Commitment accounting

HR department code changes

日本一本道a不卡免费HR Department Code changes are made through the Create/Modify Position screen in PeopleSoft. To successfully run the PeopleSoft payroll interface to Workday, it is necessary to lock down HR Department Code changes for a specified timeframe each pay period.

Changes to department codes on filled positions are locked down for six business days between when the payroll process first begins (Thursday night) until the evening of the following Friday (payday) when the distribution process is complete. This lockdown applies to department code changes with an effective date before or within the payroll currently being processed. During this period, departments may enter department code changes on filled positions for a future payroll, vacant positions and new positions. If there is no department code change, a department may submit position transactions. Once the distribution process is confirmed, departments may enter department code changes on positions with an effective date for the recently distributed payroll.

HR Position Funding Changes

A position’s Worktag mapping dictates where payroll expenditures post and payroll budgets are encumbered. The Worktag mapping is initially assigned when a position is created. Current and prior fiscal year Worktag mapping setups can be viewed on the PeopleSoft Position Cross-Reference screen, under the Distribution History link on the Position Cross Reference tab. See the following section for navigation and more detail regarding Position Cross-Reference.

Changes to a position’s Worktag mapping are made through the PeopleSoft Maintain Position Accounting screen. You can access this screen via the following navigation path: ASU Customizations > ASU HCM Custom > ASU Position Management > Maintain Position Accounting.

  • Enter the position number.
  • Click Continue.

  • Enter the effective date that the new accounting distribution will take effect.
  • Click Continue.

  • If there was a prior effective dated row, all required fields are carried over and prepopulated.
  • To add position funding, complete the Typical (Default) Distribution section in one of two ways: if Program is the Driver Worktag, select the Cost Center first, then Program. Otherwise, select the Project, Gift or Grant Driver Worktag first, which will auto-populate the Cost Center. Additional Worktags—Dept Reporting Roll, Dept Reporting, ASU Audit, and Academic Employee—are not required, but may be selected at the department’s discretion.
  • Hit the “+” button to add additional Workday accounts (i.e., Worktag combinations) to the position funding. Combined distribution percentage between all accounts must equal 100%.
  • Enter the budget department ID, which should match the position and job department ID. Failing to do so may cause errors with the payroll distribution process.
  • Click Save and Submit.

  • You will receive the confirmation screen.
  • Click Return.

Commencing on the effective date entered, all payroll expenditures for the position will be attributed to the Worktags the department submitted. Future-dated accounting distributions can be setup through the end of the fiscal year. The position distribution in effect at year-end is rolled over to the subsequent fiscal year, where a 7/1/YYYY line is created by a PeopleSoft process run towards the end of June by the Commitment Accounting team. Keeping accounting distributions updated is imperative to ensure that payroll expenses post properly, encumbrances are accurate, and to minimize correcting entries between Worktags.

Earnings-specific earnings codes

The optional earnings-specific distribution section may be used to stipulate the driver and additional Worktags used to fund a specific earnings code. The processing of Vacation Payouts is one example of when this section is used. All vacation and compensatory payouts must be charged to ASU’s Centralized Vacation Payout account (CC0004, PG03070). When setting up a vacation or compensatory time payout, fill out the earnings-specific codes section of the Maintain Position Accounting 日本一本道a不卡免费screen for the related position. Use an Effective Date of the beginning of the pay period the termination date falls within. Specify the earnings code of VPO (vacation payout) or CTP (compensatory payout) and enter CC0004 under Cost Center and PG03070 under program for the required driver Worktags. Filling in this information will result in the expense for the vacation and compensatory payout to be charged to ASU’s centralized vacation payout account.

Position Cross-Reference

Use the PeopleSoft Position Cross-Reference screen to view a position’s HR details and the Cost Center and Worktag combination funding information. Access this screen via the following navigation path: ASU Customizations > ASU HCM Custom > ASU Position Management > Position Cross-Reference. The following security roles have access to the Position Cross-Reference 日本一本道a不卡免费screen: HCM Dept Position View, HCM Dept Position Manager, & HCM Dept Financial Manager.

日本一本道a不卡免费Use the home screen to search for the desired position/employee. The searchable fields include position, business unit, department, job code, short description, employee ID and name.

Once a position is selected, the Position Cross-Reference tab provides an incumbent listing, submitted front end staging data (i.e., pending position changes), and position details (such as dept ID, reports to, job code, etc.).

Clicking the Position Data Details link will provide further specifics about the position (FTE, STD HRs, Workers Comp Code, etc.).

To view position funding, click Fiscal Year Distribution. This will show the Cost Center and Worktag combination funding the position along with the effective date. It will also display the funding for any earnings-code-specific distributions.

The Position Accounting Cross-Reference 日本一本道a不卡免费tab is a position-specific commitment accounting screen that includes per employee totals for fiscal year-to-date payroll expenses, redistributions that have been processed, and the current encumbrance balance.

