What's New: Labor Accounting

LAST UPDATED: July 1, 2016

What You Should Know

What's New - July 1, 2016

The following enhancement has been made to the FIN037 report in the Information Warehouse:

  • A closeout column has been added to FIN037, which identifies the dollar amount used to reverse & eliminate the remaining FY15 encumbrance for each chartstring. 

What's New - May 16, 2016

FIN036 - Compensation Expense with Benefits and F&A by Individual

  • This report has been updated to provide an excel extract format, in addition to the currently available formatted excel version.

FIN052 - Commitment, Paid and Encumbrance - by Person or by Chartstring

  • FIN052 provides a summary of earnings year commitments, payments and any remaining encumbrances.  A drill has been added to the Earnings Year date for each row of chartstring information.  This drill will generate a FIN036 report for the Earnings Year, providing full detail of the individual’s compensation expense for the Earning Year.  This drill is designed to aid departmental analysis of employee charging issues.
  • FIN052 has been updated to provide a new column called “Closeout”.  This column will be used during the FY15 closeout process at FY16 Year-end, and will contain the LA-calculated $$ amount used to close out the remaining encumbrance for each individual.

What's New - April 25, 2016

The following Labor Accounting fix is now available in Labor Accounting:

  • A correction has been made to the User Roles by Department LA application report; previously it was not accurately filtering by Home department. 

What's New - January 26, 2016

A Labor Accounting update with campus-user impact, has been deployed this week:

  • A report listing Earnings Codes that appear in LA or in LA reports, has been added to the Reports listing for general users.

What's New - January 19, 2016

A Labor Accounting update with campus-user impact was deployed last week:

  • Going forward, Working Copies more than 10 days old will be deleted, to keep Worklists up to date.

What's New - October 19, 2015

The following Labor Accounting updates with campus-user impact have been deployed in LA this week:

  • 2 New Earnings Codes from Payroll:
    • Beginning in 2016, Princeton will be offering a taxable cash incentive of $250 for eligible employees and their dependents who successfully enroll in the Diabetes Management Incentive Program (earning code 053) through My Health Coach. In addition, Princeton will also offer a $400 taxable cash incentive to employees and dependents who go through the Treatment Decision Support Program (054) through Best Doctors. These cash incentives will be processed through Additional Pay.
  • New default chartstring for STD and WC - FY16:
    • A new central pool fund, A0018, has been established for Short Term Disability (STD) and Worker's Compensation (WC) as of 7/1/2015. Fund A0018  has been incorporated into the automatic default chart string when an individual's STD or WC is to be charged to the central pool.  The central pool chartstrings are:
       *STD = 54606/A0018/GU480
       *WC = 54606/A0018/GU457
  • Add 58% to eligible F&A Rates for AR tuition cost share on sponsored projects:
    • AR tuition support Cost-share on sponsored projects has been updated to include the following F&A rates: 58%, 61%, 62%. All individuals with AR tuition support to sponsored projects have been updated  to apply the University tuition Cost share where applicable.
  • Prime Warehouse report FIN036, Compensation Expense with Benefits and F&A by Individual:
    • FIN036 was erroneously presenting the number of hours associated with Biweekly pay and benefits, resulting in occasional doubling of the reported hours. This error has been corrected.

What's New - October 8, 2015

The following Labor Accounting software fix has been deployed in LA this week:

  • LA has been updated to allow a change within the Graduate Student External Sponsor Tuition commitment dropdown (for example, from Bill to Student G024 to a specific External Sponsor) to route through Approval workflow without any other change in LA. Previously a financial change in LA, such as a change in commitment or distribution amount, was required to generate Approval workflow to change the External Sponsor.

What's New - September 23, 2015

The following Labor Accounting improvements and fixes are now available in Labor Accounting:

