MSS Create New Cost Distribution

Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Purpose MSS

Use this procedure when maintenance is required for basic pay account lines on the employee master record. You need to initiate a Cost Distribution from scratch for the employee.

Prerequisites

 Manual processes required prior to the submittal of a PCR are documented in the Business Process Information below

URL Address

Use the following URL to begin this transaction:

Helpful Hints

 "PCR/New Hire Processing Schedules" --provides good documentation regarding Payroll due dates for PCRs and can be found on the Payroll Operations Web Site.http://www.uc.edu/af/controller/payroll.html  The "PCR Overview" tab in MSS provides a PCR Status Report for PCRs you have initiated.  The "Overview" tab will contain all PCRs that have been returned to you as the initiator to edit and resubmit.  On certain screens you may have to scroll to view some data entry fields.  The Effective Date field is the effective date for the action. Today's date is the default date automatically pre-filled in the PCR. You can change it to another date by typing the date in the format: MM/DD/YYYY; or you can use the calendar control to select the effective date for the action.  You can now search for employees by using the Standard Search or an Advanced Search: o Standard Search allows you to find the employee by either the Last Name, First Name or Personnel Number (PERNR); or o Advanced Search provides more criteria to search for the employee: Middle Name, Organizational Unit, Personnel Area, Personnel Subarea

Tips and Tricks

In UC Flex, changing cost distributions for an employee will override the cost elements that are used in the position to which that employee is assigned. The cost distributions will be effective dated, so when the effective date on the employee’s distribution ends (Infotype 0027), the cost distribution for that employee will again reflect the cost elements of the position to which he is assigned.

To complete a change in cost distribution, the current cost distribution must be date delimited. Doing so will end the distributions for all the account lines on that selected date.

If the employee has a series of active cost distributions over a period of time that need to be adjusted, the one with the most current date should be processed. Then any further ones should be completed, in order, until the distribution with the latest date is processed.

It is important to plan the cost distributions for the entire fiscal year and the entire grant period. All encumbrances are calculated based on these distributions. If a cost distribution does not cover a period in the fiscal year or grant year, UC Flex will use the default funding which may encumber payroll dollars

11/7/2017 MSS Create New Cost Distribution .udc 1/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

that were not planned and in the case of a grant, may show more grant dollars available than should be uncommitted.

 Costing information to be added to an account line consists of: Fund, Cost Center, Functional Area, Grant Number, Internal Order, WBS Element, Account Percentage,  The complete account percentage for the changed time period must add up to 100%.  If a grant account line is used and linked to a date in the past, coordination must be made with the Government Cost Compliance (GCC) Department.  Any retroaction created in a grant will require the special handling approval of the GCC Department.  The Cost Distribution PCR is part of a Collision design (formerly known as an Earmark). The functionality of the Collision is the same as the Earmark in that it will control the order in which a series of Cost Distribution PCRs can be updated to the employee master record. This was designed to protect the correct order in which the Cost Distribution PCR updates the record, and to avoid over- writing a period of time incorrectly.

Collision functions for the PCRs in a number of ways (similar to "Earmarks"):

 A Collision PCR cannot be processed simultaneously with other Collision PCRs. The Collision group of PCRs are: 1. Separation (Voluntary and Involuntary) 2. Retirement 3. All of the PCRs for maintaining Leaves of Absences 4. Cost Distribution 5. Save Draft  Collision serves to protect the integrity of an employee’s record by controlling the sequence and the timing of PCR changes  Collision locks the employee record until the PCR with Collision has been completed.

In the case of a Cost Distribution PCR, the Collision is very important since it is important to retain the time slices for the cost accounting changes in the correct order in which the action was created.

11/7/2017 MSS Create New Cost Distribution .udc 2/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Procedure

1. Login to the UC Flex Portal at www.ucflex.uc.edu.

Welcome - UCFlex Enterprise Portal - Windows Internet Explorer

2. Click Manager Self-Service tab .

11/7/2017 MSS Create New Cost Distribution .udc 3/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Work Overview - UCFlex Enterprise Portal - Windows Internet Explorer

3. Click Personnel Change Request tab .

11/7/2017 MSS Create New Cost Distribution .udc 4/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Select Employee

4. As required, complete/review the following fields:

Field R/O/C Description

Last name: Required Employee's last name Example: staff*

First name: Required Employee's first name Example: s*

Personnel Number: Required Unique number assigned to an employee's job assignment Example: 3634

Advanced Search provides more criteria to search for the employee: Middle Name, Organizational Unit, Personnel Area, Personnel Subarea.