Commitment Accounting Cross-Reference

With the implementation of Workday, the Commitment Accounting Cross-Reference screen will no longer exist in PeopleSoft. At this time, there is no plan to replace the screen. Information related to payroll expenditures, encumbrances and redistributions by Worktag can be obtained from multiple departmental reports in Workday. A MyReports query is being developed to help departments identify positions mapped to Workday accounts (i.e., Cost Center and other Worktag combinations). The website will be updated, detailing the query when constructed.  

日本一本道a不卡免费This information is current as of October 12, 2015.

日本一本道a不卡免费Earnings Code

Description

A12

Regular - 12 Month Faculty

ACD

日本一本道a不卡免费Regular - 9 Month Faculty

ADS

Administrative Supplement

ASR

日本一本道a不卡免费Dist Excess ASRS (ASRSDT)

AWP

Award/Prize

BEP

Bereavement Leave Hourly

BER

日本一本道a不卡免费Bereavement Leave

BNN

Bonus Nondiscretionary

BNS

Bonus - Discretionary

CAB

Call Back

CAR 

Car Allowance

CCA

Competitive Comp Agreement

CEP

日本一本道a不卡免费Comp Time Earned 1.5

CIP

日本一本道a不卡免费Retirement Cash Incentive

CLA

Compassionate Leave Adjustment

CLD

日本一本道a不卡免费Compassionate Leave Donated

CLH

Compassionate Leave Hourly

CLI

日本一本道a不卡免费Compassionate Leave Received

CLS

Compassionate Leave Salaried

CLT

Compassionate Leave Transfer

CMS

Commission Earnings

COA

Comp Officer Adjustment

CPO

Comp Payout Officer

CTA

日本一本道a不卡免费Comp Time Hours Adjustment

CTE

Comp Time Earned

CTH

日本一本道a不卡免费Comp Time Taken Hourly

CTP

Compensatory Time Pay Off

CTX

Comp Time Officers

ES1

Event - Sergeant

ES2 

Event - Lieutenant

ES3

日本一本道a不卡免费Event - ASU Officer

FTA

Fed Taxable Gross Adjustment

GRD

日本一本道a不卡免费Graduate Earnings

HNR

Honorarium

HOL

Holiday

HOP

日本一本道a不卡免费Holiday Hourly

HOU

Holiday Unpaid

HPR

Healthcare Prem Reimbursement

HRY

Hourly

HSG 

Housing Allowance

ICS

Intra University Counseling

ISP

日本一本道a不卡免费Instruction Supplement

JRP

日本一本道a不卡免费Jury Duty Pay Hourly

JRY

Jury Duty Pay

MIL

Military Leave Pay

MIP

Military Leave Pay Hourly

MOV

日本一本道a不卡免费Moving Expense

MVN

日本一本道a不卡免费Excludable Moving Expense (non-tax)

NT8

NRA 18 Taxable Gross Adjustment

NT9

日本一本道a不卡免费NRA 19 Taxable Gross Adjustment

OT2

Overtime at 2.0

OTP

日本一本道a不卡免费Overtime at 1.5

OTS

Overtime at Straight Time

P04

Overtime at 1.5 No Retirement

P05

Overtime -Straight No Retire

P06

Overtime at 2.0 No Retirement

P07

日本一本道a不卡免费Overtime at 1.5 Sal No Retire

P08

Prior Year Overpayment

PTL

日本一本道a不卡免费Parental Leave

PTP

日本一本道a不卡免费Parental Leave Hourly

REG

Regular

RET

日本一本道a不卡免费Retention Subsidy

SAD

Sick Hours Adjustment

SCK

Sick Leave

SCP

日本一本道a不卡免费Sick Leave Hourly

SDM

Same Day Meal

SF1

Student Financial Use Only

SIP

Salary Increase Program

SOE

State of Emergency Hourly

STB

Standby Pay

STH

Student Hourly Regular Wages

STI

Stipend

SUM

Summer Session

SUP

Supplemental Pay

TEC

日本一本道a不卡免费Technical Subsidy

TFB

日本一本道a不卡免费Taxable Fringe Benefit

TGA

Taxable Gross Adjustment Only

TSN

日本一本道a不卡免费Tech Subsidy NonTaxable

TUW

日本一本道a不卡免费Tuition Waiver

TWE

Tuition Waiver Employee Only

TWO

Tuition Waiver Other

ULH

日本一本道a不卡免费Unpaid Bnft Coordination-HRY

ULS

日本一本道a不卡免费Unpaid Bnft Coordination-SAL

UNH

Unpaid Hourly

UNI

Uniform Allowance

UNS

Unpaid Salaried

USH

日本一本道a不卡免费Unpaid Sick - Hourly

USS

日本一本道a不卡免费Unpaid Sick - Salaried

VAC

Vacation

VAD

Vacation Hours Adjustment

VAH

Vacation Hourly

VPO

日本一本道a不卡免费Vacation Pay Off

WSF

日本一本道a不卡免费Work Study Off Campus 68/32

WSS

日本一本道a不卡免费Work Study On Campus 70/30

WST

Work Study On Campus 100%

WTR

Winter Instruction Salary

Payroll encumbrances

Payroll encumbrances are calculated for all ASU employees, except student workers (Pay Group: STU) and PRNs with a payroll status of active, leave with pay, or retired with pay. Employees in other pay statuses, such as Short Work Break or Leave of Absence, are not encumbered. Only an employee’s base salary is encumbered, as the calculation does not take into account any additional pay earnings (ex: Supplemental Pay) that are slated to be paid.

