4/14/2015 Arizona State University, Financial Services 1 Payroll Expense Redistribution Entries...

04/18/23Arizona State University, Financial Services1

Payroll Expense Payroll Expense Redistribution EntriesRedistribution Entries

Presented by:Jami Hovet Linda Hartman (Winkelman)


Introduction Introduction

End user training for processing Payroll Expense Redistribution Entries in PeopleSoft

Pilot Program for limited number of departments


AgendaAgenda

How to view payroll expenses posted to Advantage Accounts

Security Role Required for AccessStep by Step Instructions on how to enterViewing a processed entry in PeopleSoftViewing a processed entry in myReports &

AdvantageApprovals, Restrictions, Document

Retention


Overview Overview A payroll redistribution entry that has posted to Advantage is used to

correct:– account number– position number – earnings code

Amounts transferred can be full or partial pay period amounts and are done based on dollar amount, not hours or percentages.

Each redistribution entry is for:– ONE position number– ONE employee– ONE pay period– ONE earnings code

Therefore an employee who had regular time, vacation time, and sick time in one pay period would require three transactions to move the expense for one pay period

Process Entry

View EntryIdentify

Expenses to be transferred


Security Role Required for AccessSecurity Role Required for Access

The FSO Redistribution role is required for data entry and to view processed entries.

HCM Dept Financial Mgr, HCM Dept Position Manager, and HCM Dept Position View will allow view only access.

Security will limit you to process transactions for positions only within your area. – If you need to process a transaction for a position

outside of your area, please submit a paper Redistribution Form to Financial Services. http://www.asu.edu/fs/forms/payroll_redist_multiline.xls


How to Request AccessHow to Request Access

Submit a Security request in PeopleSoft:-ASU Customizations—ASU Security—Create Security Request

Request the FSO Redistribution role– Please notify Jami Hovet, Linda Hartman

(Winkelman) or Wendy Kirk prior to submitting your request.

Oasis security will deny your request unless Financial Services has given prior approval.


How to view payroll expensesHow to view payroll expenses

Demonstrate myReports query using Pay Earnings with Redistribution Query

Review information in query:

– Transaction numbers of 0 are payroll entries and 1XXXXXX are redistribution entries.


Access to myReportsAccess to myReports

If you have Human Resources data warehouse access you also have access to myReports

To request access to myReports go to myReports web page http://www.asu.edu/it/eds/welcome.html and refer to “Getting an Account”


Instructor Demonstrates Instructor Demonstrates Entering a Redistribution Entry Entering a Redistribution Entry in PeopleSoftin PeopleSoft


Entering a Redistribution EntryEntering a Redistribution Entry

•Sign into PeopleSoft (https://hrsa.oasis.asu.edu/psp/asusaprd/?cmd=login) using your ASURITE and password.


Navigate to ASU Customizations ASU HCM Custom ASU Position Management Create Redistribution Entry

You may search by position number, account or employee ID


In this example we searched by Employee ID. Once you click on SEARCH the results will be displayed.


Fill in:– Reasons – limited to 256 characters per text box (Reasons 2 and 3 required

for Sponsored Accounts. If non-sponsored accounts enter NA or X)– REDIST AMOUNT

Click CONTINUE


Fill in data to be changed (position, earnings code, close date or account)

Click SAVE The transaction has now been entered into PeopleSoft


Click on the STATIC/CALCULATED tab to view the transaction number. You may print this screen for your records.

To print use the FILE menu—PRINT PREVIEW and use the drop down menu and choose ONLY SELECTED FRAME

Click on RETURN TO SEARCH, to go back to the Search Menu


Instructor Demonstrates Instructor Demonstrates Viewing a Redistribution Entry Viewing a Redistribution Entry in PeopleSoftin PeopleSoft


How to View a Processed How to View a Processed Redistribution Entry in PeopleSoftRedistribution Entry in PeopleSoft

You may search by Transaction Number, Employee ID, Position Number or Account Number.


When the search results are displayed click on the transaction you want to view.


The transaction is displayed.


How to View a Processed How to View a Processed Redistribution Entry in myReports Redistribution Entry in myReports

and Advantageand AdvantageYou may run the myReports query Pay

Earnings With Redistribution. All transactions codes beginning with a 1 are Redistribution Entries.

In Advantage Redistribution Entries will post as JV with a document number that begins with P3


How to View a Processed How to View a Processed Redistribution Entry in myReports Redistribution Entry in myReports

and Advantage (cont.)and Advantage (cont.)Please note that Workstudy payroll is

processed as a Redistribution Entry in PeopleSoft. Departments will see a 100% charge on their account and then a Redistribution Entry to credit their account for the 70% federal portion. The PeopleSoft transcation numbers are also 1XXXXX and the Advantage transaction is JV P3……….


Approvals & RestrictionsApprovals & Restrictions The role of FSO Redistribution gives you final approval

for all non-sponsored transactions. At this time, the Office of Sponsored Projects and

Research requires all Payroll Redistribution Entries to be submitted to them on the paper form along with a copy of the myReports query.

You should not be entering transactions involving sponsored accounts.

If you are not an authorized signer on the account that the expenses are being transferred to you must obtain prior approval from an authorized account signer.


Document RetentionDocument Retention

Departments are not required to keep paper copies but at their discretion may retain a paper departmental file.

Human Resources will maintain Redistribution Entries in PeopleSoft for up to seven fiscal years after the transaction has been entered.


ErrorsErrors

If you encounter a system error when processing a redistribution entry, please make print screens and notify Jami Hovet, Linda Hartman (Winkelman) or Wendy Kirk in Financial Services.

We are still in the pilot phase and are working to identify system problems.


Where to Get More InformationWhere to Get More Information

myReports Website http://www.asu.edu/it/eds/welcome.html

Commitment Accounting Web Site http://www.asu.edu/fs/commitment_accounting.html

Financial Services Contacts:– Jami Hovet 5-8951– Linda Hartman (Winkleman) 5-7889– Wendy Kirk 5-1925– Yung Briner 5-7403

4/14/2015 Arizona State University, Financial Services 1 Payroll Expense Redistribution Entries...

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