Retroactive Change in Source of Funds

In this topic you will learn how to Enter Retroactive Change of Sources Funds.

The Retroactive process transfers funds that were already paid to the employee, but the project needs to be changed retroactively.

NOTE: Creating a Retroactive Change in Source of Funds will update PAY_ERN_DIST with the specified changes.

For training purposes only, the EMPL ID 0000000 will be used.

Type

There are two Types of Change in Source of Funds:

Prospective - Updates department budget earnings with specified distributions changes and Effective Date.

Retroactive - The process to transfer funds that were already paid to the employee and the project needs to be changed retroactively.

Justification

The Justification field is a free form text field. Here you will enter the reason (e.g., opened new contract, transfer to state fund account, etc.) for initiating the PER.

Adhoc Notify

Use the Adhoc Notify field to send an additional notification (e.g., employee you are adjusting, Principal Investigator, etc.) after all approvals have been completed.

NOTE: Only a person allowed access to the PeopleSoft HCM system will be able to receive Adhoc notifications. An Adhoc user can only view information if they have security access for the employee's home department.

Exercise

The From Date will be 02/01/21 and the End Date will be 03/01/21.

Pay Earnings Distribution Summary

The Pay Earn Dist Summary displays providing a list of summary totals of Pay Earnings Distributions specified by the parameters set in the Retro Date Range Search.

Select "Yes" to the Combo Code you wish to adjust. The Combo Code is the Project-Account code. The Combo Code selected must be within budget effective dates.

Totals

• Copy – copy current distribution into “New Change in Source of Funds” grid

• Total Earnings – total amount of current distributions

• Calc Earnings – total amount of new distributions

A new row must be created to add a new Combo Code.

You can only use the Account Code a person is set up under. The system will not allow you to cross Accounting Codes.

The Combo Code can be searched for by using the magnifying glass.

A message displays stating your PER has successfully been submitted.

Submitter is CSOF Business Manager

The Approval Routing for Retroactive Requests that contain Federal and Grant accounts is shown here.

Scroll the Down with the mouse wheel.

Amount

Total Amount must match Total Earnings.

A message displays if the new funding change account is different from the original funding account. The new funding change account cannot use more than one Account.

Change the Account number for the Combo Code from 502000 to 501000. Make sure there is a hyphen between the Project/Grant number and the Account number.

The Request Change in Source of Funds: Details page displays

You can review the employee's current information on the Job Info page.

Instruction Text

This text will only be displayed on initial form request. Approvers and viewers will not see this text.

Retro Data Range Search

Enter parameters to search for date range and account to retro if needed.

• Cannot cross Fiscal Year

• Each CSOF can only affect one Fiscal Year

• SGF from a prior Fiscal Year may not be moved

Only a project that is in the effective date range for the period adjusting will be allowed. An error message will appear if the project is out of date range.

NOTE: This message will display after clicking the "Next" button at the bottom of the page.

Non-Grant Project Warning Message

A message for a Non-Grant Project will give a warning and option to stop or continue if specified effective date is invalid.

NOTE: This message will display after clicking the "Next" button at the bottom of the page.

If "Yes" is selected, continue with Submission/Approval for the form.

Non-Grant Project Warning Message

If "No" is selected, a message will display stating the transaction was stopped.

The View Change in Source of Funds: Details page displays.

Submitters will receive the email shown here verifying the CSOF was successfully submitted.

NOTE: The system will only allow one (1) pending Prospective and one (1) Retroactive PER.

You cannot submit a new form for an employee with an outstanding funding change form for either Retro or Prospective.

Account

If the *Expense Account Code displays as shown here, select the Account to be retro'ed. Only one account can be retro'ed per request.

From/End Dates

The error message shown here will display if the From/End dates cross Fiscal Years.

Submitter is NOT CSOF Business Manager

The Approval Routing for Retroactive Requests that contain Federal and Grant accounts is shown here.

Submitter is CSOF Business Manager

The Approval Routing for Retroactive Requests that do not contain Federal or Grant accounts is shown here.

Submitter is CSOF Business Manager

The Approval Routing for Retroactive Requests that contain Federal accounts, but do not contain Grant accounts, is shown here.

Submitter is CSOF Business Manager

The Approval Routing for Retroactive Requests that do not contain Federal accounts, but do contain Grant accounts is shown here.

Submitter is NOT CSOF Business Manager

The Approval Routing for Retroactive Requests that do not contain Federal or Grant accounts is shown here.

Submitter is NOT CSOF Business Manager

The Approval Routing for Retroactive Requests that contain Federal accounts, but do not contain Grant accounts, is shown here.

Submitter is NOT CSOF Business Manager

The Approval Routing for Retroactive Requests that do not contain Federal accounts, but do contain Grant accounts, is shown here.

Email Approval

The Approver will also receive an email stating his/her approval is requested. The Approver will select the "Click here to approve" link to access the PER.

The View Change in Source of Funds: Details page displays.

Notification on Final Approvals

The following participants will be notified once all approvals have been completed for a request:

1) Original Submitter

2) Principal Investigator (if available)

3) Business Manager

4) Delegated Manager (if part of approver group)

5) Sponsored Projects (if part of approver group)

6) Resident Manager (if employee is a Resident)

The Approve Change in Source of Funds: Details page displays. Approvers should review the PER for correctness and completeness.

Comments should be added if the PER is Held, Recycled, or Denied.

