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Hands-on Lab Session

Hands-on Lab Session. Agenda. Resources. Payroll Workflow-Hire. Start Date Salary Position Term Date Documents I-9. Review for accuracy Auto print form Auto upload to PeopleSoft. Reject Code. Nightly Update. Department Create HIRE form Approve and transmit Attach documents.

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Hands-on Lab Session

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  1. Hands-on Lab Session

  2. Agenda Administrative Applications Development

  3. Resources Administrative Applications Development

  4. Payroll Workflow-Hire • Start Date • Salary • Position • Term Date • Documents • I-9 • Review for accuracy • Auto print form • Auto upload to PeopleSoft RejectCode • Nightly Update • Department • Create HIRE form • Approve and transmit • Attach documents • Review payroll action • Approve • Reject • Nightly Download Administrative Applications Development

  5. Types of Personnel Actions • Hire/ReHire/Add Concurrent Job • Includes New Academic Appointments • Job Data Change • Includes Transfers, costing changes, job reclassifications, schedule changes, change to end dates • Costing Changes (Changes to Effort) • Additional Pay • Includes Third Party Payments • Termination/Retirement/Leave of Absence • Includes Layoffs Administrative Applications Development

  6. Employee Tab Costing Changes can be any future date • Effective Date • Date of change or beginning of a payroll period • Check the OFS Payroll Deadlines for dates • Employee Class • The correct employee class displays personnel of in the selected class. • Action/Reason • The selected Action/Reason determines which items are available for data entry These 2 items work together to open up the appropriate data entry fields Administrative Applications Development

  7. Academic Appointments: 3 Types Wasabi Employee Class = PeopleSoft EmplClass Administrative Applications Development

  8. Employee Classes Faculty Research Scientists Annual Administrative Applications Development

  9. Job Data-1 Tab • Job Code • List of job codes determined by Employee Class • Determines which fields are available for data entry. • Contact HR for administrative/support staff • Office of Faculty Affairs for Academic Appointments. • FTE (full time equivalent) = FTE/Sal Admin Plan • Schedule must relate to Standard Hours • Standard Hours must match Sal Admin Plan • To change schedule, contact UFS_CRT@harvard.edu • Salary – enter FTE; 6 digits after decimal • On HIRE form - ASPIRE number and date Affirm Action form is signed are required Administrative Applications Development

  10. Job Data-2 Tab • Business Title • Must enter a title • Academic titles must be approved by OFA • End date • Required for Annual Appointees • Date entered will generate an auto termination • Use iCalendar to keep on top of auto term dates • Also used for last recurring payment in Additional Pay action Administrative Applications Development

  11. Address & Education Tabs • Address • Complete all 3 Addresses-select drop down arrow • Home • Select Country first if not USA • If foreign “state”, Select State and uncheck USA box • University - Select from Address Location list • Check – If Postal and Check is selected on Employee Tab, enter address • Education • Contact UFS_CRT@harvard.edu if school is not on list • If tab is not completed at time of hire, HR will need to enter education data into PeopleSoft Administrative Applications Development

  12. Coding Tab • Will appear when Action/Reason requires costing information • Wasabi adds the correct payroll object code based on the Employee Class • The calculator is used to apply the over-the cap amount to a companion account when cost sharing is involved • The variance must be 0% before the payroll action can be saved/transmitted Administrative Applications Development

  13. Hiring: I-9 Submission (Before the HIRE Form) • Employee Verification Process • Go to the WasabiHire Form • Action/Reason = SPH Action/I-9 Submission (Submit I-9) SPH Action/I-9 Submission (Submit I-9)

  14. Request Account Access When coding to an Tub/Org outside of your own Org (Dataset) • Obtain other unit’s account string • Go to AccountsAccount Maintenance • Enter the account string and a title • Change status to “Current” • Select “Request Access” • Check Journal box • Leave default approver or select someone else • Select an expiration date (default is 2 weeks) • Select “Save” (Important!) Understanding Access Requests Administrative Applications Development

  15. Exercise - Payroll Actions • Select one of 3 Payroll Actions • Job Data Change • Job Reclassification • Unpaid to Paid Appointment Work in your own Dataset Delete the payroll action when finished Administrative Applications Development