To determine the payroll encumbrance amount, take the employee’s compensation rate and multiply it by the remaining number of pay periods in the fiscal year or until the expected job end date. For hourly employees, the compensation rate is prorated by the standard hours worked per week and multiplied by 2. The compensation rate for an employee is located on the PeopleSoft Job Data screen under the Compensation tab, the standard hours under the Job Information tab, and expected job end date the under the Work Location tab. For encumbrance calculation purposes, pay periods are allocated into 10 working days. If the last pay period end date of the fiscal year falls on June 28th, the encumbrance calculation would need to include an additional 2/10 of a pay period for June 29 and June 30.

Encumbrances for employee-related expenses (ERE)

ERE encumbrances are determined by multiplying an employee’s payroll encumbrance by the applicable ERE rate. The applicable ERE rate is a byproduct of an individual’s employee class and benefit eligibility. For more information regarding ERE rates and how they are determined, please see the Employee-Related Expense (ERE) Rate section of the Commitment Accounting website.

RA/TA Tuition Remission Encumbrances

日本一本道a不卡免费RA/TA encumbrance is the unassessed balance of the per semester RA/TA charge. The encumbrance can be calculated by taking the semester RA/TA flat rate amount less the amount charged in prior pay periods. The RA/TA flat rate assessed per academic semester is based on the employee’s FTE. For more information regarding RA/TA charges and rates, please see the RA/TA Tuition Remission & Rates section of the Commitment Accounting website.

Reviewing Payroll Encumbrances

In PeopleSoft, payroll encumbrance per position can be viewed on the Position Cross-Reference screen, under the Position Cross-Ref-Acct tab:

Workday has multiple prebuilt reports providing summary and transactional level detail pertaining to payroll/ERE encumbrance under the Department Reports worklet on the homepage. Each report has a home screen where the report output can be filtered using the Driver (Cost Center, Program, Project, Gift, Grant) and other related Worktags (Period, Fund, Activity, Worker, ASU Position, Spend Category, etc.) to pull desired encumbrance data related to your department’s Worktags and employees. Payroll encumbrance transactions from PeopleSoft can be identified through the Journal Source: Integration – PSHCM Payroll Encumbrances Worktag.

日本一本道a不卡免费The following are a couple examples of Workday reports that can be used to ascertain payroll encumbrances.

Budget to Actuals – General Operating by Ledger Account:

Budget Position Control for Personal Services:

Budget Position Control for ERE:

日本一本道a不卡免费Summary of Funding Uses by Spend Category:

Please contact your accountant in Financial Services if you have any questions.

日本一本道a不卡免费A payroll redistribution entry is used to correct an account number, position number, close date or earnings code type of a payroll expense that has posted to PeopleSoft and Workday.

日本一本道a不卡免费To request the redistribution role you must first complete the self-paced training on ASU Blackboard and complete the quiz.

  1. 日本一本道a不卡免费Follow the payroll redistribution checklist

  2. Sign up for the payroll redistribution training course through ASU Blackboard

  3. Click on payroll redis class in the upper left hand menu and view the presentation

  4. After you finish viewing the presentation you must complete the quiz. Click on Quiz日本一本道a不卡免费 in the upper left hand menu. The quiz must be completed before requesting the redistribution role

  5. Log into PeopleSoft using your ASURITE ID and password to request the redistribution role. Follow the path from the main menu; ASU customizations ⇒ASU security ⇒Create security request

  6. The role is located in the Human capital management (HR) position management (PM) section. Click Redistribution

  7. 日本一本道a不卡免费You will receive an email when your access has been approved

If you have questions, please contact your accountant in Financial Services.

Employee-related expenses are ASU's cost for benefits provided to employees as part of their total compensation package at the university. These include workers' compensation insurance; unemployment insurance; and the employer's portion of Social Security taxes, retirement plan contributions, health/dental insurance and life/disability insurance. ERE is budgeted and charged to departmental Worktags based on rates established by ASU's Budgeting Office, not on the actual benefit cost associated with individual employees. Each Employee Class in PeopleSoft is assigned an ERE rate and the rates are applied to employee gross pay to determine ERE expense. ERE charges per employee are capped on a fiscal year basis when gross pay exceeds $400,000. See the following table for FY ERE rates in Workday.

