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HRS Training - View HRS Actuals Funding Distribution After Payroll Post-Confirmation

After payroll post-confirmation processing (typically on Friday of a payroll processing week), you can view funding distribution for an employee's earnings, deductions, and taxes, before it is interfaced to WISDM (Wisconsin Data Mart for PeopleSoft Financials). This job aid shows how to view funding for an employee's earnings, deductions, and taxes for a particular payroll, after payroll post-confirmation processing.

On the Review Actuals Distribution screens, the source of the funding distribution for the employee's job is derived from the Funding Data Entry page in HRS for either Appointment, Position or Department level funding.

Funding Distribution for Federal Aid - Work Study Employees

For student hourly employees who have a Work Study Award, HRS converts the 3-digit Fund code on the Funding Data Entry page to Fund 145 (Federal Aid - Work Study) as part of the payroll confirmation and post-confirmation process. You will see the work study funding distributed to SFS Account code 1781 (Work Study) and Fund Code 145 (Federal Aid - Work Study) on the Earnings tab of the Review Actuals Distribution page.

Invalid Funding - PRDFLT

If the employee's job had funding errors which were not corrected before the Payroll Confirmation, you will see the funding distributed to the Payroll Default - PRDFLT chartfield as Fund 128, Funding Department PRDFLT, Program code 1.

Suspense Funding - PRSUSP

If the employee's job was missing funding for all or part of their pay period, you will see the funding distributed to the Payroll Suspense - PRSUSP chartfield as Fund 128, Funding Department PRSUSP, Program code 1.

How to Change Incorrect Funding

If the funding information is incorrect, distributed to PRDFLT or PRSUSP, you will need to enter a Direct Retro Funding Distribution in PeopleSoft HRS to correct the funding retroactively.

Note: UW-Madison users would need to use the Salary Cost Transfer web tool to initiate the approval process to correct the funding retroactively).

View Corrected Funding after Direct Retro Funding Distribution (a/k/a Salary Cost Transfer)

When the funding for an employee's job is corrected retroactively through a Direct Retro Funding Distribution (a/k/a Salary Cost Transfer), you will see a checkbox for "Corrected" and a "Corrected Date" field on the tabs for Earnings, Deductions, Taxes on the Review Actuals Distribution page in HRS.

 You may click on the links below to navigate directly to that section:

HRS Security Role Needed

  •  FI Campus: Act Distrib Funding

View HRS Actuals Funding Distribution After Payroll Post-Confirmation

  1. From the HRS Main Menu, use navigation path: Payroll for North America > Payroll Distribution > Commitment Accounting USA > Review Actuals Distribution.

  2. In the Review Actuals Distribution screen, the Find an Existing Value tab displays searchable fields.

    a. In the optional Pay Group field, enter all or part of the employee's 3-character Pay Group code, if known. An employee's Pay Group (located on their HR Job Data record, Payroll tab) ties them to a particular UW payroll calendar, with specific pay period begin and pay period end dates.
     
    A Pay Group code beginning with the letter:
      "A" is tied to the Monthly Pay Schedule with 12 pay periods; Pay Period Begin Date is first day of month; Pay Period End Date is last day of month;
      "C" is tied to the Academic Pay Periods (paid Monthly; 9 pay periods) and is specific to each campus;
      "H" is tied to the Biweekly Pay Schedule with 26 pay periods; paid hourly every two weeks);
      "S" is tied to the Summer Session (e.g. Teaching) calendar and is specific to each campus;
      "V" is tied to the Summer Service (e.g. Research/Administrative) calendar and is specific to each campus.

    b.  In the optional Pay Period End Date field, enter the pay period end date of the employee's payroll calendar, if known. (Refer to UW Payroll Calendar).

    c. In the optional Empl ID field, enter the 8-digit Employee ID, if known.

    d. In the optional Name field, enter all or part of the employee's name (e.g. Doe,Jane A)

    e. Click the Search button to display results.