New Change in Source of Funds

Users must specify the new project to move the Change in Source of Funds into.

Federal/Grant

Cost Transfer will be available for input if Combo Code is "Federal".

Change in Source of Funds Approval Menu Option

Users can also approve the CSOF from the menu options available on the Change in Source of Funds main page.

The Approve Change in Source of Funds: Details page displays.

Is effort being increased on a Federal award (or sub-award)?

This is a simple Yes or No answer.

If No, a cost transfer is not necessary.

Is effort being increased on a Federal award (or sub-award)?

If Yes, a cost transfer must be attached.

Does Time and Effort report need to be revised?

This is a simple Yes or No answer.

If No, a Time and Effort report does not need to be attached.

Does Time and Effort report need to be revised?

If Yes, a revised Time and Effort report must be attached.

Retro Restrictions

Retro restrictions prevent conflict with on-cycle payroll processing. Restriction will be triggered when all of the following conditions are met:

• On-Cycle Payroll

• Pay Confirm Run

• GL Processing (PAYGL02) is NOT done

An Error notification email will be sent to DEV and Support Group to verify the error was intended. Once Payroll finishes on-cycle processing, Support will bring up the form ID and “Resubmit MSG.” Post-processing for Retro requests will resume and Notifications will be sent to all participants upon completion.

Personnel Action Buttons

Comments - Sponsored Projects can enter any messages they would like to send to back to the department

Approve - If all criteria are met, use to approve the PER and automatically send it to the next approver.

Hold - Use to close the PER and keep it in the worklist until approved, denied or recycled.

Recycle - Select Recycle if the department is missing a Time and Effort report, or if a question(s) does not appear to be reasonable or completed. The Recycle button will send a comment to the initiator and Recycle the retro back to the department to allow them to correct errors or attach missing documents.

Deny - Use to reject the PER and permanently end its processing.

Users would select the appropriate option from among Approve, Hold, Recycle and Delete.

Comments should be added if the PER is Held, Recycled, or Denied.

Personnel Action Buttons

Comments - Sponsored Projects can enter any messages they would like to send to back to the department

Approve - If all criteria are met, use to approve the PER and automatically send it to the next approver.

Hold - Use to close the PER and keep it in the worklist until approved, denied or recycled.

Deny - Use to reject the PER and permanently end its processing.

The Approve Change in Source of Funds: Results page displays. The transaction path also displays at the bottom of the page.

Process Instance

A Process Instance has been added next to the Form ID. The Fiscal Deans and Sponsored Projects approvals trigger the post-processing job that posts the Retro request to the ledger. This retro job will run through all the normal retro process from Initial Calc to Final Calc.

All Initiators, Viewers and/or Approvers can select View Change Source of Funds to view all CSOF forms and statuses for which they have access.

Retroactive Change in Source of Funds

This completes Enter Retroactive Change in Source of Funds.

For training purposes only, the EMPL ID 0000000 will be used.

Justification

The Justification field is a free form text field. Here you will enter the reason (e.g., opened new contract, transfer to state fund account, etc.) for initiating the PER.

Exercise

The From Date will be 02/01/21 and the End Date will be 03/01/21.

You can only use the Account Code a person is set up under. The system will not allow you to cross Accounting Codes.

Amount

Total Amount must match Total Earnings.

Enter the desired information into the Empl ID field. Enter

a valid value

e.g.

"0000000"

Click the Search button.

Click the *Type dropdown button to activate the menu.

Click the Retroactive list item.

Enter the desired information into the *Justification field. Enter

a valid value

e.g.

"Retro Processing"

Enter the desired information into the Adhoc Notify field. Enter

"KOC"

Click the Down scrollbar.

Enter the desired information into the *From Date field. Enter

a valid value

e.g.

"020121"

Enter the desired information into the *End Date field. Enter

a valid value

e.g.

"030121"

Click the Down scrollbar.

Click the Selected Yes option.

Click the Copy... button.

Click the Down scrollbar.

Click the Add a New Row button.

Enter the desired information into the Amount field. Enter

a valid value

e.g.

"4421.75"

Enter the desired information into the Combo Code field. Enter

a valid value

e.g.

"105200231A"

Click the Look up Combo Code button.

Click the Submit button.

Click the View Approval Route button.

Click the Done button.

Scroll the Down scrollbar with the mouse wheel.

Scroll the 105200231A-502000 button with the mouse wheel.

Enter the desired information into the Amount field. Enter

a valid value

e.g.

"1000.00"

Click the Down scrollbar.

Click the OK button.

Enter the desired information into the Combo Code field. Enter

"501000"

Click the View Job Data button.

Click the Down scrollbar.

Click the Done button.

Click the Click here to view link.

Click the Click here to approve link.

Click the Click here to view link.

Click the Down scrollbar.

Click the Approve button.

Click the Done button.

Click the Approve Change Source of Funds button.

Enter the desired information into the Empl ID field. Enter

a valid value

e.g.

"0000000"

Click the Search button.

Click the Down scrollbar.

Click the Yes option.

Click the Down scrollbar.

Click the Yes option.

Click the Upload Cost Transfer button.

Click the My Device button.

Click the Documents menu.

Click the Cost Transfer link.

Click the Open button.

Click the Upload button.

Click the Done button.

Click the Upload Time and Effort button.

Click the My Device button.

Click the Time and Effort - revised link.

Click the Open button.

Click the Upload button.

Click the Done button.

Click the Submit button.

Click the View Approval Route button.