  • LA commitment distribution functionality has been updated to enable Graduate student midmonth commitment & distribution start/end dates to align with midmonth sponsored project start/end dates.
  • Since Prime, Labor Accounting has posted biweekly accruals as paid actuals in warehouse reports, but did not liquidate the associated encumbrances. Thus the biweekly commitment, paid actuals and remaining encumbrances were out of synch during the accrual period. When accruals were reversed, the reversal removed the accrued paid actual, putting commitment, paid actuals and remaining encumbrances back into synch with the processing of the corresponding biweekly payroll.
    • This short term accrual period anomaly has been corrected:
      • Each biweekly accrual posts as a paid actual and the corresponding encumbrance is reduced. Commitment, paid actual, and remaining encumbrances are now in-synch during the accrual period.
      • LA Accrual reversal reverses the accruals posted as paid actuals, and reverses the corresponding encumbrance liquidation. Accrual reversal is done in coordination with bi-weekly payroll processing, so that commitments, paid actuals, and remaining encumbrances are in-synch.
    • Commitments, paid actuals, and remaining encumbrances are now in-synch throughout each earning period.
  • The Graduate Student Commitment Summary report on the LA Person Detail page has been updated to include the Supplemental Fellowship stipend (earnings code 179).
  • Initially FY16 Contract award details were missing from graduate student Person Detail Comments. These FY16 Contract award details have been restored.

What's New - September 8, 2015

The following Labor Accounting improvements and fixes are now available in Labor Accounting:

  • The Summer Salary Commitment Form was previously not printing for certain names. That error has been corrected.
  • In some situations, the Potential Pending Approvers listing included approvers from other departments who did not have access to the specified department. That anomaly has been corrected.
  • The LA application report "Distributions to Sponsored Research Ending Soon" title has been changed to "Distributions to Unallocated Sponsored Research, Fund A0014, Within 60 Days".
    The associated work list item is called "xx People with Distributions to Unallocated Sponsored Research Fund A0014 within 60 days."

What's New - August 26, 2015

The following Labor Accounting improvements and software fixes have been implemented in Labor Accounting:

  • The conditions which cause a Cost Transfer Justification Form (CTJF) to be required for sponsored project changes have been updated:
    • No Cost Transfer Justifications will be required for effort on G0002 funds, and no Cost Transfer Justifications will be required for a recertification on any fund.
    • A Cost Transfer Justification Form will be required for fund G0001 distribution changes ONLY beyond 90 days in the past.
  • There was a logic error with Effort Certification Review: a person 'refresh' caused the Reviewed status to be re-initiated as New_Data. That error has been corrected.
  • An LA calculation error was inadvertently causing a Cost Transfer Justification warning in Edit mode for some records with distributions of previously certified data. That error has been corrected.
  •  In June, encumbrances for No Pay individuals (status NCX) were removed. However, some of these individuals have secondary faculty-teaching appointments which are committed and paid, and should be encumbered. The encumbrances for these secondary teaching appointments have been re-instated. It is recommended that FIN052 be used to see complete Commitment, Paid and Encumbrance information.

What's New - July 16, 2015

We have completed the year end processes and have advanced the LA current year to FY2016. This is the year you will now see when you first log onto LA. FY2015 has become the prior year and any distribution changes you enter for FY2015 will be now be posted in FY2016. Remember, if you need to enter or adjust a faculty summer salary for June calendar 2015, you will need to arrow back to FY2015. Any adjustment in the June amount paid will be made in the next FY2016 monthly payroll.

We would also like to take this opportunity to document some LA issues that came up during the FY2015 year end close. Two relate to the June biweekly accruals, one to FY2015 encumbrances, and one involving the LA application itself.

June Biweekly Accruals

  •  When the June biweekly accruals were first posted, Transaction Date 6/26, only the 6/22-6/30 accrual period was included. The 6/8-6/21 salary and benefits accruals were missing. This was corrected on 7/7 with a Transaction Date of 6/30. Click here for the job aid with more information.
  • The LA 6/22-6/30 biweekly benefits accrual was generated and the LA detail sent to the Prime warehouse, but the journal erroneously was not sent and so was missing from the Prime warehouse Financial Management reports. These missing benefits accruals, Transaction Date 6/30, were sent to the GL on Monday 7/13, and now all warehouse reports are consistent.

All accruals, salaries and benefits, for the month of June are now correct and have been posted.

Remaining FY2015 Biweekly Encumbrances

  • The LA FY15 bi-weekly employee encumbrances erroneously included the 6/8/2015-6/21/2015 biweekly earnings period as an FY15 encumbrance. This resulted in an outstanding, unpaid encumbrance for FY15 at the end of June. Since this biweekly earnings period was paid on 7/1, it has been correctly included as an FY16 encumbrance. The erroneous FY15 encumbrance will be removed and will be reflected in warehouse reports in July after the July biweekly payrolls are processed.

