PiMs - Home | UNSW Finance · 1 Version 2.1 February 2016 Overview Use this guide to process and approve Payroll Allocations. Use this Guide to Search Existing Future Payroll Allocations

1

Version 2.1 February 2016

Overview

Use this guide to process and approve Payroll Allocations.

Use this Guide to

Search Existing Future Payroll Allocations

Add Future Payroll Allocations

Approve Future Payroll Allocations

Search Existing Retrospective Payroll Allocations

Add Retrospective Payroll Allocations

Approve Retrospective Payroll Allocations

Before you start

Prior to commencement of data entry ensure that you review the following:

Finance processes – business processes diagram document.

Appendix.

Inquiries, Queries and Reports for School Administrators and Finance Managers User Guide.

Hints and Tips

Internet Explorer (IE) is the recommended browser for using People Information Management System (PiMs).

Mandatory fields are marked with an asterisk *.

Documents uploaded into PiMs may have a file name of up to 64 characters in length only.

Fields and buttons not described in this User Guide are either not used at UNSW or not relevant to the process described and require no action.

PiMs

2

Payroll Allocations

Contents

Overview ...................................................................................................................................... 1

Use this Guide to ......................................................................................................................... 1

Before you start ............................................................................................................................ 1

Hints and Tips .............................................................................................................................. 1

What are Payroll Allocations? ...................................................................................................... 3

Search Existing Future Payroll Allocations ................................................................................... 4

Future Payroll Allocations ..................................................................................................... 4

Future Payroll Allocations – Employee Record (View) .......................................................... 6

Future Payroll Allocations – Employee Record (Edit) ........................................................... 7

Future Payroll Allocations – Pop Up Message (Delete) ........................................................ 8

Add Future Payroll Allocations ..................................................................................................... 9

Future Payroll Allocations ..................................................................................................... 9

Future Payroll Allocations (Add New Request) ................................................................... 10

Approve Future Payroll Allocations ............................................................................................ 16

Future Payroll Allocations - Approval .................................................................................. 16

Future Payroll Allocations (Employee Record) ................................................................... 17

Future Payroll Allocations pop up approval message ......................................................... 18

Future Payroll Allocations (Employee Record) ................................................................... 19

Future Payroll Allocations (Approval).................................................................................. 20

Search Existing Retro Payroll Allocations ................................................................................... 21

Retrospective Payroll Allocations ....................................................................................... 21

Retro Payroll Allocation Details (Employee Record) ........................................................... 23

Add Retrospective Payroll Allocations ........................................................................................ 24

Retrospective Payroll Allocations ....................................................................................... 24

Retro Payroll Allocations (Add New Request) ..................................................................... 25

Retro Payroll Allocation Details (Employee Record) ........................................................... 26

Approve Retrospective Payroll Allocations ................................................................................. 28

Retro Payroll Allocations - Approval ................................................................................... 28

Retro Payroll Allocations (Employee Record) ..................................................................... 29

Retro Payroll Allocations pop up approval message ........................................................... 31

Retro Payroll Allocations (Approval) ................................................................................... 32

Appendix .................................................................................................................................... 33

Key Changes from 7.6 to 9.2 .............................................................................................. 33

Audit ................................................................................................................................... 34

3

Payroll Allocations

What are Payroll Allocations?

Prospective Payroll Allocations

The process used within UNSW to make

future changes to the chart-field combination

where employee payroll costs and on-costs will

be charged.

Retrospective Payroll Allocations

The process used within UNSW to make

retrospective changes to the chart-field combination

where employee payroll costs and on-costs have

previously been charged.

Payroll allocations refer to the process within UNSW to make changes to where

employee costs and on-costs are currently charged.

4

Payroll Allocations

Search Existing Future Payroll Allocations

1. Select Main Menu > Global Payroll & Absence Mgmt> Payment Processing> UNSW GL Processing> Future Payroll Allocations to go to the Future Payroll Allocations page.

Search results will bring back all future payroll allocation requests within search criteria that the requester has authorisation to bring up. Each record will allow for one of three actions – view, edit or delete.

For Future Payroll Allocations the From Date data has changed to be Begin Date of the NEXT pay period (not the begin date of the current pay period).

