FastFacts: Feature Presentation

1. FastFacts: Feature Presentation Shannon Towner Johns Hopkins Bloomberg School of Public Health

2. Today’s Presenter: Shannon Towner • Financial manager at the Johns Hopkins School of Public Health

3. Section 1 Control Salary Reporting

4. Today’s Agenda • Control salary • How to run a BW report on control salary • Additional information • Common mistake in payroll reporting • Timing of payroll postings • Proactive approach • Payroll transactions that do not appear in BW payroll reports • Questions and answers

5. Assumptions • Participants have access to BW and E-forms • Participants know how to utilize E-forms to make changes once problems are identified • Participants understand basic BW navigation

6. What Won’t Be Covered • E-forms • Unusual payroll situations

7. Section 1 Control Salary Background

8. 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

9. Employee owed: $1,500 Employee paid: $1,500 Error is invisible to the employee Example: Charge on Control Salary • A semi-monthly employee is owed $1,500 per pay period • By accident, only $1,000 was allocated to a cost object via theE-form • The remaining $500 falls to Control Salary • The employee is paid $1,500 as usual Salary allocated correctly $1,000 Salary charged to Control Salary $500 Total salary charged $1,500

10. How Do I Identify MyControl Salary Cost Center(s)? • The last two digits of the Cost Center number are 99 • The name of the Cost Center is PAYROLL/NONPAYROLL • Use one of two reports in BW to look up your Cost Centers:

11. Master Data Reports • Select either report shown here:

12. Master Data Reports • Type in your Business Area and click Execute

13. Master Data Reports • 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 Print to Excel or Filter on Cost Center/Funds Center

14. Review of Master Data Reports 1. Select either report • Cost Center — Master Data • Funds Center — Master Data 2. Type in your Business Area and click Execute 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

15. Cleaning up Control Salary • Identify charges on Control Salary • Identify reason for error • Exact E-form/ISR where error was created • Improper ISR processing of termination, leave of absence, temporary inactive status, etc. • Grant End Date passes • Initiate E-form to reallocate salary

16. Section 2 How to Identify Control Salary Charges in BW

17. Security Needed • Control Salary Report = Summary of Gross Salary Non-Sponsored • Role commonly needed: ZBHR_FA_R_FAV_CCIO_SASP • Cost Center(s) assigned: CCs ending in 99 for your area

18. Location: JH Report Library/Human Resources/Finance Admin/Summary of Gross Salary (Non-Sponsored) Summary of Gross Salary(Non-Sponsored)

19. Summary of Gross Salary(Non-Sponsored) 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.

20. Many Ways to Run Control Salary Report

21. Salary Detail: Commitment Item • Commitment item is a high-level roll-up of the GL Accounts—the “category” of expenses

22. 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

23. Salary Detail: Employee Names • All employee names/PRNRs are fictitious

24. Salary Detail: Wage Type • Wage Type helps identify the type of charge • Regular Salary, Vacation Credit, etc.

25. Salary Detail: End of Pay Period • Note: Always use End of Pay Period across the top instead of Posting Date or Fiscal Year/ Period

26. Salary Detail: Summary and Fringe Charges

27. Control Salary Detail • Each line will summarize the amount for each pay period that is resting on Control Salary • Fringe benefits should follow the salary when it is transferred off, but the Analyst should always monitor fringe to be sure

28. Section 3 Identify ISR/E-form that Caused the Problem

29. Add Posting Date to Rows for More Detail • Click the “drilldown in the rows” icon next to Posting Date

30. 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

31. 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

32. 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

33. E-Form to Reallocate Salary • The errors have been identified • Now, an E-form is necessary to move the charges to the appropriate account • If 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.htm • For additional assistance: effort@jhu.edu

34. Section 4 Additional Information

35. 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

36. Timing of Postings in BW • E-forms and B15s are processed twice a month with the semi-monthly payroll runs • BW 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 Schedule • Summary of Gross Salary—every Sunday and Wednesday • See the Administrative Calendar for payroll cutoff dates • http://www.controller.jhu.edu/pubs/calendar/index.html

37. Timing Example

38. Proactive Approach • Run Commitment Reporting Detail to see what charges will hit Control Salary in the future • Run Commitment Reporting Detail for Cost Centers *99 • Be aware that the Commitment Report only updates at the beginning of the month

39. Transactions that Don’t Show up in Payroll • Any transaction that affects payroll GL codes but does not run through the payroll system • These transactions will appear on: • FM reports such as Non-Sponsored Financial Summary and YTD Transactional Detail • GM reports such as Sponsored Rev-Exp Summary and Sponsored Rev-Exp Detail • Examples • Repayments of Overpayments (repayment of wage type 3041 OvPmtAdv) • Year-End Accruals

40. Link to Pre-Formatted Report • Control Salary Report

41. Conclusion • Run the Control Salary report (with End of Pay Period in the columns) for all Cost Centers ending in 99 • Add Posting Date or other characteristics in the rows for more detail, if necessary • Initiate an E-form to shift the charges off of Control Salary • Be aware that a few unusual transactions that impact salary GLs may occur outside of the payroll module

42. Survey • Before we close, please take the time to complete a short survey. • Your feedback will help us as we plan future FastFacts sessions. • Click this link to access the survey… http://connect.johnshopkins.edu/fastfactssurvey/ Thanks again!