 

Faculty

Staff

日本一本道a不卡免费Non-Benefits Eligible

Students, Excluding RA/TA

日本一本道a不卡免费Research/Teaching Assistant-Associate (RA/TA)

日本一本道a不卡免费Post-Doctoral

 

FacAdmAppt (FAA) and Faculty (FAC)

日本一本道a不卡免费AcademicProf (ACP), Admin (ADM), ACPRFAdmAp (APA) and Classified (CLS)

Can include all employee classes

Students (STU) and Graduate (GRA) with job codes not equal to 989001, 989002, 98556 or 98557

Graduate students with job codes 989001, 989002, 98556 or 98557

日本一本道a不卡免费PostDoc (DOC)

Workday ERE Ledger & Spend Category

7112SC0232 7113SC0236 7117SC0233 7116SC0237 7115SC0235 7114SC0234
FY 2019 Rate 27.3% 36.1% 9.4% 2.1% 7.1% 25.1%
FY 2020 Rate 27.3% 36.7% 9.4% 1.10% 7.1% 22.7%

 

Employee class

 

An employee class is assigned to each position and job. An employee with multiple jobs can have multiple employee classes. Each job is charged the applicable rate per class. Look up the employee class by employee in PeopleSoft by navigating to Workforce Administration - Job Data. Search by Employee ID; in the Job Information tab, refer to the EMPL CLASS field. 

Non-benefits eligible

Regardless of employee class, non-benefits eligible employees are charged a specific ERE rate. The Benefit Program field on the PeopleSoft Job Data screen will determine an employee’s benefit eligibility. Employees in the LMT and OTH Benefits Programs are assigned to the Non-Benefits Eligible ERE rate. An employee can have multiple active jobs, each with a different Benefit Program. When the primary job is assigned to the benefits eligible Benefits Program (BEN), the employee is considered benefits eligible for rate calculation purposes and all jobs (including non-benefit eligible positions) will be charged ERE based on the Employee Class.

If the primary job is not the BEN Benefits Program, each position is separately charged the applicable ERE rate based on the employee class/benefit program combination, including the non-benefits eligible rate. Look up Benefits Programs by employee in PeopleSoft by navigating to Workforce Administration - Job Data. Search by Employee ID; in the Work Location tab, click Benefits Program Participation.

General operating programs

日本一本道a不卡免费General operating programs are assessed ERE. Departments are not allowed to move general operating ERE budget to either personal services or operations appropriation units.

Earnings code exempted from ERE charges

Earnings codes BNS (Bonus), AWP (Award/Prize Bonus), BNN (Nondiscretionary Bonus), CAR (Car Allowance), DPA (Danger Pay), HNR (Honorarium), HPR (Health Insurance Premium Reimbursement), HSG (Housing), FRD (Fee Refund), TEC (Technical Subsidy), and TSN (non-taxable technical subsidy) are exempt from ERE charges.

Payroll expense redistribution entries

Payroll earnings redistribution transactions will also transfer the corresponding ERE expense for the selected pay period in equal proportion to the amount of earnings moved.

Vacation and compensatory payouts

Vacation and compensatory payouts 日本一本道a不卡免费are centrally funded. The ERE rate includes a component to fund vacation payouts.

ERE Transactions in Workday

日本一本道a不卡免费ERE transactions originate in PeopleSoft as redistribution entries generated during the payroll distribution process. The purpose of the redistributions are to debit the departmental Worktags for ERE expense, while funding (credit) ASU’s central ERE account (CC0004, PG00002) where the actual ERE benefits are paid. These transactions interface from PeopleSoft into Workday and post to the Journal Source: Integration – PSHCM Payroll ERE under the following ledgers and spend categories:

Ledger Spend Category
7112: Employee Related Expenses - Faculty SC0232 ERE Rate - Faculty
7113: Employee Related Expenses - Staff SC0236 ERE Rate - Staff
7114: Employee Related Expenses - Post-Doctoral Scholars SC0234 ERE Rate - Post-Doctoral Scholars
7115: Employee Related Expenses - RA/TA SC0235 ERE Rate - RA/TA
7116: Employee Related Expenses - Student SC0237 ERE Rate - Staff
7117: Employee Related Expenses - Other SC0233 ERE Rate - Student

In Workday, the Detailed Revenue Expense and Ledger Accounts and the Summary of Funding Uses by Spend Category reports can be used to review department ERE expenditures. These reports can be located by typing the report name in the search bar or by clicking on the Departmental Reports worklet on the homepage. To generate an ERE expenditure report, limit the Ledgers Accounts & Summaries field to ledgers 7112-7117 (ERE rate) and/or the Spend Category to SC0232-SC0237 (ERE rate). Further filter the report output as needed using the Driver (Cost Center, Program, Project, Gift, Grant) and additional Worktags (Period, Fund, Activity, Worker, ASU Position, etc.) to pull desired ERE data related to your department’s Worktags and employees.

Example of Summary of Funding Uses by Spend Category Report

Required search fields are Account Transation Rule Set (ASU Translation Rule Set), Translation Currency (USD), and Period.

The results provided are ERE expenditures and encumbrances summarized in month-to-date and year-to-date totals by ERE spend category. The Details drop-down menu will show the filters used in the query.