A change in the LA application

  • Recent comments were not automatically being saved when submitting changes into workflow. This issue has been resolved going forward, but missed comments cannot be recovered. If desired, a comment can be added directly to the Comments box at any time to retroactively document a change.

Please resume monitoring your LA worklist for pending changes which you can approve. This is especially important this time of year when new summer salaries and graduate student summer support continue to be entered and need to be fully approved before they can be paid in July and August.


 

What's New - June 29, 2015

The following improvements and fixes are available in Labor Accounting this week:

  • LA validations updated for sabbatical leaves of absence:

LA has improved its chartstring validations to ensure that Faculty-paid sabbatical leaves are coded properly. Only faculty may use A0024, and the faculty member must be on Leave-With-Pay (LWP) to qualify. If the HR leave status is not LWP, A0024 will not be accepted for approval by LA, and an error message will be issued. Also, Short Term Disability chartstrings may not include A0024, if A0024 is entered an error message will be issued.

  • LA text length validation in Comments and Cost Transfer Justification Responses:

LA has added an error message validation to each of the Comments fields and the Cost Transfer Justification Response fields when text longer than 4000 characters is input/saved.

  • New “Family Leave” earnings code:

A new Family Leave earning code (049) is being introduced as of 7/1/2015. The leave is for 2 weeks following an adoption. There is no central funding associated with Family Leave earnings, the earnings will be charged to the person's regular salary distribution.

  • FY2015 Visiting Faculty (NCX) Encumbrances eliminated:

Some visiting faculty are paid by their home institutions, and are thus not paid by our payroll (“NCX” in PeopleSoft HR). However, these faculty have non-$0 Commitments in our HR and LA to facilitate accurate Teaching Budget reporting. Currently these commitments generate encumbrances in LA which will not be paid through HR payroll, skewing LA reports and departmental projections that rely on encumbrance data. The FY2015 encumbrances for these faculty have been eliminated, and will not be generated going forward in FY16 (they will have FY16 commitments to support Teaching Budget reporting).

  • Accrual Reversal Adjustment Code corrected:

The Adjustment update to identify Accruals and Accrual Reversals was grouping the Accrual Reversal with the first bi-weekly pay. Net pay was correct, but did not split out the Accrual Reversal from the first bi-weekly pay. That has now been corrected.

  • LA Faculty Summer Salary Report corrected:

Summer 2015 pending summer salaries will appear in the Summer 2015 column only.

What's New - June 15, 2015

The following improvements and fixes are available in LA this week:

  • Change in Short Term Disability charging for Admin and Workman’s Comp charging for all departments:

    Starting on July 1, 2015, administrative departments will be responsible for covering only the first 30 days of paid time off due to STD and WC leaves. For leaves that extend beyond 30 days, the paid time off will be charged to a centrally funded pool starting with day 31. The change will include those leaves that began prior to June 30th. All ongoing administrative STD or WC leaves that began on or before June 1, 2015 will be charged to the new central pool effective July 1st. The details are:

    1. STD: apply regular salary distribution first 30 days; after 30 days charge 54606-A0000-GU480.
    2. WC: apply regular salary distribution first 30 days; after 30 days charge 54606-A0000-GU457.
     
  • Faculty Summer Salary Distribution Error corrected:
    The calculations for multiple distributions for Faculty Summer Salaries were not totaling correctly. That issue has been fixed.
     
  • AI Budget (Course) Report updated:
    The AI Budget ( Course) Report has been updated to include hours purchased from other departments, giving departments a more complete picture of the total AI hours assigned in teaching their courses.
     
  • Update of FY15 accruals & accrual reversals created prior to the deployment of the new Adjustment Codes:
    Historical Accruals and Accruals Reversal transactions have been updated with the enhanced adjustment codes of B= Accruals and C = Accruals Reversal.
     
  • Sponsored Research Ending Report correction:
    The 'Distributions to Sponsored Research Ending Soon' report has been corrected to omit terminated staff & students, and non-paid lecturers from the report.
     
  • New banner on FY16 Person Detail Screen in Edit: A note has been added to the FY16 Person Detail Screen in Edit mode:
    "Note: The distribution for this fiscal year has been carried forward from the previous year. If last year’s distribution should continue into this year, no distribution changes need to be entered. If the distribution does need to be changed, split the period at the date the change needs to start, and then enter the new distribution.”

