FN - Enter Direct Retro Funding Distribution

GENERAL DESCRIPTION:

This process is used for employees that have been paid the correct amount but have been paid by the wrong funding source(s). A Direct Retro Funding Distribution process is performed to correct their funding distribution. These transactions are commonly referred to as "Direct Retros." On the Madison campus, these are often called "Salary Cost Transfers."

This process will not update funding for future payrolls. To affect future payroll funding, funding for the employee/job needs to be updated using the HRS Budget Funding Data Entry page. See FN - Add or Change Appointment Level Funding for Employee's Salary Expense.

All adjustments will be made to Earnings and the effects will flow through to Deductions and Taxes proportionately. Adjustments that would have tax implications will be performed via the Paycheck Adjustment process and be performed by the Service Center.

PROCESS CONSIDERATIONS:

You may click on the links below to navigate directly to a section:


PROCEDURE STEPS:

Process Direct Retro Distribution

From the HRS Main Menu, navigate to Payroll for North America > Payroll Distribution > Commitment Accounting USA > Direct Retro Distribution
Accessible from the Finance WorkCenter found at Payroll for North America>Payroll Distribution>Commitment Accounting USA>UW Finance WorkCenter. For more information about the WorkCenter, see KB PD - WorkCenter .
warning sign Before adding a new Direct Retro for an employee, first verify whether one has already been created
  1. Click the Add a New Value tab

  2. Click the Add Payment button
    (Direct Retro ID displays as NEW; system will automatically assign Direct Retro number DRXXXXXXXX)

    https://kb.wisc.edu/images/group61/16415/9.2directretronewentry.jpg

  3. Enter the employee's Business Unit in the Bus Unit field (found on Work Location tab of Job Data record)

  4. Enter the 'Date Range' for the paycheck you are processing the direct retro for
    • Enter Begin Date that is before or equal to the earnings end date of the payroll you will be creating the direct retro for
    • The End Date will automatically be populated based on the last payroll processed through to SFS General Ledger

  5. Enter the Employee ID and tab out of field

  6. Enter the Empl Rcd# and tab out of field
    warning sign  Search button will not display until Business Unit, Employee ID, and Empl Rcd# are populated and user has tabbed out of the fields

  7. Click the Search button.

    https://kb.wisc.edu/images/group61/16415/9.2directretroentry.jpg

  8. A Payroll Data grid will display at the bottom of the screen with payrolls that are available for direct retro processing

  9. Select the box next to the payroll that you want to perform the direct retro for
    • Notice payroll 2016BW01B in screen shot below where Direct Retro has already been completed.  For the steps to review previously entered Direct Retros, see below
    • You may receive an error message if a Direct Retro is already in process for the selected payroll
    • Paychecks with a negative Earnings amount have been reversed. Direct Retros cannot be completed on reversed paychecks. If the check was reissued with the same funding, complete a Direct Retro on the re-issued check instead.

  10. Click Save

  11. A Run button will appear; click Run

    https://kb.wisc.edu/images/group61/16415/9.2directretroselection.jpg

The Retro Distribution Transaction page will appear after processing is complete (NOTE: this may take a minute)



Updating New Funding Data on Retro Distribution Transaction Page

  1. Enter 'New Data' funding information. (Values from 'Old Data' section are replicated in 'New Data' section as a starting point)
    • GL Business Unit: User can edit field, but will be limited to their own business unit unless they have security for cross-business unit entry. In most cases funding entry for cross-business unit Direct Retros must be done by the Service Center.
    • Fund (e.g., 144)
    • DeptID (e.g., 576847): 6-digit funding department number; does NOT have alpha character
    • Program code (e.g., 7)
    • Project (e.g., PRJJR13): Project field implies employee is funded by grants; if this field is populated 'Project End Date' will display
    • Project End Date: view-only
    • Account: Change if necessary (rarely changed)
    • Earnings: Enter the amount of earnings that you want distributed to this particular funding line

  2. Click 'Calculate Distribution' button
    NOTE: This step will confirm the funding information the user has entered is valid and that the total payment amount has not changed.