Example of Detailed Revenue Expense and Ledger Accounts Report

Fiscal Year is the only required search field that must be populated. To isolate PeopleSoft ERE transactions, filter Journal Source by Integration - PSHCM Payroll ERE. For all ERE transactions, leave the Journal Source日本一本道a不卡免费 search box blank.

日本一本道a不卡免费The results pull greater transactional detail over the summary report option, providing all related individual accounting journal lines and additional FDM fields based on the search filters. Blue text can be selected to provide more detail or drill down on values. The report can be exported to Microsoft Excel for a comprehensive review.

ERE Transactions in Data Warehouse

The Workday Financial Data Warehouse is being housed on Amazon Redshift and the data can be accessed using a variety of query tools (Hyperion, Tableau, Report Builder, Data Toad, etc.) within Redshift. Similar to MyReports, prebuilt ASU-wide financial and HR queries will exist for departmental users. As of this date, Redshift queries are in the design and testing phase of the project. This webpage will be updated, detailing the ERE review process using the data warehouse, when ASU-wide queries are available. MyReports will still be active after Workday goes live, but cannot be used to access Workday financial tables, only historical Advantage and current PeopleSoft HR data.

ERE Transactions in Advantage

Prior to the Workday implementation on July 1, 2018, Advantage was ASU’s primary Financial Management System. 日本一本道a不卡免费If researching Advantage Transaction Detail tables for prior year ERE charges, these expenses interfaced to Advantage through a JV transaction beginning with P4 and account type 22 (expenditure). ERE posted to Advantage expenditure codes 7200.80 through 7200.85. Sponsored grants established prior to July 1, 2009 were charged grandfathered ERE rates and posted to expenditure codes 7200.70-7200.74. The MyReports HR Expenditures query can be utilized to pull transactions related to both the Advantage ERE rate and actual charges. See this table for Advantage ERE Rates:

  Faculty Staff Non-benefits eligible Students, excluding TA/TA RA/TA Post-Doctoral
  FacAdmAppt (FAA) and Faculty (FAC) AcademicProf (ACP), Admin (ADM), ACPRFAdmAp (APA), and Classified (CLS) Can include all employee classes Students (STU) and Graduate (GRA) with job codes not equal to 989001, 989002, 98556 or 98557 Graduate students with job codes 989001, 989002, 98556 or 98557 PostDoc (DOC)
Expenditure Code for Grandfathered Rates 7200.7 7200.71 7200.72 7200.73 7200.74 NA
Expenditure Code for FY 2015 and beyond 7200.8 7200.81 7200.82 7200.83 7200.84 7200.85
Grandfathered rate 28.5% 34.5% 7.2% 1% 7.5% NA
FY 2012 Rate 30.7% 40% 8.7% 1.5% 9% NA
FY 2013 Rate 29.8% 38.7% 8.5% 1.9% 8.5% NA
FY 2014 Rate 28.8% 37.4% 10% 2.8% 7.7% 25.3%
FY 2015 Rate 26.8% 37.1% 12.8% 2.2% 9.2% 22.6%
FY 2016 Rate 28.7% 40.6% 11% 1.7% 12.6% 25%
FY 2017 Rate 28.9% 37.4% 10% .6% 14.3% 16.3%
FY 2018 Rate 27.1% 35.7% 9.2% 1.1% 10.2% 25.8%

 

For any questions related to ERE, contact your accountant in Financial Services or your Grant & Contract Officer for inquiries specific to Sponsored grants.

日本一本道a不卡免费Departmental accounts are assessed tuition remission based on a flat rate charge for each academic term (fall, spring and summer). The following table indicates the pay period start date and end date that tuition remission will be assessed for each academic term.

Semester pay period start pay period end # of pay periods
Spring 2020 Jan. 26, 2020 May 17, 2020 9
Summer 2020 May 31, 2020 Aug. 9, 2020 6
Spring 2019 Jan. 14, 2019 May 19, 2019 9
Summer 2019 May 20, 2019 Aug. 11, 2019 6
Fall 2019 Sept. 8, 2019 Dec. 29, 2019 9
Spring 2018 Jan. 15, 2018 May 20, 2018 9
Summer 2018 May 21, 2018 Aug. 12, 2018 6
Fall 2018 Aug. 27, 2018 Dec. 30, 2018 9
Spring 2017 Jan. 2, 2017 May 7, 2017 9
Summer 2017 May 8, 2017 July 30, 2017 6
Fall 2017 Aug. 28, 2017 Dec. 31, 2017 9
Spring 2016 Jan. 4, 2016 May 8, 2016 9
Summer 2016 May 9, 2016 July 31, 2016 6
Fall 2016 Aug. 15, 2016 Dec. 18, 2016 9
Spring 2015 Jan. 5, 2015 May 10, 2015 9
Summer 2015 May 11, 2015 Aug. 2, 2015 6
Fall 2015 Aug. 17, 2015 Dec. 20, 2015 9

RA/TA tuition remission is assessed to departmental Worktags through a flat rate per-semester charge that is allocated on a per-pay-period basis for each academic term the RA/TA is employed. See the RA/TA calendar for the tuition remission start and end date for the fall, spring and summer semesters. The semester’s tuition remission flat rate is determined by the RA/TA’s FTE, while the amount levied each pay period takes into account the expected number of pay periods worked within the RA/TA semester calendar. In the instance, the RA/TA has multiple positions subject to tuition remission, so the RA/TA assessment is allocated between positions based on gross earnings.