Future Payroll Allocations

5

Payroll Allocations

2. On the Future Payroll Allocations Search page enter the following:

The action is driven by the status of the future payroll allocation request.

Status Definition Action

Pending Saved but not submitted for approval Delete / Edit

Submitted Submitted for approval but not yet approved Delete / Edit

Approved Approved and completed View

Field/ Button Description

Employee ID Enter the Employee ID, if known.

Last Name Enter Employee’s last / family name.

Status Select a status from the drop down list, if required.

The status (Approval Status) drives the action allowed ie View, Edit or Delete.

*From Date Enter the from date.

*To Date Enter the to date.

Click on the Search button. If no results then, choose a different date range or proceed to the Add Future Payroll Allocations topic.

Click on a button (View or Edit) from the search results & proceed to:

Step 3&/4 Future Payroll Allocations – Employee Record.

Click the delete button to remove the allocation row. This will permanently remove the row.

6

Payroll Allocations

3. You are taken to the Future Payroll Allocations – Employee Record page.

Future Payroll Allocations – Employee Record (View)

This allows users to view the future payroll allocation request. Users will not be able to make changes to this request.

7

Payroll Allocations

4. You are taken to the Future Payroll Allocations – Employee Record page.

Future Payroll Allocations – Employee Record (Edit)

This allows the user to enter the future payroll allocation request and edit details as required. The Last Updated By field shown at bottom of screen will update once request is saved/submitted.

8

Payroll Allocations

5. You are taken to the Future Payroll Allocations – Pop Up Message page.

Future Payroll Allocations – Pop Up Message (Delete)

This will permanently delete the Future Payroll Allocations request from the system. This action cannot be reversed or recovered.

9

Payroll Allocations

Add Future Payroll Allocations 1. Select Main Menu > Global Payroll & Absence Mgmt> Payment Processing> UNSW GL

Processing> UNSW Future Payroll Allocation to go to the UNSW Future Payroll Allocation page.

Future Payroll Allocations

2. On the Future Payroll Allocations page enter the following:


Click the Add New Request button to add a new allocation request.

10

Payroll Allocations

3. You are taken to the Future Payroll Allocations (Add New Request) page.

Future Payroll Allocations (Add New Request)

4. On the Future Payroll Allocations (Add New Request) Search page enter the following:



First Name Enter Employee’s First Name.

Search using “%” (wildcard) if you only know part of a field value. Change the type of field search from “begins with” to “contains” as another option.


Click on the Search button.

Click on a hyperlink from the Search Results.

11

Payroll Allocations

5. You are taken to the Future Payroll Allocations (Employee Record) page.

The rows in the Current Chartfield Values box details the current ChartField Values the employee costs are being charged to, including the % allocation charged to each combination.

The yellow highlighted plus and minus signs relate to adding or deleting a future allocation.

The red highlighted plus and minus signs relate to adding or deleting rows to an allocation.

12

Payroll Allocations

If the Effective Date is a future date, this indicates there is a Future Payroll Allocation, which has been processed and approved but is not yet effective.

13

Payroll Allocations

6. For the New ChartField Values section enter the following:


Add a row by clicking the plus sign , where required. Otherwise just use the existing blank row.

A new page will not be able to be entered if there is an existing payroll allocation request that has not been completed (remains as the status of pending/submitted).

From Date Enter the date the requested payroll allocation should begin from.

The ‘From Date’ must be +1 day of the last finalised pay.

To Date Enter the date the requested payroll allocation should cease – if required.

The Payroll Allocation will not successfully submit if the current chartfield value is not a valid chartfield combination at the ‘To Date’.

SpeedType Enter a valid project id and tab out. The remaining chartfield values will be populated.

Fund Enter the fund.

GL Department Enter the cost centre.

Project Enter the project id if applicable.

Percent to Allocate Enter a numerical percentage.

The sum of all rows must equate to 100%.

Apply to all Elements Default is ticked.

If the checkbox is unticked you will be prompted to provide the element to override – refer below.

Approver Select the approver from the drop down list.