  16. Personnel Reports • Employee Report –combines PeopleSoft and G/L on 1 report • Job Snapshot Report –short view of current info • Address Report -export details of employee information • Distribution Report -cost distributions • Form Status Report -workflow status of payroll forms • Additional Pay Report – summary of additional pay actions • iCalendar Subscriptions – add Term dates, Visa expirations and other payroll dates to your Outlook Calendar Administrative Applications Development

  17. Journal Workflow Central-G/L Harvard Data Warehouse Wasabi-HSPH Journal “feed” to Central is every ½ hour Journal Status Descriptions Administrative Applications Development

  18. Using Fringe Bypass • Where? - on payroll journals • When? – journal period is not the current fiscal year. • Why? – you want to calculate fringe using the correct (prior) fringe rates. • How? – Select “Y” in the “Bypass Fringe” column on the Coding Tab • What? – Wasabi automatically adds fringe lines and amounts. Go back and add fringe amount to the control total. Administrative Applications Development

  19. Clone/Reverse a Journal • Clone an existing journal • Reverse a journal • Reverse an existing invoice • Created in HCOM, Web Reimbursement, Corp Card • Select correct account for debit Administrative Applications Development

  20. Importing a Journal • Separate file formats for: • General Journals • Payroll • Stipends Administrative Applications Development

  21. Exercise - Journals • Journal Features • Create Payroll journal • Use Fringe Bypass • Run Journal Reports Administrative Applications Development

  22. Cost Transfer A cost transfer (CT) is a journal entry that transfers an expense onto a federally-funded sponsored award. that was previously recorded elsewhere on Harvard's General Ledger and requires institutional approval before it can be posted to the General • Wasabi Online Manual-Cost Transfers • HLCRA Website/Financial Policies • OSP Cost Transfer Policy Website Administrative Applications Development

  23. Cost Transfer Prompt If Yes, you will see the following: Administrative Applications Development

  24. Cost Transfer Decision Prompt You Decide CT Override CT JV

  25. Approval Process at Harvard Chan School • Under 90 Days – Department approves Cost Transfer – or- SPH SPA office approves • Over 90 Days – SPH SPA office approve and sends to OSP See the OSP Cost Transfer web page for specific information and tools to help you with Cost Transfers. Administrative Applications Development

  26. How does Wasabi Handle Cost Sharing Journals? • Spending beyond the amount funded by the federal sponsor as defined by the award. • Companion account contains non-sponsored fund/sponsored activity combination – an “uh-oh” in Wasabi • Use a cost sharing journal type when the coding results in a non-sponsored fund and a sponsored activity: • Journal type 92 – Monthly (Faculty) payroll • Journal type 93 – Biweekly (Admin & Profess /Support Staff) payroll • Journal type 14 – Weekly (Temporary)payroll • Journal type 64 – non-payroll journal • FAQs on Cost Sharing Journals Item b. • HLCRA Website/Financial Policies Administrative Applications Development

  27. Requesting an Override • Send a Help Request -or- • Use the Notify button and send an email to Wasabi • Be sure to attach backup documentation (a PDF file) • Tell us the reason for the override. Administrative Applications Development

  28. Attach Image If you need to add supplemental documents, use the View/Attach Image feature: • Select G/L radio button • Select Batch ID from picklist • Browse to upload file – or – • View document that was previously uploaded Administrative Applications Development

  29. Attach Buttons • When a document is required, [Attach] button will appear in red. • Button changes to greenafter document is uploaded. • Additional Pay for Late Reimbursements • 3rd Party Gifts • I-9 Forms

  30. Notify Button • Auto sends an email to your approver when journal is ready for transmittal.

  31. Featured Report -iCalendar Administrative Applications Development

  32. Identify Auto Terms Administrative Applications Development

  33. Wasabi Wizards • Masks SSN • Calculate Hourly Rate • Cost Sharing Wizard Administrative Applications Development

  34. Questions? • Thanks for coming today • Contact wasabi@sphofs.harvard.edu Administrative Applications Development

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