All general operating and local programs, along with sponsored grants, are subject to the flat rate charge. Departments that hire an RA/TA after the seventh pay period of the fall or spring semesters are not assessed tuition remission. The summer session tuition remission is assessed to departments on all summer jobs regardless of the RA/TA's start date or FTE amount.

See the following table for current and prior year RATA rates:

Term

Job code

Job code description

FTE

日本一本道a不卡免费Workday Ledger and Spend Category

Flat rate academic year 2019-2020 Flat rate academic year 2018-2019 Flat rate academic year 2017-2018

Flat rate academic year 2016-2017

Flat rate academic year 2015-2016

Flat rate academic year 2014-2015

Fall/Spring

989001/989556

Teaching Asst/Assoc

.50 and greater

7111SC0810

$8,636.00 $8,336.00 $8,087.50

$7,799.00

$7,316.00

$7,103.00

Fall/Spring

989001/989556

Teaching Asst/Assoc

.49 - .25

7111SC0810

$4,318.00 $4,168.00 $4,043.75

$3,899.50

$3,658.00

$3,551.50

Fall/Spring

日本一本道a不卡免费989001/989556

Teaching Asst/Assoc

日本一本道a不卡免费Less than .25

7111SC0810

$0.00 $0.00 $0.00

$0.00

$0.00

$0.00

日本一本道a不卡免费Fall/Spring

日本一本道a不卡免费989002/989557

Research Asst/Assoc

日本一本道a不卡免费.50 and greater

7111SC0808

$8,636.00 $8,336.00 $8,087.50

$7,799.00

$7,316.00

$7,103.00

Fall/Spring

989002/989557

Research Asst/Assoc

.49 - .25

7111SC0808

$4,318.00 $4,168.00 $4,043.75

$3,899.50

$3,658.50

$3,551.50

日本一本道a不卡免费Fall/Spring

日本一本道a不卡免费989002/989557

Research Asst/Assoc

日本一本道a不卡免费Less than .25

7111SC0808

$0.00 $0.00 $0.00

$0.00

$0.00

$0.00

Summer

989001/989556

日本一本道a不卡免费Teaching Asst/Assoc

Any FTE Amount

7111SC0810

$1,124.00 $1,085.00 $1,053.00

$1,015.00

$952.00

$924.00

Summer

989002/989557

日本一本道a不卡免费Research Asst/Assoc

Any FTE Amount

7111SC0808

$1,124.00 $1,085.00 $1,053.00

$1,015.00

$952.00

$924.00

Tuition Remission Transactions in Workday

Tuition remission transactions originate in PeopleSoft as redistribution entries generated during the payroll distribution process. These transactions interface from PeopleSoft into Workday and post to the Journal Source: Integration – PSHCM RA/TA in ledger account 7111 (Employee Related Expenses – Graduate Tuition Benefit) under spend categories SC0808 (Tuition Benefit - RA) and SC0810 (Tuition Benefit - TA).

The Workday Detailed Revenue Expense and Ledger Accounts and the Summary of Funding Uses by Spend Category reports can be used to review department RA/TA expenditures. These reports can be located by typing the report name in the search bar or by clicking the Departmental Reports worklet on the homepage. To generate an RA/TA expenditure report, limit the Ledger Accounts and Summaries日本一本道a不卡免费 field to ledgers 7111 (Employee Related Expenses – Graduate Tuition Benefit) and/or the spend category to SC0808 (Tuition Benefit - RA) and SC0810 (Tuition Benefit - TA). Further filter the report output as needed using the Driver (Cost Center, Program, Project, Gift, Grant) and other additional Worktags (Period, Fund, Activity, Worker, ASU Position, etc.) to pull desired RA/TA data related to your department’s worktags and employees.

Example of Summary of Funding Uses by Spend Category Report

Required search fields are Account Transation Rule Set (ASU Translation Rule Set), Translation Currency (USD), and Period.

Results provided are RA/TA expenditures and encumbrances summarized in month-to-date and year-to-date totals by RA/TA spend category. The Details日本一本道a不卡免费 drop-down menu will show the filters used in the query.

Example of Detailed Revenue Expense and Ledger Accounts Report

Fiscal Year is the only required search field that must be populated. To isolate PeopleSoft RA/TA transactions, filter Journal Source by Integration - PSHCM Payroll RA/TA. For all RA/TA transactions, leave the Journal Source search box blank.

The results pull greater transactional detail over the summary report, providing all related individual accounting journal lines and FDM fields based on the search filters. Click the blue text to provide more detail or drill down on values. The report can be exported to Microsoft Excel for a comprehensive review.

