Salary and Benefit Adjustment Introductions 2 Learning Outcome

Salary and Benefit Adjustment

Introductions 2

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 People. Soft Human Capital Management (HCM) application. This is done in accordance with established business processes and policies.

Agenda 1. 2. 3. 4. 5. 6. 7. 8. 9. Learning Objectives Salary & Benefit Adjustment Overview Roles and Responsibilities Business Rules and Policies Demonstration in HCM Error Messages Summary Questions Security Access Questions 4

Learning Objectives At the end of this course, the learner will be able to 1. Describe the purpose and function of People. Soft HCM Salary & Benefit Adjustment 2. Briefly describe the Salary & Benefit Adjustment Process in PS HCM and the roles and responsibilities associated 3. Be familiar with HR/University policies and business rules relevant to Salary & Benefit Adjustments 4. Complete Salary & Benefit Adjustments for each distribution method, applying the appropriate policies and business processes 5

What is Salary & Benefit Adjustment? 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 Ø Benefit Premiums (Life, LTD, Dental, Supplementary Health, Pension, EFAP) Ø Statutory Deductions (CPP, EI, WCB) 6 Learning Guide Concept 1

Timing of Salary & Benefit Adjustment • 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 7 am – 7 pm. 7 Learning Guide Concept 1

Salary & Benefit Adjustment Process Overview 1. 2. 3. 4. 5. 6. 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 8 Learning Guide Concept 1

Roles and Responsibilities: HRS • 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 9 Learning Guide Concept 1

Roles and Responsibilities: Faculties/Departments Ensures those granted access understand 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 • 10 Learning Guide Concept 1

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

Demo 12

Navigation to Salary & Benefit Adjustment 13

Adjustment Reason in HCM • 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 Learning Guide Concept 2 14

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

Salary & Benefit Adjustment Error Messages 16 Learning Guide Concept 2

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.

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.

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.

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

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 4. 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 5. By what 2 methods can you adjust? • % and by flat amount 6. 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 21

Security Access Request security role ZHPY_SALBEN_DIST_ADJUSTMT 22

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 23

Questions If you have any questions please contact People. Soft. HCMUpgrade@ualberta. ca 24