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04/18/23Arizona State University, Financial Services1
Payroll Expense Payroll Expense Redistribution EntriesRedistribution Entries
Presented by:Jami Hovet Linda Hartman (Winkelman)
04/18/23Arizona State University, Financial Services2
Introduction Introduction
End user training for processing Payroll Expense Redistribution Entries in PeopleSoft
Pilot Program for limited number of departments
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AgendaAgenda
How to view payroll expenses posted to Advantage Accounts
Security Role Required for AccessStep by Step Instructions on how to enterViewing a processed entry in PeopleSoftViewing a processed entry in myReports &
AdvantageApprovals, Restrictions, Document
Retention
04/18/23Arizona State University, Financial Services4
Overview Overview A payroll redistribution entry that has posted to Advantage is used to
correct:– account number– position number – earnings code
Amounts transferred can be full or partial pay period amounts and are done based on dollar amount, not hours or percentages.
Each redistribution entry is for:– ONE position number– ONE employee– ONE pay period– ONE earnings code
Therefore an employee who had regular time, vacation time, and sick time in one pay period would require three transactions to move the expense for one pay period
Process Entry
View EntryIdentify
Expenses to be transferred
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Security Role Required for AccessSecurity Role Required for Access
The FSO Redistribution role is required for data entry and to view processed entries.
HCM Dept Financial Mgr, HCM Dept Position Manager, and HCM Dept Position View will allow view only access.
Security will limit you to process transactions for positions only within your area. – If you need to process a transaction for a position
outside of your area, please submit a paper Redistribution Form to Financial Services. http://www.asu.edu/fs/forms/payroll_redist_multiline.xls
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How to Request AccessHow to Request Access
Submit a Security request in PeopleSoft:-ASU Customizations—ASU Security—Create Security Request
Request the FSO Redistribution role– Please notify Jami Hovet, Linda Hartman
(Winkelman) or Wendy Kirk prior to submitting your request.
Oasis security will deny your request unless Financial Services has given prior approval.
04/18/23Arizona State University, Financial Services7
How to view payroll expensesHow to view payroll expenses
Demonstrate myReports query using Pay Earnings with Redistribution Query
Review information in query:
– Transaction numbers of 0 are payroll entries and 1XXXXXX are redistribution entries.
04/18/23Arizona State University, Financial Services8
Access to myReportsAccess to myReports
If you have Human Resources data warehouse access you also have access to myReports
To request access to myReports go to myReports web page http://www.asu.edu/it/eds/welcome.html and refer to “Getting an Account”
04/18/23Arizona State University, Financial Services9
Instructor Demonstrates Instructor Demonstrates Entering a Redistribution Entry Entering a Redistribution Entry in PeopleSoftin PeopleSoft
04/18/23Arizona State University, Financial Services10
Entering a Redistribution EntryEntering a Redistribution Entry
•Sign into PeopleSoft (https://hrsa.oasis.asu.edu/psp/asusaprd/?cmd=login) using your ASURITE and password.
04/18/23Arizona State University, Financial Services11
Navigate to ASU Customizations ASU HCM Custom ASU Position Management Create Redistribution Entry
You may search by position number, account or employee ID
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In this example we searched by Employee ID. Once you click on SEARCH the results will be displayed.
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Fill in:– Reasons – limited to 256 characters per text box (Reasons 2 and 3 required
for Sponsored Accounts. If non-sponsored accounts enter NA or X)– REDIST AMOUNT
Click CONTINUE
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Fill in data to be changed (position, earnings code, close date or account)
Click SAVE The transaction has now been entered into PeopleSoft
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Click on the STATIC/CALCULATED tab to view the transaction number. You may print this screen for your records.
To print use the FILE menu—PRINT PREVIEW and use the drop down menu and choose ONLY SELECTED FRAME
Click on RETURN TO SEARCH, to go back to the Search Menu
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Instructor Demonstrates Instructor Demonstrates Viewing a Redistribution Entry Viewing a Redistribution Entry in PeopleSoftin PeopleSoft
04/18/23Arizona State University, Financial Services17
How to View a Processed How to View a Processed Redistribution Entry in PeopleSoftRedistribution Entry in PeopleSoft
You may search by Transaction Number, Employee ID, Position Number or Account Number.
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When the search results are displayed click on the transaction you want to view.
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How to View a Processed How to View a Processed Redistribution Entry in myReports Redistribution Entry in myReports
and Advantageand AdvantageYou may run the myReports query Pay
Earnings With Redistribution. All transactions codes beginning with a 1 are Redistribution Entries.
In Advantage Redistribution Entries will post as JV with a document number that begins with P3
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How to View a Processed How to View a Processed Redistribution Entry in myReports Redistribution Entry in myReports
and Advantage (cont.)and Advantage (cont.)Please note that Workstudy payroll is
processed as a Redistribution Entry in PeopleSoft. Departments will see a 100% charge on their account and then a Redistribution Entry to credit their account for the 70% federal portion. The PeopleSoft transcation numbers are also 1XXXXX and the Advantage transaction is JV P3……….
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Approvals & RestrictionsApprovals & Restrictions The role of FSO Redistribution gives you final approval
for all non-sponsored transactions. At this time, the Office of Sponsored Projects and
Research requires all Payroll Redistribution Entries to be submitted to them on the paper form along with a copy of the myReports query.
You should not be entering transactions involving sponsored accounts.
If you are not an authorized signer on the account that the expenses are being transferred to you must obtain prior approval from an authorized account signer.
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Document RetentionDocument Retention
Departments are not required to keep paper copies but at their discretion may retain a paper departmental file.
Human Resources will maintain Redistribution Entries in PeopleSoft for up to seven fiscal years after the transaction has been entered.
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ErrorsErrors
If you encounter a system error when processing a redistribution entry, please make print screens and notify Jami Hovet, Linda Hartman (Winkelman) or Wendy Kirk in Financial Services.
We are still in the pilot phase and are working to identify system problems.
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Where to Get More InformationWhere to Get More Information
myReports Website http://www.asu.edu/it/eds/welcome.html
Commitment Accounting Web Site http://www.asu.edu/fs/commitment_accounting.html
Financial Services Contacts:– Jami Hovet 5-8951– Linda Hartman (Winkleman) 5-7889– Wendy Kirk 5-1925– Yung Briner 5-7403