RA/TA Transactions in Data Warehouse

The Workday Financial Data Warehouse is being housed on Amazon Redshift and the data can be accessed using a variety of query tools (Hyperion, Tableau, Report Builder, Data Toad, etc.) within Redshift. Similar to MyReports, prebuilt ASU-wide financial and HR queries will exist for departmental users. As of this date, Redshift queries are currently in the design and testing phase of the project. This webpage will be updated, detailing the RA/TA review process using the data warehouse, when the ASU-wide queries are available. MyReports will still be active after Workday go live, but cannot be used to access Workday financial tables, only historical Advantage and PeopleSoft HR data.

RA/TA health insurance

The health insurance benefit for RA/TAs is charged through the Research/Teaching Associate/Assistant ERE rate.

Payroll expense redistributions and RA/TA tuition remission

When a payroll redistribution entry is processed for an RA/TA, the tuition remission amount that is transferred will be proportionate to the amount of earnings moved.

Tuition Remission Transactions in Advantage

Prior to the Workday implementation on July 1, 2018, Advantage was ASU’s primary Financial Management System. 日本一本道a不卡免费If researching Advantage Transaction Detail tables for prior year RA/TA charges, these expenditures interfaced to Advantage through a JV transaction beginning with P3. The Advantage Document Description was the PeopleSoft Redistribution Entry transaction number, which is 10 characters long and begins with a 6 (ex: 6000025445). Tuition remission for Research posted to Advantage expenditure code 7200.48, while Teaching Associates posted to 7200.49. For Sponsored grants established prior to July 1, 2009, tuition remission was charged based on a percentage of gross pay at a rate of 47.50% and posted to expenditure code 7200.47 (TA)/7200.44 (RA). Advantage RATA expenditures can also be queried using the MyReports HR Expenditures query using the expenditure codes listed above as criteria.

For questions related to tuition remission, please contact your accountant in Financial Services or your Grant and Contract Officer for inquiries specific to Sponsored grants.

Budget position control (BPC) report

The Budget position control (BPC) report allows users to view payroll budget, encumbrance and expense information by position.

The budget information includes amounts entered into salary planning and budget changes processed in Advantage for all accounts that separately budget personal services at the “P” appropriation level. The encumbrance and expense information comes from PeopleSoft and includes activity for all types of accounts.

You will need to have Human Resource data warehouse/My Reports access in order to access the BPC report and query. To request access, complete the online request日本一本道a不卡免费 form. Once on the site, select Data Warehouse/My Reports access - Human Resource information.

Accessing the BPC report through the dashboard

  • Login with your ASURITE ID and password to access the BPC report

  • Utilize the drop-down “Search by” menu arrow at the top of the page to select a report view. The report can be viewed by HR department code, Account (agency/org), Position Number or Employee ID. Budget information for positions that do not appear in PeopleSoft will only be included in the report when viewed by account. The budgets can be moved to positions that appear in PeopleSoft using an appropriation transfer (A1) document. View instructional booklets on completing A1 documents.

  • Once a report view has been selected, type the specific account or code in the second search box and click the search button. The first few characters of a code or account number may also be entered (i.e. type WV in the second search box to view information for all accounts beginning with WV).

  • Items highlighted in red signify that additional information is available by double-clicking that item.

  • The report can be exported into Excel by clicking the save data button located on the report header at the far right.

Budget position control column definitions

  • Original budget:日本一本道a不卡免费 Budgets by position from salary planning tables. Budgets that are loaded in Advantage only such as sponsored accounts will not be included in this column.

  • Budget adjustments: Appropriation transfers processed in Advantage for accounts that separately budget personal services at the “P” appropriation level. View instructional booklets on completing A1 documents.

  • Current budget: Sum of original budget and budget adjustments.

  • Expense日本一本道a不卡免费: Personal services expenses (amounts charged to 7110 or 7120 object codes in Advantage) for all accounts from PeopleSoft.

  • Encumbrance: Personal services encumbrances for all accounts from PeopleSoft.

  • Total committed: Sum of expense and encumbrance columns.

  • Available日本一本道a不卡免费: Current budget minus total committed.

Accessing the BPC query through My Reports

The BPC information can also be accessed through myReports.

  • Query location日本一本道a不卡免费: Root > Human Resource > Budget Position Control.bqy

  • Double-click on Budget Position Control.bqy日本一本道a不卡免费 to open the query 

 

Budget position control help

日本一本道a不卡免费For BPC report support through the dashboard, please click the Feedback button on the upper right-hand side of the report. The Feedback button will direct you to create a case that will be submitted and routed to the appropriate help group. Once on the support page:

  • Select Create Case

  • Login with your ASURITE ID and password

  • Ensure University Technology Office is selected for the business unit

  • Under category, choose Dashboard by utilizing the dropdown arrow; this will route your inquiry to the correct help group who will assist you

  • Complete the remaining fields and submit your case.

If you need assistance with BPC query support through myReports, please visit the support website to create a case and assign the case a category of “Ware-q”.

You may also contact your Financial Services departmental accountant for additional assistance.