The Approver drop down list is generated based on the Faculty of the ‘New Chartfield Values’ GL Department. If there is more than one chartfield combination, the appropriate approver should be the approver for the chartfield combination with the highest %allocation. If %allocation is equal, the approver drop down list will generate based on the alphabetical order of Faculty.

Comment Enter a comment, if required.

Click the Submit button to send the request for approval.

The status of the request shown next to the approver drop down menu will change from pending to submitted. On submitting the request, the approver will be notified by email and prompted to log in to approve the request.

14

Payroll Allocations

Click the Save button to save and then submit at a later time.

The status of the request shown next to the approver drop down menu will remain in pending. See ‘ Search Existing Future Payroll Request’ for instructions on how to return to a saved request.

In the case an employee is receiving an allowance it is possible to override the chartfields specifically for the allowance to a different area as required. To do this, the requester will need to untick the “Apply to all Elements” box. The requester should click on the hyperlink and search for the allowance element they would like to.

To be able to successfully submit the payroll allocation request, “Apply to all Elements” must be selected for at least one row. Thus in the case, the Employee Records chartfields for other costs will remain in the current chartfield, the enterer must include this as a line in ‘New Chartfield Values’ with the ‘Apply to All Elements’ box ticked. This will result in all other costs except the specified allowance element being reallocated to remain allocated to the current chartfield.

One allowance: Add multiple rows to disperse the allowance to multiple chartfields.

15

Payroll Allocations

Two or more allowances:

Add one row with 100% allocation and select the specific allowances (elements) to disperse the allocation to.

16

Payroll Allocations

Approve Future Payroll Allocations

1. Select Main Menu> Global Payroll & Absence Mgmt> Payment Processing> UNSW GL

Processing> Approval Future Pay Allocation to go to the Future Payroll Allocations - Approval page.

Approvers may also access this same page utilising the hyperlink from within the Request for Approval email. Or by selecting the following menu path - Main Menu> Worklist> Worklist.

Future Payroll Allocations - Approval

2. On the Future Payroll Allocations - Approval page action the following:


Click the View Button to Approve or Deny the allocation.

17

Payroll Allocations

3. You are taken to the Future Payroll Allocations (Employee Record) page.

Future Payroll Allocations (Employee Record)

4. On the Future Payroll Allocations (Employee Record) page enter the following:


Comment Enter a comment, where applicable.

A comment must be entered when denying a future payroll allocation request.

Click the Approve or Deny Button.

Status should change to chosen action. Message box will appear confirming action. The requester will be sent a notification email of outcome.

18

Payroll Allocations

5. The following pop up approval message appears.

Future Payroll Allocations pop up approval message


Click the OK button.

19

Payroll Allocations

6. You are taken to the following page:

Future Payroll Allocations (Employee Record)


Click the Return to Search button.

20

Payroll Allocations


Future Payroll Allocations (Approval)

21

Payroll Allocations

Search Existing Retro Payroll Allocations 1. Select Main Menu> Global Payroll & Absence Mgmt> Payment Processing> UNSW GL

Processing> Retro Payroll Allocations to go to the Retrospective Payroll Allocations page.


2. On the Retro Payroll Allocations Search page enter the following:

The action is driven by the status of the retrospective payroll allocation request.




Status Select a status from the drop down list, if required.

*From Date Enter the from date.

*To Date Enter the to date.

Click on the Search button. If no results then, choose a different date range or proceed to the last step - Add New Request.

Click on a button (Delete, View or Edit) from the search results.

22

Payroll Allocations

Status Definition Action

Pending Saved but not submitted for approval Delete / Edit

Submitted Submitted for approval but not yet approved Delete / Edit

Approved Approved View

Rejected Rejected by Approver including a reason Delete / Edit

Completed Allocation processed to General Ledger View

Error Error no payment in the next pay run Delete / Edit

Resubmit Where a change is made to a submitted allocation & saved but not yet submitted again. Delete / Edit

23

Payroll Allocations

3. You are taken to the Retro Payroll Allocation Details (Employee Record) page.

Retro Payroll Allocation Details (Employee Record)

24

Payroll Allocations

Add Retrospective Payroll Allocations 1. Select Main Menu > Global Payroll & Absence Mgmt> Payment Processing> UNSW GL

Processing> Retro Payroll Allocations to go to the Retrospective Payroll Allocations page.

