Slide 1

FastFacts: Feature Presentation

Shannon TownerJohns Hopkins Bloomberg School of Public

Health

Slide 2

2007 Johns Hopkins University

Today’s Presenter: Shannon Towner

Financial manager at the Johns Hopkins School of Public Health

Slide 3

Section 1

Control Salary Reporting

Slide 4

2007 Johns Hopkins University

Today’s Agenda

Control salaryHow to run a BW report on control salaryAdditional information

Common mistake in payroll reportingTiming of payroll postingsProactive approachPayroll transactions that do not appear in BW payroll reports

Questions and answers

Slide 5

2007 Johns Hopkins University

Assumptions

Participants have access to BW and E-formsParticipants know how to utilize E-forms to make changes once problems are identifiedParticipants understand basic BW navigation

Slide 6

2007 Johns Hopkins University

What Won’t Be Covered

E-formsUnusual payroll situations

Slide 7

Section 1

Control Salary Background

Slide 8

2007 Johns Hopkins University

What Is Control Salary?

Default Cost Center/Control Salary: a cost center where salary and other expenses are charged when an appropriate cost object (formerly known as an account) was not present on the initial transaction or when a mistake was made on a later transaction! Salary charges should be moved off Control Salary to

appropriate accounts as soon as possible

Slide 9

2007 Johns Hopkins University

Example: Charge on Control Salary

A semi-monthly employee is owed $1,500 per pay periodBy accident, only $1,000 was allocated to a cost object via theE-formThe remaining $500 falls to Control SalaryThe employee is paid $1,500 as usual

Salary allocated correctly $1,000

Employee owed: $1,500Employee paid: $1,500 Error is invisible to the

employee

Salary charged to Control Salary $500

Total salary charged $1,500

Slide 10

2007 Johns Hopkins University

How Do I Identify MyControl Salary Cost Center(s)?

The last two digits of the Cost Center number are 99The name of the Cost Center is PAYROLL/NONPAYROLLUse one of two reports in BW to look up your Cost Centers:

Module Report title

FM Funds Center Master Data

CO Cost Center Master Data

Slide 11

2007 Johns Hopkins University

Master Data Reports

1. Select either report shown here:

Slide 12

2007 Johns Hopkins University

Master Data Reports

2. Type in your Business Area and click Execute

Slide 13

2007 Johns Hopkins University

Master Data Reports

3. Print to Excel or run a filter on Cost Centers to which you have access so that you can find all Cost Centers ending in 99

Some manual effort will be required to isolate the accounts ending in 99

or

Print to Excel

Filter on Cost Center/Funds Center

Slide 14

2007 Johns Hopkins University

Review of Master Data Reports

1. Select either reportCost Center — Master DataFunds Center — Master Data

2. Type in your Business Area and click Execute3. Print to Excel or run a filter on Cost Centers to which you

have access so that you can find all Cost Centers ending in 99

Some manual effort will be required to isolate the accounts ending in 99

Slide 15

2007 Johns Hopkins University

Cleaning up Control Salary

Identify charges on Control SalaryIdentify reason for error

Exact E-form/ISR where error was createdImproper ISR processing of termination, leave of absence, temporary inactive status, etc.Grant End Date passes

Initiate E-form to reallocate salary

Slide 16

Section 2

How to Identify Control Salary Charges in BW

Slide 17

2007 Johns Hopkins University

Security Needed

Control Salary Report = Summary of Gross Salary Non-Sponsored

Role commonly needed: ZBHR_FA_R_FAV_CCIO_SASPCost Center(s) assigned: CCs ending in 99 for your area

Slide 18

2007 Johns Hopkins University

Summary of Gross Salary(Non-Sponsored)

Location: JH Report Library/Human Resources/Finance Admin/Summary of Gross Salary (Non-Sponsored)

Slide 19

2007 Johns Hopkins University

Note: Using *99 as the Cost Center criteria, your report will show all Control Salary accounts that you have access to, as long as the CC has activity in the time frame you specify.

Summary of Gross Salary(Non-Sponsored)

Slide 20

2007 Johns Hopkins University

Many Ways to Run Control Salary Report

Slide 21

2007 Johns Hopkins University

Salary Detail: Commitment Item

Commitment item is a high-level roll-up of the GL Accounts—the “category” of expenses

Slide 22

2007 Johns Hopkins University

Salary Detail: GL

GL is the most detailed (“granular”) view of the expense category

Sometimes this will be the same number as the Commitment Item; other times it will not be

Slide 23

2007 Johns Hopkins University

Salary Detail: Employee Names

All employee names/PRNRs are fictitious

Slide 24

2007 Johns Hopkins University

Salary Detail: Wage Type

Wage Type helps identify the type of charge

Regular Salary, Vacation Credit, etc.

