3-Jan-14

EFFORT TRACKING SERVICE – Labor Redistributions

Effort Tracking Service (ETS) is a Research Administration & Finance system to facilitate the

routing and approval of core tasks related to the administration of sponsored programs.

This application works best with FireFox, Chrome or Internet Explorer 10 and up.

For questions or comments about ETS, contact Julie Schwager at Schwager@uchc.edu or 860-679-7649, or Deanna Thibodeau at Dthibodeau@uchc.edu or 860-679-6731

3-Jan-14

Table of Contents

Effort Management ............................................................................. A, B, C

Labor Redistributions (LDCAs) ................................................................. A LDCA process flow ............................................................................ A1-A2

LDCA Initiation by Department Administrators ............................. A3-A10 Research Finance Review ............................................................. A11-A14 PI/Dean Approval ......................................................................... A15-A19 Rejection of an LDCA ............................................................................ A20 Posting LDCAs to Banner.............................................................. A21-A22 Closing LDCAs ............................................................................... A23-A24 The Pay Period Calculator ............................................................ A25-A27

Effort Reporting ...................................................................................... B See Effort Reporting procedures manual under Help

Page A-1

SECTTION A - LABOR REDISTRIBUTIONS

LDCA Process Flow

DA initiates LDCA

Delete/submit/save

Delete from changes tbl

Research Finance review

Delete from changes tbl

AFunds changed are

Research only

BFunds changed are

not research

CFunds changed

include research and non-research

Delete/submit/save

What approvals are required?

Accept/rejectAccept/rejectAccept/rejectClosed-rejected

Closed-rejected

Closed-rejected

For future action by DA

For future action by ResFin

Submit: Status = Open-Pending ResFin Rev

Delete Save

Reject Reject

Accept

Accept

Accept

Delete Save

Reject

Research Fund = Fund_type_level_2 = 33 or 35 Or Fund_type_level_1 = 40 or 50 or 60

Approvals for:A: PI(s) of changed fundsB: DeanC: PI(s) of changed research funds and Dean

PI approver – named responsible person for fundResFin approver – anyone in the Research Finance groupDean approver – anyone in the Dean group

June 23, 2013

A reject at any point stops the LDCA from moving forward.

Submit with or without changes: Status = Open-Pending PI/Dean approvals

Status = Ready to Post (after all

approvals completed)

Go to Page 2

Page A-2

LDCA Process Flow(cont.)

Status = Ready to Post (after all

approvals completed)

LDCA manually entered into SSB

(Self Service Banner) by RF

LDCA manually approved by RF reviewer in SSB

LDCA manually rejected by RF

reviewer in SSB

Status of LDCA in ETS updated to Pending Banner

Posting by RF

Status of LDCA in ETS updated to

Closed - Rejected by RF

Payroll posted through Banner

ETL pulls payroll posting from Banner

into ETS

Reconciliation proc compares new pay

distribution to LDCA

Closed - Posted

LDCA status set to Pending

Reconciliation

Approved in SSB Rejected in SSB

Does not Match

Matches

RF review

RF sets status to Closed - Posted

RF enters another LDCA into Banner to

SSB entry correct error

Material difference

Immaterial difference (rounding)

ETS

Banner

END

From Page 1

Page A-3

LDCA Initiations by Department Administrators

LDCAs can only be initiated by department administrators. After logging into ETS, select “Start a New

Task” from the Dept. Admin Tools.

Select “Cost Transfers – Labor Redistribution” [1] and click “Start Task.” [2]

Page A-4

Select the fiscal year to change [1], enter an employee last name to search for [2], then select the

employee [3].

The employee’s position or positions will appear in the Person Position List. Select the position to be

changed [1] and click “Initiate LDCA.”[2]

Page A-5

The Employee Labor Re-Distribution (LDCA) page is where you will enter pay period/FOAP level changes

to the current pay distribution for the fiscal year/employee/position selected.

