According to University Policy It Is Considered Appropriate to Move Expenses in the Following

University of Minnesota Medical School Handbook For Medical School Accountants Retro Distributions Last Date Reviewed: 10/1/15

The Retro Distribution (RTD) is a correcting internal accounting transaction to transfer salary and associated fringe benefits for past pay periods from one chart string to another chart string. (Access to PeopleSoft HR and training is required.)

The RTD justification documentation must answer the 5Ws (who, what, where, when, why) to provide a credible audit trail. To avoid unnecessary RTDs, payroll distribution changes should be completed as soon as a change is communicated. Associated RTDs should be done at the same time.

According to University policy – it is considered appropriate to move expenses in the following circumstances:

1. To transfer charges, for past pay periods, from one chart string to another chart string to correct errors or changes in distributions.

2. To change effort percentages on sponsored accounts: a. During effort statement building, pre-review or review prior to the statement being certified in the event an employee changes her/his effort b. Changes debiting a sponsored project more than 60 days past the original transaction require PI approval and Certified Approval. PI approval may be referenced in the comments section based on an email, phone conversation, or meeting notes. Transaction will route electronically to Certified Approver for review and action. Certified approvers may not serve as approver on transactions they have entered themselves. c. After effort certification occurs, changes raise serious questions concerning the propriety of the transaction. These requests must be fully justified to the Effort Unit before they will be approved. Once approved the effort statement re-opens for re-certification.

Manuals related to Retro Distributions and Distribution changes can be found at http://www1.umn.edu/ohr/training/trainingservices/hrms/materials/index.html in the Distribution Entry and Retro Distributions grouping.

Path to view or enter Retro Distribution in PeopleSoft HR: Main Menu > UM Payroll Accounting > UM Retro Processing > UM Direct Retro Distribution Policy for non-sponsored payroll cost transfers: http://policy.umn.edu/Policies/Finance/Accounting/INTERNALACCOUNTING_PROC04.html

Policy for sponsored payroll cost transfers: http://policy.umn.edu/Policies/Finance/Accounting/INTERNALACCOUNTING_PROC05.html