Salary and Benefit Adjustment

1. Salary and Benefit Adjustment

2. Introductions

3. Learning Outcome By the end of the training session, participants will understand how to transfer salary and benefit expenditures from one combination code to another, as required, using the Salary & Benefit Adjustment function in the PeopleSoft Human Capital Management (HCM) application. This is done in accordance with established business processes and policies.

4. Agenda • Learning Objectives • Salary & Benefit Adjustment Overview • Roles and Responsibilities • Business Rules and Policies • Demonstration in HCM • Error Messages • Summary Questions • Security Access • Questions

5. Learning Objectives At the end of this course, the learner will be able to • Describe the purpose and function of PeopleSoft HCM Salary & Benefit Adjustment • Briefly describe the Salary & Benefit Adjustment Process in PS HCM and the roles and responsibilities associated • Be familiar with HR/University policies and business rules relevant to Salary & Benefit Adjustments • Complete Salary & Benefit Adjustments for each distribution method, applying the appropriate policies and business processes

6. The transfer of salary and benefit expenditures from one combination code to another in PS HCM, in order to have salary and benefit expenses applied to the appropriate combination code. Types of payroll expenses that can be distributed: Salary expenses Benefit expenses Benefit Premiums (Life, LTD, Dental, Supplementary Health, Pension, EFAP) Statutory Deductions (CPP, EI, WCB) What is Salary & Benefit Adjustment? Learning Guide Concept 1

7. The General Ledger process runs the night of semi-monthly and monthly payroll confirm. Transactions will be available to process through the Salary & Benefit Adjustment page in HCM the following day. Salary & Benefits Adjustments can be processed Monday to Friday, between the hours of 7am – 7pm. Timing of Salary & Benefit Adjustment Learning Guide Concept 1

8. Required adjustments are made on the HCM Salary & Benefits Adjustment page Adjustments are done for individual employees, for one or more pay periods at a time Multiple components can be adjusted at the same time (salary, benefits, and statutory deductions) The Update Actuals Distribution and Commitment Account Actuals batch processes (in HCM) run nightly to process Salary & Benefit Adjustments Adjusted transactions are sent to PS Financials and Journals are generated Adjustments can be verified Salary & Benefit Adjustment Process Overview Learning Guide Concept 1

9. May provide clarification and/or assistance for the Salary & Benefit transactions Notify departments and faculties of Salary & Benefit Adjustment system changes, and the Accounting dates at year end Roles and Responsibilities: HRS Learning Guide Concept 1

10. Ensures those granted access understand and adhere to the business rules and policies prior to processing Salary & Benefit adjustments Ensures proper measures are in place to ensure compliance with internal controls and University policies and procedures Retain documentation for audit verification and review, for a period of 7 years Roles and Responsibilities: Faculties/Departments Learning Guide Concept 1

11. Suspense Distribution Combination Code Changes Documentation Invalid Combination Codes Expenditure Reports TEEF/TABS Accounting Date PeopleSoft System Availability for Salary & Benefit Adjustments Business Rules and Policies Learning Guide Concept 1

12. Demo

13. Navigation to Salary & Benefit Adjustment

14. Adjustment Reason must be selected first 001 – Research project over expenditure 002 – Research project past end date 003 – Research Project not set up 004 – Research – Salary Transfer 005 – Research – benefits not allowed 006 – Operating – Salary Transfer 007 – Clear Suspense 008 – Incorrect Combination Code Adjustment Reason in HCM Learning Guide Concept 2

15. Change Method: Adjust % to one or multiple (account numbers, combo codes) Flat amount to one or multiple(account numbers, combo codes) Change Method in HCM Learning Guide Concept 2

16. Salary & Benefit Adjustment Error Messages Learning Guide Concept 2

17. Chartfield Combination Invalid: • The Chartfield Combination chosen in not valid -Although the combination code may be active, the accounting date of the transaction does not fall within the start and end date of the project that is associated with the combination code. What should I do? • For Operating Combination Codes call Financial Services. • For Trust Combination Codes call Research Grants Office.

18. Invalid Combination Code: • Invalid value – press the prompt button or hyperlink for a list of valid values. The value entered in the field does not match one of the allowable values. You can see the allowable values by pressing the Prompt button or hyperlink. What should I do? • The Combination Code or Account is not in the tables. Either the combination code does not exist or it has been keyed incorrectly. Check the Combination Code that was entered. The Combination Code may not have been set up or is inactive. • For Operating Combination Codes call Financial Services. • For Trust Combination Codes call Research Grants Office.

19. Transaction Fields missing or incomplete: • All change information fields must be filled in before saving an adjustment. You must fill in the Reason, New Combination Code, and Amount or Percentage prior to saving a transaction for processing. What should I do? • Complete all fields on the page prior to clicking the SAVE button.

20. Selected rows are incompatible to each other/ Please select only one Status • Multiple Pay periods can't be selected together if they have a different status. • Multiple Pay periods can't be selected together if saved with different reason code, criteria selection. What should I do? • Select each pay period separately for review

21. Summary Questions 1. What is the navigation to Salary & Benefit Adjustment? • Payroll for North America> Payroll Distribution>Commitment Accounting CAN> Employee Sal/Ben Adjustment* 2. SBA is in most cases to change what piece of data? • Combination Code is the most common change 3. Can you adjust one transaction line to more than one Combination code? • Yes, distribute to more than one combination code • Can you distribute one line to a particular combination code and then distribute a different line (within the same adjustment) to a different combination code? • Yes, add changes to multiple transaction lines using different combination codes • By what 2 methods can you adjust? • % and by flat amount • If you enter a sal/ben adjustment today, can you clear them tomorrow? • no, overnight GL process removes them from pending. To fix, do another adjustment

22. Security Access Request security role ZHPY_SALBEN_DIST_ADJUSTMT

23. Helpful Resources IST Help Desk: e-mail: helpdesk@ualberta.ca phone: (780) 492-9400 Human Resource Services: www.hrs.ualberta.ca / reception: (780) 492-4555 • Contact Us link

24. Questions If you have any questions please contact PeopleSoftHCMUpgrade@ualberta.ca