For Retrospective Payroll Allocations the From Date data has changed to be Begin Date of the NEXT pay period (not the begin date of the current pay period).


2. On the Retrospective Payroll Allocations page enter the following:


Click the Add New Request button to add a new allocation request.

25

Payroll Allocations

3. You are taken to the Retro Payroll Allocations (Add New Request) page.

Retro Payroll Allocations (Add New Request)

4. On the Retro Payroll Allocations (Add New Request) Search page enter the following:


Employee ID Enter the Employee ID if known.

First Name Enter Employee’s First Name.

Search using “%” (wildcard) if you only know part of a field value. Change the type of field search from “begins with” to “contains” as another option.


Click on the Search button.

Click on the required employee record hyperlink from the Search Results.

26

Payroll Allocations

4. You are taken to the Retro Payroll Allocation Details (Employee Record) page.

Retro Payroll Allocation Details (Employee Record)

7. For the Date Range & From ChartField Values sections enter the following:


From Date Enter the date the ChartField changes should begin from.

To Date Enter the date the ChartField changes should finish from.



Project Enter the project if applicable.

27

Payroll Allocations

5. For the To ChartField Values section enter the following:


Add a row by clicking the plus sign , where required. Otherwise just use the existing blank row.



Project Enter the project if applicable.

Percent Enter a numerical percentage.

Approver Select the approver from the drop down list.

Comment Enter a comment, if required.

Documents uploaded into New South HR may have a file name of

up to 64 characters in length only.

Click the Submit button.

28

Payroll Allocations

Approve Retrospective Payroll Allocations

1. Select Main Menu> Global Payroll & Absence Mgmt> Payment Processing> UNSW GL

Processing> Approval Retro Payroll Allocation to go to the Retro Payroll Allocations – Approval page.

Approvers may also access this same page utilising the hyperlink from within the Request for Approval email. Or by selecting the following menu path - Main Menu> Worklist> Worklist.

For Retrospective Payroll Allocations the From Date data has changed to be Begin Date of the NEXT pay period (not the begin date of the current pay period).

Retro Payroll Allocations - Approval

2. On the Retro Payroll Allocations - Approval page action the following:


Click the View Button to Approve or Deny the allocation.

29

Payroll Allocations

8. You are taken to the Retro Payroll Allocations (Employee Record) page.

Retro Payroll Allocations (Employee Record)

30

Payroll Allocations

9. On the Retro Payroll Allocations (Employee Record) page enter the following:


Reason Enter a comment, where applicable.

A comment must be entered when denying a retrospective payroll allocation request.

Click the Approve or Deny Button.

Status should change to chosen action. Message box will appear confirming action. The requester will be sent a notification email of outcome.

31

Payroll Allocations

10. The following pop up approval message appears.

Retro Payroll Allocations pop up approval message


Click the OK button.

Click the Return to Search button.

32

Payroll Allocations


Retro Payroll Allocations (Approval)

33

Payroll Allocations

Appendix

Key Changes from 7.6 to 9.2

1. Payroll tax oncost is calculated on SGC & employer contribution for Actuals and Encumbrances (not in 7.6)

2. Payroll tax oncost is reduced by the employee’s pre-tax deductions (not in 7.6)

3. For Future Payroll Allocations the From Date data has changed to be Begin Date of the NEXT pay period (not the begin date of the current pay period)

4. New attachment functionality for Retrospective Payroll Allocations

5. Ability to enter more than one retro payroll allocation per pay period

6. New status of resubmit for Retrospective Payroll Allocations

7. Ability to view all records for an employee

8. The yellow highlighted plus and minus signs relate to adding or deleting a future allocation.

The red highlighted plus and minus signs relate to adding or deleting rows to an allocation.

34

Payroll Allocations

Audit

1. Retro Payroll Allocations – Audit Details

2. Approval Retro Payroll Allocations – Audit Details

35

Payroll Allocations

3. Future Payroll Allocations – Audit Details

4. Approval Future Payroll Allocations – Audit Details