    Warning sign If the Total for the 'New Data' funding being entered does not equal the Total for the 'Old Data', you will receive an error message and will not be able to save the page. Correct the entered amounts as necessary so the Old and New totals match. If you have entered any invalid funding values, the funding line will be highlighted in red and an error message will appear. Make appropriate corrections and click Calculate Distribution again. Once errors are resolved, click Save.

    https://kb.wisc.edu/images/group61/16415/9.2directretronewdata.jpg

  3. If you receive other error messages, click on the Earnings Messages, Deduction Messages and Tax Messages tabs to review.
    • If errors appear it could mean that someone else is entering a direct retro for this employee as well.
    • Navigate back to the Direct Retro Pay without saving and you should see data appearing.
    • If the error message is message number 600, you must then delete the duplicate direct retro entry (see below) otherwise contact the service center
      • Click on the Retro Distribute Earnings tab
      • Click the Delete button in the top right.
      • You will be taken back to the Process Direct Retro Distribution page, click delete again.
    • If you encounter error messages that prevent you from finalizing the Direct Retro (other than the errors mentioned above), and you've reviewed each message tab and still need assistance, a contact your Affinity Group.

    https://kb.wisc.edu/images/group61/16415/9.2drerrormsg.jpg


  4. After clicking 'Calculate Distribution' a drop down Distribution Status box will appear. Set status to "Ready for Batch Processing" or "Ready for Supervisor Approval" (based on user security). All Direct Retros set to "Ready for Batch Processing" will be picked up in the nightly batch process and be sent to SFS Financials and posted to the General Ledger.
    warning Any errors on the Earnings Messages, Deductions Messages and Tax Messages tabs will prevent the status from being changed to "Ready for Batch Processing".
    • Select "Return to Processing" from the Distribution Status.
    • Follow step 3 above.

    https://kb.wisc.edu/images/group61/16415/9.2drerrormsgreadyforbatch.jpg

  5. Enter any necessary comments in 'Requester Comments' text box. (Optional

  6. Click Save.

    Update Funding Data steps 4-6


Custom Process Exceptions

Direct Retros for Employees on Work Study

Direct Retros on Fringe Exceptions



Viewing through the Review Retro Distribution Page

On this page, you can search for a Direct Retro using the process states of Complete, Delete, Editing, Initiated. When the status of the Direct Retro is Complete you can view the old data and new data of the employee's funding combination code for earnings, deductions, and taxes.

  1. From the HRS Main Menu, navigate to: Payroll for North America > Payroll Distribution > Commitment Accounting USA > Review Retro Distribution 
  2. Accessible from the Finance WorkCenter found at Payroll for North America>Payroll Distribution>Commitment Accounting USA>UW Finance WorkCenter. For more information about the WorkCenter, see KB PD - WorkCenter .

  3. In the Review Retro Distribution screen, the Find an Existing Value tab displays searchable fields
      Run Control ID: enter all or part of the unique Direct Retro ID number that begins with DR000, if known. (e.g., DR00000048893).
      • NOTE: For UW-Madison, the unique Direct Retro ID number displays on the Posting tab of the Cost Transfer web tool when the Status of the salary cost transfer is Completed.


      Salary Cost Transfer entered

    • Last Operator to Update: enter the 8-digit Employee ID of the person who most recently updated the Direct Retro record in HRS, if known (e.g., 00314331). Otherwise, leave blank.
    • Creation Date: enter the date the Direct Retro was created in HRS, if known (e.g., 10/15/2012). Otherwise, you can select the between parameter and enter a beginning date and ending date range.
    • Date of pay: enter the Pay Period End Date when the updated funding information for the employee's salary expense was posted in HRS, if known.
      NOTE:To locate Pay Period End Dates for employees paid monthly and bi-weekly, refer to the online UW Payroll Calendar.
    • Transaction Source: select from the list of available choices (e.g., Direct Access Changes), or leave blank.
    • Process State: select from the list of available choices (e.g., Complete), or leave blank.
    • Process Date: enter the date the Direct Retro was processed in HRS, if known.  Otherwise, you can select the between parameter and enter a beginning date and ending date range.

    1. Search for Retro Distribution

  4. Click Search
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Deleting Direct Retro

  1. From the HRS Main Menu, navigate to Payroll for North America > Payroll Distribution > Commitment Accounting USA > Direct Retro Distribution
    Accessible from the Finance WorkCenter found at Payroll for North America>Payroll Distribution>Commitment Accounting USA>UW Finance WorkCenter. For more information about the WorkCenter, see KB PD - WorkCenter .
  2. Enter the Direct Retro number, or use the search feature.

  3. Select the Direct Retro with a status of Not Started, In Process, Pending Approval, or Ready for Batch.

  4. If you are taken to the Process Direct Retro Distribution page click the Delete button in the upper right corner.

  5. If you are taken to the Retro Distribution Earnings Page, click the Delete button in the upper right corner.
    • If status was Pending Approval or Ready for Batch, you must first change back to Return to Processing; it will switch to In Process and then allow deletion.
    • After deleting on the Retro Distribution Earnings Page, you will then be taken back to the Process Direct Retro Distributions page, click the Delete button in the upper right corner.

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ADDITIONAL RESOURCES

Related KBs:

Related Links:

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