are calculated beynd the funding end date. Fr example, my grant ends April 30, but prjectins are still calculated fr May and June. Wrk cntinues n the prjectins tl. The next rund f changes will prvide prjectins fr emplyer-paid fringe benefits, and fr General Administratin emplyees. Persnnel encumbrances replaced by new Prjected clumns n Main Ledger tab; Detail available n Transactins tab and Salary Prjectin reprt CnnectCarlina n lnger calculates persnnel encumbrances. InfPrte nw displays infrmatin frm the new persnnel prjectin tl. In Finance, yu can see this infrmatin n the Main Ledgers and the Transactins tabs. In HR, yu can see this infrmatin n the Payrll tab s Salary Prjectins reprt. Main Ledgers tab The Main Ledgers tab includes fur new clumns: 1. Sft-Encumb Amt ttal f sft encumbrances entered in InfPrte 2. Prjected Earnings ttal f prjected earnings; replaces persnnel encumbrances 3. Prjected Fringe ttal f emplyer-paid benefits and taxes; replaces persnnel encumbrances. Fringe benefits currently display as zer, but will be available by the end f April. 4. IPT Balance in effect, the true available balance a. Available Balance Sft-Encumb Amt Prjected Earnings Prjected Fringe = IPT Balance T see the fur new clumns, yu ll need t set the Shw Prjectins filter t Yes and click n Search. 4/6/15 4

5 The new clumns display t the right f the Available Balance clumn. Click n the accunt s hyperlink, t g t the Transactins tab and see the transactins that cmprise the prjected earnings and prjected fringe amunts. Transactins tab The easiest way t see the prjectins transactins is by clicking frm the Main Ledgers tab t the Transactins tab. When yu d, yu ll ntice that the prjectins and any expense transactins are displayed n the screen. The Ledger and Trans Type clumns help yu identify the prjectins. The Ledger clumn has the ledger grup (fr example, STATE r TRUST), fllwed by HR Prjectin in parentheses. The Trans Type is HR_Prjectin. Yu ll als ntice the emplyee s name is prvided in the Descriptin clumn, and PID in Reference 1. 4/6/15 5

6 The ttal f the HR_Prjectins equals the ttal f the prjected clumns n the Main Ledgers tab. $2, Yu can als g directly t the Transactins tab t search fr HR prjectins. Yu ll need t use the Advanced filters: Trans Type and Shw Prjected. T see nly HR prjectins, select HR_Prjectins in the Trans Type filter. T include HR prjectins with ther transactin types, select Yes in the Shw Prjected filter, and use nly this filter. 4/6/15 6

7 Salary Prjectins reprt The Salary Prjectins reprt (HR > Payrll > Salary Prjectins) has detail nt available n the Transactins tab, including distributin percentage, ttal taxes, and mre. Yu can run the reprt by pay perid begin r end date, department, chartfield string, emplyee, r a cmbinatin f filters. Nte: Pay Begin Date and Pay End Date limit the results t thse particular perids. If the same filters are used (dn t use Pay Begin Date r Pay End Date) the ttals n the Salary Prjectins reprt tie back t thse n the Main Ledgers and Transactins tabs. $2, Helpful infrmatin abut the Salary Prjectins reprt Mst filters (Surce, fr example) require yu t scrll and select the value yu need, instead f entering it (Prgram, fr example). Selecting values lets yu chse multiple values at the same time. Right click n the infrmatin returned t exprt t Excel. 4/6/15 7

8 Details include pay grup, emplyee name and ID, psitin number, and cmplete chartfield string. Other detail infrmatin is: Dist Percent distributin percentage fr the chartfield string Earnings earnings prjectin fr the crrespnding chartfield string Ttal Deductins emplyer-paid deductins (health, dental, retirement, and s n). This infrmatin currently displays as zer, but will be available by the end f April. Ttal Taxes emplyer-paid State and Federal taxes. This infrmatin currently displays as zer, but will be available by the end f April. Check Date date the emplyee will be paid using this distributin methd Pay Begin Date beginning f the payrll perid Pay End Date end f the payrll perid Start Date If there is a mid-perid change in the funding, the start date changes fr the distributin created. If there is n mid-perid change, the date is the same as Pay Begin Date. End Date If there is a mid-perid change in the funding, the end date changes fr the distributin created. If there is n mid-perid change, the date is the same as the Pay End Date. As f Date effective date frm the Department Budget Table (DBT) used fr creating prjectins; mst relevant if there is a mid-perid funding change. 4/6/15 8