The initiation of an LDCA triggered the Pending Tasks pane to appear. Any LDCAs on which you are

working, or you previously saved, can be accessed by using this link. [A]

NOTE: ANY LDCAs THAT HAVE BEEN INITIATED BUT NOT SUBMITTED AND APPROVED BY RESEARCH FINANCE BY

END OF DAY ON THE TUESDAY OF PAY WEEK WILL BE DELETED FROM THE SYSTEM AND WILL NEED TO BE RE-

ENTERED. THIS PREVENTS OVERLAPPING PAY DISTRIBUTION RECORDS IN THE SYSTEM.

If necessary, use the “Add a FOPAL” [B] to add a new FOAPAL to an employee’s pay distribution.

Page A-6

To add a FOPAL to the pay distribution, enter the INDEX [1] for the FOAP and click “Search.”

Confirm the correctness of the match, click the match [2], and click “Add Selected FOPAL.” [3]

The FOPAL is now part of the employee pay distribution grid. [A]

Page A-7

Enter the pay distribution to be applied in the available boxes. The current pay distribution is the value

on top. The total for the pay period must equal 100%. Changes are highlighted in yellow. [B]

Provide an explanation of why the change is necessary and important [C]. Explanations must meet

criteria established in UCHC Policy no. 2002-07.

Page A-8

If any of your pay total values appear in “RED” letters, it means the distribution values you have

entered do not match 100% and the submit button will be Grayed out. You will not be able to submit

your LDCA until you have corrected the distribution to equal a 100% pay total.

When complete, click “Submit LDCA.”

Page A-9

Your LDCA has been successfully submitted to Research Finance for review. You will be returned to the

Pending LDCAs page and see a confirmation, you can select any other save LCDAs you may have been

working on if available.

Page A-10

Blackout period

From midnight on Tuesday of pay week until payroll posts to Banner Finance, LDCA cannot be initiated.

This blackout period is necessary to prevent the initiation of an LDCA on outdated pay distribution data.

Pay periods that can be changed in ETS include only those that have been posted to Banner Finance,

which will exclude the current pay period. Due to timing differences in when EPAF changes can be made

and what periods are available ETS, you may need to change the current pay period but can’t. In this

situation and provided that the current pay period has the same pay distribution as the last changed pay

period, you can request that the current pay period be changed to the same revised distribution as the

last changed pay period. This request should be made in the LDCA justification.

Page A-11

Research Finance Review

LDCAs that have been submitted by administrators are reviewed by Research Finance before being

routed to the Principal Investigator(s) and/or Dean’s Office for approval. [A]

Page A-12

Click the “details clipboard icon” in the Action column to see the LDCA details. [B]

Scroll through the quarter grids to find the changed pay periods/FOPALs highlighted in yellow. [A]

If change and explanation are acceptable, enter “Ok as submitted – NAME” and click “Submit LDCA.” [B]

Rejecting an LDCA at this stage deletes it from the system.

Page A-13

NOTE: Research Finance CAN modify the distribution of the pay by changing the amounts submitted by the

administrator, but Research Finance CANNOT add new FOPALs. If additional FOPALs are needed, the LDCA must

be rejected and a new LDCA started by the department administrator with the added FOPAL(s) included. Any

changes made by Research Finance should be explained in the LDCA Edit/Review Reason.[C]

Upon submitting the LDCA, the LDCA will be electronically routed to the PI(s) and/or the Dean’s Office

for review and approval. Required approvals are:

Funds Beginning With Approver

4, 5, or 6 3ROY or 3AEF

PI/Fund Owner

1, 2, 7, 8, 9 3GFT or 3END

Dean’s Office

Page A-14

Once submitted by Research Finance, the Department Administrator will receive an emailing confirming

that the LDCA has been routed for Dean and/or PI approval.

Page A-15

PI/Dean Approval

LDCA approvers will receive a system-generated email informing them they have LDCAs pending their

review and approval. The email will contain a list of the FOAPs that have been changed and the link to

the system.

Page A-16

In the “Pending Tasks” pane, they will see they have LDCAs pending their review [A]

Upon clicking the pending task, they will be presented with a grid showing any/all LDCAs pending their

review.