Slide 25

2007 Johns Hopkins University

Salary Detail: End of Pay Period

Note: Always use End of Pay Period across the top instead of Posting Date or Fiscal Year/ Period

Slide 26

2007 Johns Hopkins University

Salary Detail: Summary and Fringe Charges

Slide 27

2007 Johns Hopkins University

Control Salary Detail

Each line will summarize the amount for each pay period that is resting on Control SalaryFringe benefits should follow the salary when it is transferred off, but the Analyst should always monitor fringe to be sure

Slide 28

Section 3

Identify ISR/E-form that Caused the Problem

Slide 29

2007 Johns Hopkins University

Add Posting Date to Rows for More Detail

Click the “drilldown in the rows” icon next to Posting Date

Slide 30

2007 Johns Hopkins University

Posting Date Added to Rows for More Detail

Adding posting date to the rows can help to identify the exact E-form/ISR processing date when the error was made

Slide 31

2007 Johns Hopkins University

Posting Date Added to Rows for More Detail

Will Winslow’s salary for four pay periods fell to Control Salary on a single date 1/12/08

Indicates a one-time mistake on the 1/12/08 ISR/E-form

Slide 32

2007 Johns Hopkins University

Posting Date Added to Rows for More Detail

Helen Hill’s salary for four pay periods fell to Control Salary on multiple pay dates

Indicates a continuing support problem

Slide 33

2007 Johns Hopkins University

E-Form to Reallocate Salary

The errors have been identifiedNow, an E-form is necessary to move the charges to the appropriate accountIf you need further instruction in completing E-forms, see the HopkinsOne Training Web site at:http://kmx.jhu.edu/h1%5Ftraining/nav/sponsored_projects/effort_reporting/index.htmFor additional assistance: effort@jhu.edu

Slide 34

Section 4

Additional Information

Slide 35

2007 Johns Hopkins University

Common Mistake in Reporting

Do not use Fiscal Year/Period or Posting Date in the columns

Always use Pay Period End Date in the columns (across the top) to identify the period the employee worked

Slide 36

2007 Johns Hopkins University

Timing of Postings in BW

E-forms and B15s are processed twice a month with the semi-monthly payroll runsBW payroll transactions posting schedule (myjohnshopkins will first prompt you to sign in to access the page if you are logged out)

http://www.jhu.edu/hopkinsone/Support/Performance%20Reporting.htm; select BW Upload ScheduleSummary of Gross Salary—every Sunday and Wednesday

See the Administrative Calendar for payroll cutoff dateshttp://www.controller.jhu.edu/pubs/calendar/index.html

Slide 37

2007 Johns Hopkins University

Timing Example

Date Action

3/1/08 Find error

3/3/08 Do E-form to correct error

3/7/08 Semi-monthly payroll cutoff for 3/15 payday

3/11/08 Payroll run: E-form posted in R/3

3/12/08Salary correction shows up in BW on Control Salary on the next Wednesday or Sunday with a posting date of 3/11/08

Slide 38

2007 Johns Hopkins University

Proactive Approach

Run Commitment Reporting Detail to see what charges will hit Control Salary in the futureRun Commitment Reporting Detail for Cost Centers *99Be aware that the Commitment Report only updates at the beginning of the month

Slide 39

2007 Johns Hopkins University

Transactions that Don’t Show up in Payroll

Any transaction that affects payroll GL codes but does not run through the payroll systemThese transactions will appear on:

FM reports such as Non-Sponsored Financial Summary and YTD Transactional DetailGM reports such as Sponsored Rev-Exp Summary and Sponsored Rev-Exp Detail

ExamplesRepayments of Overpayments (repayment of wage type 3041 OvPmtAdv)Year-End Accruals

Slide 40

2007 Johns Hopkins University

Link to Pre-Formatted Report

Control Salary Report

Slide 41

2007 Johns Hopkins University

Conclusion

Run the Control Salary report (with End of Pay Period in the columns) for all Cost Centers ending in 99Add Posting Date or other characteristics in the rows for more detail, if necessaryInitiate an E-form to shift the charges off of Control SalaryBe aware that a few unusual transactions that impact salary GLs may occur outside of the payroll module