9 Details abut the ther changes in this versin The ledger infrmatin is nw under ne main Ledger Rllups tab, and several new tabs have been added All the ledger rllups have been brught under ne main tab called Ledger Rllups, with tabs underneath fr the different ledgers. The Main Ledgers tab cntains the F&A, State, and Trust ledger grup balances. The OSR Ledger tab cntains cntract and grant balances. There are als three new sub-tabs: Parent Ledgers, FAMODET, and Capital Imprvement. There is still a single Transactins tab. The Transactins tab shws the transactins based n the ledger and ther search criteria yu enter. The ledgers available are Capital Imprvement, F&A, FAMODET, OSR, State, and Trust. Except fr Parent Ledgers, the ledger rllups perate the same in that each chartfield string and accunt in the search results is a link that takes yu t the transactins that cmprise the balance f that chartfield string r accunt. Parent Ledgers d nt link t the Transactins tab. The new sub-tabs are explained further belw. 4/6/15 9

10 Parent Ledgers tab The Parent Ledgers tab cntains the budget infrmatin fr State and F&A parent ledgers. The parent ledger balances are mst useful t MOU Leads. The parent ledgers shw the cumulative budget amunt fr all the departments within a schl r divisin. Fr example, the Cllege f Arts and Sciences has a parent budget, and all the departments within the Cllege, such as Bilgy, have a child budget that is a subset f the parent budget. The search fields n the Parent Ledgers tab change based n the ledger yu select. This is driven by the chartfields the ledger is budgeted n. F&A PAR The F&A parent budget des nt budget by Accunt, s this field des nt appear when yu select the F&A parent ledger. When yu select the F&A PAR ledger, Accunt des nt appear as a search field because F&A des nt budget by Accunt. The F&A PAR ledger shws the F&A parent budget infrmatin. Ntice the chartfields are the rlledup chartfields 4/6/15 10

11 STATE PAR The State Parent ledger budgets by accunt, fund, surce, and department. That s why all fur f these search fields appear when yu select the State parent ledger. When yu select the STATE PAR ledger, the chartfields yu use t budget State funds appear. The STATE PAR ledger shws the State parent budget infrmatin. 4/6/15 11

12 FAMODET tab FAMODET are the budget ledgers used by Business Services & Administratin, Energy, Envirnment, Health & Campus Safety, and Facilities Services. There are three different FAMODET budget rulesets. All three rulesets budget n surce, accunt, and department. Prject ID is ptinal. Prgram and cst cdes are used fr sme f the rulesets and nt thers. All the chartfields appear when yu select the FAMODET ledger, even thugh nt all FAMODET ledgers budget n prgram and cst cde. 4/6/15 12

13 Capital Imprvement tab The Capital Imprvement budget ledger is used by Facilities Services. Capital Imprvement budgets n fund and surce. The fund field allws yu t search by the first three digits frm the drpdwn menu, r yu can enter the whle fund cde. 4/6/15 13

14 The Main Ledgers tab nw has Grand Ttal lines fr Revenues and Expenses The Main Ledgers tab under the Ledger Rllups tab nw has a Grand Ttal Revenue and Grand Ttal Expense line. These lines appear at the bttm f the screen and are the ttal f the revenues and expenses in the Available Balance clumn. The Grand Ttal Revenue line nly appears fr State and Trust ledgers and nt fr F&A, since departments d nt prcess revenue transactins fr F&A. This is the grand ttal f all revenues and expenses in the Available Balance clumn. 4/6/15 14

15 The OSR Ledger Rllup tab shws separate ttals fr Direct and Indirect csts The OSR Ledger Rllup tab nw shws separate ttals fr direct and indirect csts. Main Ledgers tab includes a clumn fr Sft Encumbrances A sft encumbrance is a way t earmark funds fr future use, and exists nly in InfPrte. If yu have access, yu can create sft encumbrances in the Sft Encumbrance tab. Sft encumbrances are included in the IPT Balance clumn. T see the Sft Encumbrance clumn, yu ll need t set the Shw Prjectins filter t Yes and click n Search. Fr thse f yu already using the Sft Encumbrances feature, yu can nw easily see hw the sft encumbrances affect yur balance. 4/6/15 15

16 Can nw see the Purchase Req ID assciated with a Vucher The Reference 2 clumn n the Transactins tab nw shws yu the PO number and the purchase requisitin ID assciated with a vucher. This will make it much easier t recncile epr Vendr Catalg rders. That s because the purchase requisitin eventually becmes a vucher t prcess payment t the vendr. It is the vucher that yu recncile, but typically yu have the purchase requisitin ID as backup. NOTE: This change didn t make it int the new versin released tday (4/6), but will be available in InfPrte befre the end f the week. The GL Transactins tab renamed t the GL Activity tab The GL Transactins tab has been renamed the GL Activity tab t better represent the infrmatin cntained in the tab. The GL Activity tab is used t recncile cash advances, but therwise, is nly used by a few departments n campus. The lines n the GL Activity tab d nt represent individual transactins. Each line n the GL Activity tab represents a jurnal entry in the actuals ledger that was generated frm transactins entered in a CnnectCarlina subsystem. Subsystems are the varius areas f CnnectCarlina where yu enter transactins, such as purchase requisitins and vuchers. Additinal dcumentatin and training n this tab is frthcming. 4/6/15 16

