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 [email protected] or 860-679-7649, or Deanna Thibodeau at [email protected] 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.