  3. Depending upon your search criteria, the following may display:

    a. No matching values were found.

    b. The Earnings tab displays for the selected employee and payroll. Skip to Step 4.

    c. If more than one Actuals Distribution record exists for an employee, a Search Results screen displays. (See screenshot below).
        (1) You can sort any column heading (e.g. Pay Period End Date) in ascending or descending order by clicking on the column heading name.
        (2) Locate the Actuals Distribution record you wish to review, and click on it to select.



    View Funding Distributions for Earnings

  4. The Earnings tab shows the summary and breakdown of U.S. dollar amount and funding combination codes charged to the employee's earnings. (See screenshow below).  
    Note: The source of the funding distribution for the employee's job is derived from the Funding Data Entry page in HRS, for either Appointment, Position or Department level funding.

    a. If the Earnings scroll area indicates more than one record, click the View All link to show all earnings records simultaneously. The employee's total earnings per job record number displays.

    b. If the Distribution scroll area indicates more than one record, click the View All link to show all funding distribution records for the employee's total earnings.

    c. The Distribution section displays the Fiscal Year (e.g. 2013) and Shared Financial System (SFS) Accounting Period (e.g. 10) where earnings are posted in WISDM.
    Note: The SFS Accounting Periods and the associated calendar month are as follows:

        1 = July
        2 = August
        3 = September
        4 = October
        5 = November
        6 = December
        7 = January
        8 = February
        9 = March
      10 = April
      11 = May
      12 = June
      13 = Close

    d. The ChartFields section shows the 4-digit SFS account code, 3-digit Fund Code, 6-digit Funding Department, Program code, and 7-character Project/Grant (if applicable), where the earnings were distributed. The Combination Code field is made up of the Fund Code, Funding Dept, Program Code, 3-character campus code abbreviation, and Project/Grant (if applicable).

    Also listed is the employee's appointing Department (begins with alpha campus code), Job Code, and Position number (if applicable), which correspond to the job record number.

    Note: These charges will also display in WISDM (Wisconsin Data Mart for PeopleSoft Financials).

    Example of Earnings Funding Distribution for 12-Month, Annual Employee


    Example of Earnings Funding Distribution for 9-Month, Academic Employee



    Example of Earnings Funding Distribution for Hourly Employee


    Example of Earnings Funding Distribution for Work Study Employee

    For student hourly employees with a Work Study Award, you will see the funding distributed to SFS Account 1781 (Work Study) and Fund Code 145 (Federal Aid-Work Study). See screenshot below.

    Note: To verify whether the student hourly employee has a Work Study Award, you can view the Work Study Award table in HRS using menu navigation: Payroll for North America > Payroll Processing USA > UW Work Study > Work Study Award Table.


    Example of Funding for Earnings Distributed to Payroll Default (PRDFLT)

    If the employee's job had funding errors which were not corrected before the Payroll Confirmation, you will see the funding distributed to the Payroll Default - PRDFLT chartfield as Fund 128, Funding Department PRDFLT, Program code 1. (See screenshot below).

    To correct this Payroll Default (PRDFLT) funding, you will need to enter a Direct Retro Funding Distribution in HRS (e.g. Salary Cost Transfer).

    Note: To identify multiple employees who had funding distributed to the PRDFLT chartfield for a particular payroll, you can run an HRS query, 17303 - HRS Training - Run a Query to Identify Employees with Payroll Default Funding (PRDFLT) .




    Example of Funding for Earnings Distributed to Payroll Suspense (PRSUSP)

    If funding was missing for all or part of an employee's pay period during Payroll Confirmation processing, you will see the funding distributed to the Payroll Suspense (PRSUSP) chartfield as Fund 128, Funding Dept PRSUSP, Program Code 1. (See screenshot below).

    To correct this Payroll Suspense (PRSUSP) funding, you will need to enter a Direct Retro Funding Distribution in HRS (e.g. Salary Cost Transfer).


  5. View Funding Distributions for Employer Paid Deductions

  6. The Deductions tab shows Employee paid and Employer paid dollar amounts for deductions such as: health insurance, Vision Service Plan (e.g. VSP), Income Continuation Insurance (e.g. ICI), State Group Life insurance (e.g. SGL), Wisconsin Deferred Compensation (e.g. WDC), Wisconsin Retirement System (e.g. WRS), and tax-sheltered annuity plans, [e.g. 403(b)], if applicable.