What's New - May 8, 2015

The following enhancements have been made to Labor Accounting this week:

  • Additional codes have been added to LA Adjustments to improve financial reporting. To the existing codes A=Adjustment, W=Federal Work Study, E=Payroll Earnings, the following codes have been added:
    • B= Biweekly Accrual
    • C= Biweekly Accrual Reversal
  • The LA application report PeopleSoft CIS Mismatched AI Hours report has been updated:
    • A “Term” column has been added to the right of the FY column.
    • The Dept ID column has been moved to the first column position.
    • Department name has been moved to the right of Dept ID, column 2 position.
    • Last Name has been moved to the right of Department name, column 3 position.
    • The report is sorted in the following order: Dept ID, Last name, First name, FY, Term.
  • The CIS Mismatch workflow has been updated to process CIS changes for the following academic years only:
    • Current academic year
    • Previous academic year.
  • LA's distribution (chartstring) validation process for sponsored project chartstrings has been updated to provide a warning when the charged department value is different from the project owning department. When such a distribution is entered, a warning will appear:

    "Warning! The Charged Department (distribution chartstring value) is not the Project-owning department for project 1000xxxx (chartstring project value). The Project-owning department for 1000xxxx (chartstring value) is xxxxx (award table value)."
    The warning will NOT prevent submitting for approval.
  • Some sponsored research effort screens were showing a mismatch between Certification Status and actual new data to be reviewed & certified. Action has been taken to ensure that new or changed data in any fiscal year generates the appropriate Certification status on the Effort summary page, and causes the FULLY CERTIFIED banner to be removed on the Effort Detail screen.
  • A new LA application report has been added: “Individuals Charged to Project”. This report provides a listing of personnel effort associated with a sponsored research project, downloadable into an excel format. The following data is included:
    • Name
    • Emplid
    • Fiscal Year/month
    • Paid amount
    • FTE

What's New - April 20

FIN035 Graduate Student Tuition, Stipend and Salary Support - This report contains a “Variance” view, a comparison of graduate Student commitments vs. payments.  Previously the Variance view included uncommitted payments, incorrectly showing a negative variance against commitments, since these payments are uncommitted earnings.  Examples of uncommitted earnings are:

  • Mass Transit Subsidy
  • Student Child Care Assistance Program
  • Student Housing Transition  

The “Paid” view of the report will continue to show all payments to a graduate student, both committed and uncommitted.

FIN051 Graduate Student Tuition Receivable, Support and Billed - This report lists enrolled graduate students by Home Department, and provides a view of the tuition status for each student by term:

  • Tuition  Receivable – total tuition amount $$  charged to the student
  • Internal/university tuition support commitment amount $$ (encumbered & distributed)
  • External sponsor tuition support amount $$
  • Tuition amount $$ to be paid by the student (student self-pay)
  • Variance:  the difference between the Tuition Receivable and the total of:
    • University tuition support commitment
    • External sponsor tuition support
    • Tuition amount to be paid by student self-pay.  

Academic departments and the Graduate School use this report to ensure that each student’s tuition is correct based on their enrollment status, and that tuition is correctly supported by one or more of the tuition support categories above (university, external sponsor, or student self-pay).  Typically there should be no variance between the Tuition Receivable and the total support.  If there is a variance, the department or graduate school user must adjust a university commitment, sponsor support or student self-pay.

The Budget office uses the report to determine how much tuition income can be expected from external sponsors and student self-payers, and how much tuition support will be required from the university.  The report can be filtered by Home department, by person, or by Enrollment status to answer such questions for a given department(s), a specific type of graduate student enrollment (such as DCE, VSRC, In Absentia, etc.), or for a specific graduate student.


 

CONTACT US

finance@princeton.edu
Tel (609) 258-3080
Fax (609) 258-0442

Princeton University
Office of Finance & Treasury
701 Carnegie Center
Princeton, NJ 08540

Google Map
Princeton Shuttle

FINANCIAL SERVICE CENTER

7 New South
Tel (609) 258-3080
Fax (609) 258-5040
Open Monday through Friday,
8:45 am — 5:00 pm

SERVICES INCLUDE

Customer service, cashiering,
check pick-up, financial system access

FINANCE NEWSLETTER

The General Ledger is your link to updates on people, policies, and other information related to financial transactions at the University.

Download Current Issue
Download Past Issues
Subscribe

WE WANT YOUR FEEDBACK!

How can we better serve you? Submit comments, questions, and ideas to our customer service department.

finance@princeton.edu