11/7/2017 MSS Create New Cost Distribution .udc 5/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Remember to use the PCR "Step Road Map" to know the phase of the PCR initiating process

Select Employee

5. Click the Start button .

11/7/2017 MSS Create New Cost Distribution .udc 6/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Select Employee

6. Click the button to select an employee.

11/7/2017 MSS Create New Cost Distribution .udc 7/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Select Employee

7. Click the Next button .

11/7/2017 MSS Create New Cost Distribution .udc 8/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Select Process for Staffan Sarah M

8. Continue to Step 9.

11/7/2017 MSS Create New Cost Distribution .udc 9/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Select Process for Anderson Sarah

9. Click the button to select the Cost Distribution PCR.

Remember to use the PCR "Step Road Map" to know the phase of the PCR initiating process

11/7/2017 MSS Create New Cost Distribution .udc 10/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Select Process for Anderson Sarah

10. Click the Next button .

11/7/2017 MSS Create New Cost Distribution .udc 11/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Fill Out Form UC Cost Distribution for Anderson Sarah

11. Scroll down to view more of the form.

11/7/2017 MSS Create New Cost Distribution .udc 12/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer

12. Click the Create a new record from scratch .

11/7/2017 MSS Create New Cost Distribution .udc 13/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer

13. As required, complete/review the following fields:

Field R/O/C Description

Start Date: Required the date the action will begin Example: 07/01/2016

Please enter the Start Date in the format MM/DD/YYYY.

End Date: Required the date the PCR action will stop Example: 12/31/2016

Please enter the End Date in the format MM/DD/YYYY.

11/7/2017 MSS Create New Cost Distribution .udc 14/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer

14. As required, complete/review the following fields:

Field R/O/C Description

Fund Required A fund is a separate & distinct fiscal/accounting object containing a complete self-balancing set of accounts used to segregate cash and other financial resources, together with associated liabilities, residual equities, and related changes. Amounts are separated by fund so that certain activities can be performed or objectives achieved in accordance with special regulations, restrictions, or limitations. Funds are classified into fund types, which have distinctive accounting and reporting requirements. Example: A100001

Cost Center Required Organizational unit for capturing costs Example:

6262510130

11/7/2017 MSS Create New Cost Distribution .udc 15/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Field R/O/C Description

Functional Area Required Organizational unit in accounting that classifies the expenses of an organization by functions; i.e. Instruction (0), Research (1), Public Service (2), Academic Support (3), Student Services (4), Institutional Support (5), Operation and Maintenance (6), Scholarship and Fellowship (7), Auxiliaries (8), Hospital (9), None (X) Example:

Grant Optional Award to the university as additional resources normally to support instruction, research, public service and scholarship with specified guidelines for spending and reporting; At UC the term Grant includes Grants, Contracts, Cooperative Agreements and Sub-Awards. Example:

1000240

Order Optional Cost Collector; Can vary from simple activities to complex projects and can cross an organization's fiscal years, funding sources, and organizational units Example:

P34913

WBS Element Optional Work Breakdown Structure Element utilized to track plant projects Example:

10042A10

Percentage Required the fractional amount charged to the account line for an employees pay The total percentage of all account line together must total 100%. Example:

New Option: Save as a Draft to complete the PCR later. A draft creates a collision (just like an earmark). Finish processing as soon as possible to not block other PCRs.

Use the Save Draft option to complete the PCR later. A draft creates a collision (just like an earmark). Finish processing as soon as possible to not block other PCRs.

11/7/2017 MSS Create New Cost Distribution .udc 16/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

If more rows are needed click the Add rows button.

Fill Out Form UC Cost Distribution for Anderson Sarah

15. When adding account lines is done. Scroll down to the New Comments box.

11/7/2017 MSS Create New Cost Distribution .udc 17/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer

16. As required, complete/review the following fields:

Field R/O/C Description

New Comments Required Comments add to a PCR to further explain the reason for the action Example: Funding for 2nd half of the year

11/7/2017 MSS Create New Cost Distribution .udc 18/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Fill Out Form UC Cost Distribution for Anderson Sarah

17. Click the Next button .

This is the last screen to check the accuracy of the entered data before sending the form.The form can't be changed on this step. Click the previous button to edit the data.

11/7/2017 MSS Create New Cost Distribution .udc 19/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Review Form UC Cost Distribution for Anderson Sarah

18. Click the Send button .

11/7/2017 MSS Create New Cost Distribution .udc 20/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Step Completed

19. Click .

It's very important to logoff before closing the browser window. Your session could hang or remain open.

Remember to keep the process reference number for tracking.

11/7/2017 MSS Create New Cost Distribution .udc 21/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Welcome - UCFlex Enterprise Portal - Internet Explorer

20. Click Yes .

End of simulation.

21. End.

11/7/2017 MSS Create New Cost Distribution .udc 22/23 Ver: Rev 2016-1 © University of Cincinnati Work Instruction Functional Area: Manager Self Service (MSS) MSS Create New Cost Distribution

Result

You have completed a New Cost Distribution PCR.