    The ChartFields section of the Deductions tab displays funding combination codes for the Employer paid deductions only. (This is also known as Employer paid "fringe").

    a. If the Ded Class (Deduction Class) field displays Before-Tax or After-Tax, these are the Employee paid deductions.

    b.  If the Ded Class (Deduction Class) field shows Taxable or Nontaxable, these are the Employer paid deductions.

    Example of Prepaid Deductions for 9-month, Academic Employee (March, April, May)

    During the monthly payrolls for March, April, and May, HRS processes prepaid deductions for 9-month employees (e.g. Pay Group code begins with "C"), if they will be on a Short Work Break during June, July, and August, and plan on returning in the fall semester.  The UW pays their insurance premiums during June, July and August out of these prepaid funds.

    On the Deductions tab for these Academic Pay Basis employees, you may see a Ded Code (Deduction Code) of either Pre ATax, Pre BTax or Prepaid Tx.  (See screenshot example below for May 2013).



    Example of Premiums Paid from Prepaid Funds for 9-month, Academic Employee (June, July, August)

    During the monthly payrolls for June, July, and August, HRS pays premiums out of the Prepaid deductions fund for the 9-month, Academic employee on a Short Work Break.  (See screenshot below).


  7. View Funding Distributions for Employer Paid Payroll Taxes

  8. The Taxes tab shows Employee paid and Employer paid dollar amounts for payroll taxes such as: Old-Age, Survivors, and Disability Insurance (OASDI)--commonly known as Social Security; Medicare (e.g. MED); Federal withholding, State withholding, and Unemployment tax.

    Under the Taxes section, the Tax Entity field identifies whether it is a US Federal tax or a State imposed tax.

    Under the Distribution section, the ChartFields heading displays funding combination codes for the Employer paid payroll taxes only.

    a. If the Tax Class field displays OASDI/EE, this is the Employee paid payroll tax for Social Security (formally known as Old-Age, Survivors and Disability Insurance (OASDI).

    b. If the Tax Class field shows OASDI/ER, this is the Employer paid payroll tax for Social Security (formally known as Old-Age, Survivors and Disability Insurance (OASDI).

    c. If the Tax Class field displays MED/EE, this is the Employee paid payroll tax for Medicare. 

    d. If the Tax Class field displays MED/ER, this is the Employer paid payroll tax for Medicare.

    e. If the Tax Class field shows Withholdng, this is the Employee paid Withholding tax, according to the Tax Form W-4, "Employee's Withholding Allowance Certificate".

    f. If the Tax Class field displays Unempl/ER, this is the Employer paid Unemployment tax.

     

  9. Example of Corrected Funding

  10. When the funding for an employee's salary expense (e.g. earnings, deductions, taxes) has been corrected retroactively through a Direct Retro Funding Distribution (a/k/a Salary Cost Transfer), you will see a checkbox for Corrected and a Corrected Date field near the top of the page.  (See screenshot below).

    Note: The Corrected checkbox and Corrected Date field display on each tab for Earnings, Deductions, and Taxes. Just the corrected funding information is displayed.  If you wish to view the old funding data and the new corrected funding data simultaneously, refer to HRS KnowledgeBase document 27911, HRS Training - View Direct Retro Funding Distribution for Employee's Salary Expense .

 

Related Job Aids:




Keywords: payroll funding, payroll confirmation, earnings, deductions, taxes, combination code,chartfield,WISDM, SFS, Shared Financial System, employer paid fringe, PRDFLT, PRSUSP, PreATax, PreBTax, Prepaid Tx, ICI, SGL, VSP, WDC, WRS, After-Tax, Before-Tax, Prepaid Tax, payroll tax, Corrected, Corrected Date, OASDI, Social Security, Medicare, withholding, training   Doc ID: 17302
Owner: Cathy C.Group: Human Resource System (HRS)
Created: 2011-03-14 19:00 CDTUpdated: 2014-01-07 16:06 CDT
Sites: Human Resource System (HRS)