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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

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Agenda

• Fiscal Year End • Trojan Time - 2013BW14

Fiscal Year End2013-2014

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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)

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Fiscal Year End Reports• No SupervisorNo 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 DiscrepancyAmount 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.

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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#14Payroll

To correct supervisor/approvers in PPBS go to PF.PS.FUNDSUPER.U

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BDS RolloverBDS data to PPBS

• There will be two BDS Rollover Processes

– HourlyHourly 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– SalarySalary 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

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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”)

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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

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June 17 – June 19, 2013June 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

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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

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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

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UNIVERSITY PAYROLL SERVICES JUNE 2013

SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

1 H-BW62 Period End

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3 Sis-1 input deadline for

May NRA stipends Catch-up

4 Running H-BW62 ais-c2000 Down

at 5:00 PM

5 BW12 Period End Transmit H-BW62

B of A Pay File

6 * Running of FICA/DISAB

conversion program for 20132

BW12 CWSP Time & Tip reports due at noon

7 ** H-BW62 PAY DAY

8 Running BW12 ais-c2000 Down

at 5:00 PM

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10 Transmit BW12 B of A Pay File

sis-1 input deadline for June NRA stipends

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12 BW12 PAY DAY

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15 BDS rollover to PPBS for non-

exempt fund lines (BW) H-BW63 Period End

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Paperwork to Payroll Revenue center for

June monthly

18 Running H-BW63 ais-c2000 Down

at 5:00 PM

19 BW13 Period End Transmit H-BW63

B of A Pay File

20 *Running of FICA/DISAB conversion program for 20132 BW13 CWSP Time & Tip

reports due at noon

Begin 2014BW14 using 14xxxx fund lines ONLY Clock in/Clock out using

“14H” lines ONLY

21 **H-BW63 PAY DAY

22 Running BW13

Running MO06 ais-c2000 Down

at 5:00 PM All 13xxxx fund lines will be ENDED in

PPBS the evening of June 22, 2013 with an end date of June 22, 2013

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24Transmit BW13 B of A Pay File

Transmit MO06 B of A Pay File

Deadline for checks to be placed on June

pull list

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26 BW13 PAY DAY

MO06 PAY DAY

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28 NOON: Deadline for all Hand

drawn check (on line and paper) requests

PPBS down at 5pm until July 1

29 BDS rollover to PPBS for exempt fund lines (MO)

H-BW64 Period End AIS c-2000 DOWN for fiscal year end,l

rollover, SU all day

30 Running Month End,

SU02, 2nd Quarter and Fiscal Year End Ais-c2000 Down

All day

July 1 Happy

New Year

July 2 July 3 July 4 Trojan Time

approvals/rejections must be done by Midnight tonight

July 5 2013BW14 Trojan

Time upload to PPBS

At noon today

* Trojan Time Approver deadline at midnight. ** Trojan Time Upload at noon.

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July 4, 2013 andand July 5, 2013• Happy Independence Day!• University Holidays

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

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Time and Attendance

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Trojan Time Fiscal Year End

2013

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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

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June 20, 2013June 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

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• 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 4Thursday, July 4 at midnight

Biweekly #14July 4 – Approval DayJuly 4 – Approval Day

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Biweekly #14 July 5 - HoursUpload

• Trojan Time time file will begin the upload processes at noon on Friday, July 5 Friday, July 5 (University Holiday)(University Holiday)

• Expect AIS-C2000 to be unavailable from at least 12pm–2pm

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!

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College Work StudyCollege Work StudyBW#14BW#14

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Summer CWSP June 20 – June 30June 20 – June 30

• The last day to enter CWSP data in the Student Information System (SIS) is Friday,Friday, June 14June 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

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• 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 timesheetpaper timesheet for these days– Submit the paper timesheets to University Payroll

Services by 10am on Monday, July 110am 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

Summer CWSPJune 20 – June 30June 20 – June 30

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• 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

CWSP for BW#14

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•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 10Wednesday, July 10

Other Biweekly #14Information

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Have a great