Page A-17

The icon next to the LDCA number and in the LDCA # column will display the audit trail associated with the LDCA, including the list of approvers. [B]

Page A-18

Click on the magnifying glass in the action column to view the LDCA details. [C]

Select “Reject…” or “Approve…” to dispose of the LDCA and confirm response. [D]

Page A-19

Confirm the action by clicking “OK.”

As each approver disposes of the LDCA, their action is reflected in the LDCA audit trail or history report.

NOTE: DEAN APPROVAL REQUIRES 1 OF THE 3 INDIVIDUALS IN THE ROLE TO DISPOSE OF THE LDCA. THE FIRST

ONE TO DISPOSE OF THE LDCA COMPLETES THE TASK FOR ALL THREE.

Page A-20

Rejection of an LDCA

The rejection of an LDCA by anyone stops the LDCA from proceeding. Upon being rejected, an email is

sent to the department administrator informing them of the rejection.

Page A-21

Posting LDCAs to Banner

Upon receipt of all approvals, the LDCA is returned to Research Finance for posting to Banner. LDCAs

not impacting research funds are given to Finance for posting. [A]

Any LDCAs with changes to non-sponsored funds require Budget Office review. 1. Print the LDCA and if necessary route to Budget for review.

2. After Budget approval, enter the LDCA into Self Service Banner (SSB).

3. Sign or initial and date the LDCA to indicate this task has been completed and give to supervisor.

Page A-22

Supervisor, or other Research Finance employee, who approves the LDCA in SSB is also responsible for

promoting the LDCA from “Ready For Posting to Banner” to “Pending Payroll Posting.

Select “Approve” and click “Run Approval/Rejections.” [B]

Reject the LDCA if the administrator has recalled the LDCA or other events have occurred that make the

LDCA obsolete. Reject should only be used when the LDCA is NOT entered into Banner.

The LDCA status will remain “Pending Payroll Posting” until payroll is posted through to Banner Finance.

Page A-23

Closing LDCAs

Upon posting of payroll to Banner Finance, ETS compares the new pay distribution to the intended pay

distribution as submitted in the LDCA. If the pay distribution per pay period matches the intended pay

distribution, the LDCA is automatically closed and an email sent to the administrator.

LDCA that do not match are marked as “Pending Reconciliation” for Research Finance review. The

difference can be immaterial rounding differences or data entry errors.

Open the LDCA to determine if the LDCA is ok to Approve (immaterial rounding difference) or due to a

data entry error. [A]

Page A-24

Data entry errors can only be fixed by entering another LDCA in Banner SSB and waiting for the next

payroll to post.

Click “Approve LDCA” to close or “Back / Exit” to leave it in “Pending Reconciliation” and wait for error

correction to post. [B]

Page A-25

The Pay Period Calculator

Use the Pay Period Calculator to determine the pay distribution in situations where the distribution is

not even throughout the ten days of the pay period.

Click on the text of pay period number and dates to access the pay period calculator. [A]

If accessed from the pay period grid, the pay period calculator will be pre-populated with the FOAPs

from the pay period grid. [B]

Page A-26

Enter each day’s pay distribution. The allocation column at the right will be calculated pay distribution

for the pay period.. [C]

Enter this pay distribution in the pay period grid. Correct rounding errors as necessary. [D]

Once the allocation column adds up to 100% the save button will be available. You will not be able to

save the data if it is not equal to 100%.

Page A-27

Clicking the save button will now save the allocation for that pay period which is signified by a calculator

icon next to the pay Period number and date. [E]

Notice that the highlighted values are blue and not yellow. This means that the allocation is locked and

can only be edited or deleted via the calculator tool. Click the text to pull up the saved values and edit or

delete them. [F]

If you wish to delete or re-enter new calculator values. Click on the text with the calculator icon and it

will pull up the calculator with the saved values, clicking the delete button will reset the calculator

values and unlock the highlighted values in the LDCA. At this time you may close the calculator popup or

re-enter new allocation values and save the data.