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FastFacts: Feature Presentation
Shannon TownerJohns Hopkins Bloomberg School of Public
Health
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2007 Johns Hopkins University
Today’s Presenter: Shannon Towner
Financial manager at the Johns Hopkins School of Public Health
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Section 1
Control Salary Reporting
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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
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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
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2007 Johns Hopkins University
What Won’t Be Covered
E-formsUnusual payroll situations
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Section 1
Control Salary Background
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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
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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
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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
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Master Data Reports
1. Select either report shown here:
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Master Data Reports
2. Type in your Business Area and click Execute
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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
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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
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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
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Section 2
How to Identify Control Salary Charges in BW
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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
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2007 Johns Hopkins University
Summary of Gross Salary(Non-Sponsored)
Location: JH Report Library/Human Resources/Finance Admin/Summary of Gross Salary (Non-Sponsored)
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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)
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Many Ways to Run Control Salary Report
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Salary Detail: Commitment Item
Commitment item is a high-level roll-up of the GL Accounts—the “category” of expenses
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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
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Salary Detail: Employee Names
All employee names/PRNRs are fictitious
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Salary Detail: Wage Type
Wage Type helps identify the type of charge
Regular Salary, Vacation Credit, etc.
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Salary Detail: End of Pay Period
Note: Always use End of Pay Period across the top instead of Posting Date or Fiscal Year/ Period
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Salary Detail: Summary and Fringe Charges
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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
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Section 3
Identify ISR/E-form that Caused the Problem
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Add Posting Date to Rows for More Detail
Click the “drilldown in the rows” icon next to Posting Date
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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
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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
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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
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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: [email protected]
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Section 4
Additional Information
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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
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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
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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
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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
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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
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Link to Pre-Formatted Report
Control Salary Report
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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