Job Aid. Account Distribution, LABOR

Transcription

1 Job Aid Account Distribution, LABOR

2 Account Distribution, LABOR Account Distribution, LABOR is the Approval Category used to make changes to the index and account that the employee s job is charged to. This Approval Category can ONLY be used for current or future actions (first day of the current service period and forward). Retro action processing will remain the same,however paper forms no longer need to be forwarded to ESC. In this module, we will: Define LABOR. Discuss the overall process for completing the LABOR transaction. Identify the documentation requirements for a LABOR transaction. Perform the steps to complete the LABOR EPAF transaction. The overall process for the EPAF Account Distribution, LABOR transaction appears below. Wayne State University -1- March, 2008

3 DOCUMENTATION There are no University-Wide documentation or scanning requirements for Account Distribution, LABOR transactions. However, your internal processes may require documentation. Please refer to your internal processes for information about LABOR documentation requirements. NOTE: You cannot use the LABOR EPAF transaction to process retro actions. The specific steps for completing the LABOR EPAF transaction for current or future actions appear on the following pages. STEP 1 Sign On Compile any documentation related to the ORGCDS transaction. 1) Login to Pipeline at Pipeline.wayne.edu. 2) Click the Employee tab. Wayne State University -2- March, 2008

4 3) Click Employee Self Service 4) Click More Employee Services 5) Click Electronic Personnel Action Forms. 6) Click New EPAF. The New EPAF Person Selection screen appears. Wayne State University -3- March, 2008

5 STEP 2 New EPAF Person Selection 3) Enter the employee s Access ID or Banner ID and TAB to the Query Date field. NOTE: Always check to be sure you have entered the appropriate ID! 4) The Query Date field defaults to the current date. To enter a different date, click in the Query Date field, enter the desired date and press TAB NOTE: You must enter the Date you want the new LABOR distribution to begin. If the Query Date is prior to the Last Paid Date, the Effective Date will programmatically default to the beginning of the pay period in which the LABOR transaction is created. NOTE: Remember! This transaction can only be used for changes effective the first day of the current pay period forward. Dates earlier than this are retroactive and must be processed as such. 5) Click the down arrow at the right hand of the Approval Category field and select Account Distribution, LABOR. 6) Click Go. Wayne State University -4- March, 2008

6 The New EPAF Job Selection screen appears. STEP 3 New EPAF Job Selection i) Under Existing Jobs, click the Number and Title of the assignment for which the account distribution will change. The Electronic Personnel Action Form screen appears. NOTE: You will receive an error if you haven t set your default routing queue. Follow the prompts to do this and then continue with the transaction. Wayne State University -5- March, 2008

7 STEP 4 Electronic Personnel Action Form Scroll down until all fields under Labor Index and Account Information are visible. 1) The effective date of the account distribution change defaults to the query date. If this date is incorrect, you must go back to the first screen and enter the correct effective date in the query date field. A popup message appears directing you to do so when you cursor over this field. NOTE: You cannot change the effective date on this screen, you must go back to the first screen and change the Query Date. Labor Index and Account Information 2) To make a change to the employee s account distribution, click in the Index field under the original value and enter the appropriate Index number. Then, press TAB. Wayne State University -6- March, 2008

8 3) After pressing TAB, the Fund, Organization, Account, and Program fields populate. 4) Next, click in the Percent field and enter the percentage of the account distribution. In this example, the percentage is 100 percent, so we enter 100. Repeat steps 2-4 for each index of the account distribution. NOTE: The total of all percentages must equal ) Then, click Save, or Save and Add New Rows. NOTE: If you need more lines for additional FOAPALs, click Save and Add New Rows. Wayne State University -7- March, 2008

9 6) Now you must remove any FOAPAL lines that are no longer part of the Account Distribution. To do this, click the checkbox under Remove next to those specific FOAPALs. 7) Click Save, or Save and Add New Rows. Wayne State University -8- March, 2008

10 The old FOAPAL(s) no longer appears under Labor Index and Account Information. It has been successfully removed. NOTE: The total of all percentages MUST equal 100. Wayne State University -9- March, 2008

11 STEP 5 Routing Queue 1) Scroll down until all fields under Routing Queue are visible. Wayne State University -10- March, 2008

12 2) If necessary, for the current transaction only, enter additions to the required approval levels. To do this, click the arrow next to the approval level you wish to add and select the appropriate category. NOTE: You cannot make changes to system default approval levels. 3) If necessary for the current transaction, under User Name, select the AccessID for the individual you are adding to your queue. Do this by clicking the magnifying glass next to the appropriate user name and making your selection. 4) If necessary, for the current transaction only, enter the Required Actions for any additional approval levels. Make your selection from the list that appears after clicking the arrow next to the required action. NOTE: If more than 9 Approval Levels are required, click Save and Add New Rows and enter the additional approval level information. Wayne State University -11- March, 2008

13 Step 6 Comments 1) Scroll down until the Comment box is visible. 2) Enter any comments relevant to the current transaction in the Comment box. 3) Click Save. Wayne State University -12- March, 2008

14 STEP 7 Correct Errors If, after clicking Save, there are errors, you will get a notice specifying that errors have occurred. This notice will indicate the type of error. If you have errors, go to the sections and fields where errors have occurred and make the required corrections. Then, click Save again. NOTE: You MUST click Save after correcting errors. Once the transaction has been saved successfully, you re ready to submit. Wayne State University -13- March, 2008

15 STEP 8 Submit the Transaction 1) Click Save. 2) Click Submit. NOTE: You MUST click Submit to place the transaction in the Approver s queue. When you receive a message that the transaction has been successfully submitted, its status changes to pending and appears in the first approver s queue for review. Wayne State University -14- March, 2008

16 The Originator Summary History indicates that its status is Pending. This means it s moved up the routing queue and is ready for the next required action. To review the transaction, update it, or make changes if it s returned for correction, click the name or transaction number. This will display the transaction in its entirety. Wayne State University -15- March, 2008

17 When a transaction is submitted, the Current Approver Summary shows that there is a required action that needs to be completed. In this example, the required action is Approve. The Approver can click the Name of the individual to preview the entire transaction. Wayne State University -16- March, 2008

18 By previewing the transaction, the Approver can review the data for accuracy and completeness. He or she can Approve the transaction and move it up to the next level in the routing queue, or Return for Correction if there are errors the Originator needs to correct. Other options include Disapprove and More Info. Do not use Disapprove unless you do NOT want the transaction to occur at all. More Info indicates More Information. Use this if you want to indicate that you are gathering more information prior to making your decision. This completes the LABOR module. In this module, we: Defined LABOR. Discussed the overall process for completing the LABOR transaction. Identified the documentation requirements for a LABOR transaction. Performed the steps to complete the LABOR EPAF transaction. Wayne State University -17- March, 2008