17 Cst Cde tab renamed Prgram/Cst Cde tab, and nw shws prgram and cst cde inf n ne page The Cst Cde tab has been renamed the Prgram/Cst Cde tab, and nw lets yu see a summary f all yur prgrams and cst cdes n a single screen. Nte: Our current prgram and cst cde budget definitins d nt let us reprt prgram r cst cde infrmatin by Fundatin, and d nt recrd revenue transactins. A slutin is being wrked n t meet this need and will be available fr the next fiscal year, FY16. The slutin will allw yu t reprt fundatin and revenue transactins yu enter in FY16. There are five tabs underneath the Prgram/Cst Cde tab: Summary search fr a specific CnnectCarlina prgram r cst cde; als shws a summary f the CnnectCarlina prgrams and cst cdes belw the search fields. Nte: Yu can search fr yur prgrams and cst cdes by using the % wildcard. Fr example, if yur cst cdes begin with the letter A, yu can type A% t see all cst cdes that start with A. Rllup shws Ledger Rllup infrmatin fr CnnectCarlina prgrams and cst cdes. Transactins shws transactin infrmatin fr CnnectCarlina prgrams and cst cdes. List lets yu t search fr specific CnnectCarlina cst cdes. IPT List is the same thing as the Cst Cde tab prir t this release. It shws a listing f InfPrte Cst Cdes and prvides the ability t create and edit thse cst cdes. Ntes: The PepleSft Cst Cde reprt under the Financial Reprting tab has been remved. T see infrmatin n yur InfPrte cst cdes, yu can use the Cst Cde reprt under the Financial Reprting tab. This reprt will eventually be replaced by a reprt similar t the new Prgram/Cst Cde Rllup tab. 4/6/15 17

18 Drilldwn n the Prgram/Cst Cde tab t see balances and the transactins that make up thse balances There is drilldwn capability n the CnnectCarlina prgram and cst cdes. Fr example, when yu click a CnnectCarlina cst cde frm the Summary tab, the Ledger Rllup infrmatin appears fr that cst cde. Frm the Ledger Rllup infrmatin, yu can click individual accunts t see the transactins that cmprise the accunt ttals. Clicking here shws the Ledger Rllup. And clicking here. shws the transactins. 4/6/15 18

19 Can n lnger verride CnnectCarlina Cst Cdes In the past, InfPrte let yu replace a cst cde that was entered in CnnectCarlina with an InfPrte cst cde. This feature was cnfusing and used incrrectly by many InfPrte users, and s has been remved. Yu can still add additinal cst cdes t transactins in InfPrte, but yu can n lnger use InfPrte t replace a cst cde that was entered in CnnectCarlina. Remember, any cst cdes yu add in InfPrte d nt make their way back t CnnectCarlina. Grant Details tab shws mre infrmatin abut yur grants The fllwing enhancements have been made t the Grant Details tab. 1. Additinal fields have been added t the Prject Details sectin. These are: Rebudgetary Allwability Invice Frequency (aka billing frequency) OSR Pst-Award Administratr Prime/Sub Indicatr Prime Prject Start Date OSR Financial Reprter Prime Accunt Number Prime Prject End Date Original Prpsal 4/6/15 19

20 2. The Financials sectin nw shws separate ttal lines fr Direct and Indirect csts. The Balance (Direct nly) line des nt include indirect csts. The Balance line is a ttal f direct and indirect csts. The calculatins are: Budget = Direct Ttal Budget + Indirect Ttal Budget Balance (Direct nly) = Direct Ttal Budget Actuals (Direct) Encumbrance Preencumbrance Balance = Budget Actuals (Direct) Actuals (Indirect) Encumbrance Preencumbrance The Balance des nt include cst share. 3. The Rllup Details sectin at the bttm f the Grant Details tab nw has lines fr direct and indirect budget infrmatin, as well as cst share ttal (if applicable) fr the prject. 4/6/15 20

21 4. The infrmatin in the Persnnel Details sectin is nw crrect. This sectin nw shws: actual funding frm the grant and the percent t ttal, cst share amunt and percent, and percent f each persn s ttal effrt n the grant. Jane De Jhn De Jimmy De Jessie De Infrmatin abut reprting cllected in ne place Past release ntes, webinars, infrmatin abut the reprting task frce all reprting infrmatin has been cllected in ne place: the Reprting tab n the website. 4/6/15 21