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Home Department Coordinator Meeting

Home Department Coordinator Meeting . UPC - Taper Hall Room 101 June 11, 2013 9:00am - 10:50am HSC – McKibben Room 149 June 13, 2013 9:00am - 11:00am. Agenda. Fiscal Year End Trojan Time - 2013BW14. Fiscal Year End 2013-2014. Fiscal Year End Important Dates.

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Home Department Coordinator Meeting

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  1. Home Department Coordinator Meeting UPC - Taper Hall Room 101 June 11, 2013 9:00am - 10:50am HSC – McKibben Room 149 June 13, 2013 9:00am - 11:00am

  2. Agenda • Fiscal Year End • Trojan Time - 2013BW14

  3. Fiscal Year End2013-2014

  4. Fiscal Year End Important Dates • Quick Reference Guide for 2013 Fiscal Year End and Summer (20132) Student Employment (Doc #4) • Refer To Guide for 2012-2013 Fiscal Year End and New Fiscal Year 2014 (Doc #6)

  5. Fiscal Year End Reports • No Supervisor –lists employees that have a funding line with no assigned supervisor • You will receive this report the week of June 17 by email • Critical that the supervisor data be input for Trojan Time and PPBS purposes • Amount to Pay Discrepancy – lists monthly employees with fund lines with a 6/30/13 end date & a regular rate not equal to the amount to pay. Important tool to ensure correct June monthly pay • You received this report June 7, 2013 • You will receive this report one more time the week of June 17.

  6. Supervisors and Approvers • Payroll Services will create a report for HDCs of employees who do not have supervisors assigned to their hourly and salary funding lines • You will receive this report the week of June 17 via email • Remember – Fund lines with no supervisors do NOT transfer to Trojan Time. Employees with no supervisors will cause MAJOR Trojan Time system errors. • HDCs are encouraged to have your department supervisors verify and confirm the supervisor/approver information on all active funding lines as soon as possible • This will help reduce Trojan Time login problems for BW#14 Payroll To correct supervisor/approvers in PPBS go to PF.PS.FUNDSUPER.U

  7. BDS RolloverBDS data to PPBS • There will be two BDS Rollover Processes • Hourly employees’ FY14 pay rates and encumbrances will rollover from BDS to Payroll, Personnel, Benefits System on the weekend of June 15 – June 16 with an effective date of June 20, 2013 • Salary employees’ FY14 pay rates and encumbrances will rollover from BDS to PPBS on the weekend of June 29 – July 1 with an effective date of July 1

  8. BDS RolloverBDS data to PPBS • From Monday June 17 – Wednesday June 19 you will see both FY13 and FY14 hourly funding lines in PPBS • All activity in Payroll is for FY13 only during this period • Only FY13 funding lines will export to Trojan Time during this time period (2013BW13) • Account names will be preceded by (“13”)

  9. June 17 – June 19, 2013 • Funding Lines 13xxxx • You will see regular rate, amount to pay, month to date, quarter to date, calendar year to date and fiscal year to date on these hourly and salary lines • Continue to use these lines as normal (Payroll check requests, expense transfers etc) • The 13xxxx lines will continue to be the ONLY lines exported to Trojan Time from Monday, June 17 through Wednesday, June 19, 2013

  10. June 17 – June 19, 2013 • Funding lines 14xxxx • Do not use or attempt to use funding lines for fiscal year 2014 (14xxxx) yet! • You may NOT add FY2014 funding lines yet • They are only here for viewing purposes • 14xxxx lines WILL NOT be available in Trojan Time until 06/20/2013

  11. Friday, June 28 • Last day to run FY13 hand-drawn checks and complete any FY13 business • You will not be able to submit any hand drawn checks (on line or paper) after your noon deadline on June 28 • We will not create payroll checks after June 28 until we “re-open” for business on Monday, July 1 • Hand drawn checks processed the week of June 24 on 13xxxx fund lines (monthly) will post to FY13 expenses • Hand drawn checks processed the week of June 24 on 14xxxx fund lines (hourly) will post to FY14 expenses

  12. June 29 – June 30, 2013 • AIS-c2000, WebPPBS and eTrac will be down at 5:00pm on June 29th thru June 30, 2013 • Running 2013 SU03, June Month End, 2nd Quarter End and Fiscal Year End • Rolling Salary funding lines from BDS to ais-c2000, and other rollover processes

  13. July 4, 2013 and July 5, 2013 • Happy Independence Day! • University Holidays

  14. Monday, July 1, 2013 • We are now in FY14 • AIS-c2000 is up and running for business in FISCAL YEAR 2014 ONLY • The month-to-date, quarter-to-date, and FYTD amounts have been zeroed out for 13xxxx funding lines • Do not attempt to use/change/delete any 13xxxx funding lines

  15. Time and Attendance

  16. Trojan Time Fiscal Year End2013

  17. Biweekly #14June 20 – July 3 • All hours worked and not worked will be paid on 14xxxx fund lines for this entire pay period • All 13xxxx fund lines will be ended in PPBS the evening of Saturday June 22, 2013 with an end date of June 22, 2013

  18. June 20, 2013 • FY14 funding lines (hourly) may now be setup in AIS-C2000 • Set up new FY14 funding lines if lines did not rollover from BDS • Employees who do not have an active FY14 funding line will NOT be able to record activity on Trojan Time

  19. Biweekly #14July 4 – Approval Day • It is highly recommended that all approvers review and take the necessary action on Trojan Time timesheets on Wednesday July 3 before the July 4 holiday! • Approvers must review and take the necessary action to timesheets (i.e, populate missing punches, add work and non-worked hours, approve, reject) by no later than Thursday, July 4 at midnight

  20. Biweekly #14 July 5 - HoursUpload • Trojan Time time file will begin the upload processes at noon on Friday, July 5 (University Holiday) • Expect AIS-C2000 to be unavailable from at least 12pm–2pm

  21. Friday, July 5 • Home Department Coordinators MUST run & check PPBS Report #3 and review all Trojan Time error reports • Reminder: Report #3 is not available after the pay cycle is run • You must download and review Friday or Saturday before 5pm!

  22. College Work StudyBW#14

  23. Summer CWSP June 20 – June 30 • The last day to enter CWSP data in the Student Information System (SIS) is Friday,June 14 • If you have new hires with summer work study and you want them to work this week, use the AIS-C2000 STUHIRE process and pay via object code 14710 if enrolled and 12740 if not enrolled

  24. Summer CWSPJune 20 – June 30 • Do not use Trojan Time to record hours worked for Summer CWSP • In order for us to be able to charge payroll for hours worked on these days to the appropriate federal and departmental account and fiscal year, you must use a paper timesheet for these days • Submit the paper timesheets to University Payroll Services by 10am on Monday, July 1 • Payroll will process these timesheets as special hand drawn check to be included in FY 13 • Checks will be released on BW#14 pay day

  25. CWSP for BW#14 • On July 1 students may begin to use 2013/2014 Academic Year CWSP award funds • July 3 will be the first interface from SIS to Payroll for FY14

  26. Other Biweekly #14Information • Pay cycle will run on Saturday, July 6 • AIS will send pay data for June 20 – July 3 to Financial System for inclusion in FY14 July General Ledger • Biweekly pay day is on Wednesday, July 10

  27. Have a great

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