Access to My Reports: If you already have a Human Resources Data Warehouse ID you will also be able to run queries in My Reports. Please refer to the My Reports welcome page日本一本道a不卡免费 for information on requesting access to My Reports.

Queries available in My Reports under Human Resource folder as of Nov. 12, 2009:

  • BPC 2008日本一本道a不卡免费: Budget Position Control for 2008

  • Budget position control日本一本道a不卡免费: Budget position control for 2009 and beyond

  • Distributed pay end dates日本一本道a不卡免费: This query lists the pay end dates that have been distributed to accounts

  • Emergency contact: The first query list the employees primary emergency contact. The second query lists all emergency contacts. The 3rd query lists all emergency contacts with additional phone numbers.

  • Faculty and graduates in short work break日本一本道a不卡免费: The first query (Fac and Grad Short Work Break) identifies employees on Short Work Week who may need renewal. The second query (Fac and Grad Renewed) lists employees who have been renewed. If the return date is reached, they will be in active status, otherwise they will be in Short Work Break Status until their return date is reached.

  • HR encumbrances: Current HR encumbrances by account.

  • HR expenditures by account日本一本道a不卡免费: This query is set up to filter by account. HR Expenditures uses three views to report on HR Expenditures. The first view lists all expenditures Salaries, Wages & ERE. The second view contains Salary and Wages. The third view contains ERE and Tuition Remission. All 3 views contain original pay distributions and redistribution transactions that have been approved. *Note‐the first query (Salaries, Wages & ERE) splits all payroll expenses for pay end dates of Jul. 10, 2009 and Jul. 12, 2009 between FY 2009 and 2010.

  • HR expenditures by emplid日本一本道a不卡免费: This query filters by employee ID, and is identical to HR Expenditures by Account.

  • Leave with furlough: This query displays all leave types Sick, Vacation, Furlough, and Comp. The leave report has two queries. The first query displays the current leave balance, and the second query displays the detailed leave history.

  • Peoplesoft security role assignment日本一本道a不卡免费: This query lists Peoplesoft security role assignment by Empl ID.

  • Reports to: This query identifies all the employees within a department and who is listed as their Report To person in Peoplesoft. This report also includes the current account distribution amount and percentages. The Reports To person listed may not be the direct supervisor, but instead the person the employee reports their time to.

  • Sponsored accounts with grant end dates日本一本道a不卡免费: This query identifies staff paid from sponsored accounts with grant end dates.

Queries available In Workforce Profile Folder as of Nov. 12, 2009:

  • All active jobs for employee ID: This query displays a list of all active jobs for an employee

  • Count of benefit eligible employees by VP/College日本一本道a不卡免费: This query displays a count of current employees organized by VP/College area

  • Count of regular employees by campus日本一本道a不卡免费: This query displays a count of current employees organized by campus

  • Employee list by employee campus: This query displays a list of current employees (primary job only by dept id, empl class)

  • Employee on short work break日本一本道a不卡免费: This query displays a list of all employees currently on Short Work Break (emplstat=W)

  • FY earnings history by employee ID and department no: This query displays the earnings history of an employee including pay dates, earnings code

  • Maildrop and email for active employees by department VP code or campus: Provides ASU maildrop and ASU email address for active employees. Also includes name, department, and VP college information, and campus location

  • Non active/non terminated employees (NO SWB)日本一本道a不卡免费: This query lists employees who are non‐active employee status and not on short work break.

  • Salary history日本一本道a不卡免费: This query list by employee id the key compensation factors along with annual rate and the annualized salary

Dashboard reports related to payroll

  • Budget position control (BPC) report: The budget position control report details the budget by current budget, expense, encumbrance, total committed, and available balance. The detail level can be at the department level, account, position, or employee ID. To view the dashboard reports, the user must have a valid ASURITE ID, and security to view the reports. Visit the ASU Dashboard page日本一本道a不卡免费 for more information.

  • Super report: The Super Report provides detail on financial data for all object codes by budget, current expenditures, expenditures to date, outstanding encumbrances, and available balance. Clicking on the payroll object codes in red will provide detailed information about payroll expenditures by employee id. Visit the ASU Dashboard page for more information.

Dashboard reports under Human Resources tab:

  • Employee list/job: This report provides the detail on the type of employee (Faculty, Classified, Service Professional, Administrative, Academic, Student, Graduate, Post Doc), at various levels (by campus, college, department, and employee.)

  • Scheduled leave planning日本一本道a不卡免费: This report provides the detail on the planned scheduled leave by department ID, leave type, approval type, and date range.

  • Open enrollment tracking: This report provides the detail by College and Department and lists counts and employees indicating their Open Enrollment status.

  • Vacation planning: This report identifies individuals who are at risk of losing vacation at the end of the year if they fail to use it. There is a known issue with regards to FTE and multiple jobs and how the hours calculate for these individuals. All information should be verified before taking action.

  • Reports: HR department list: Provides a list of departments and their associated colleges.

  • Staff time to hire: Provides a table with average time to hire for various employee types. (Data is from Jul. 2007 to Dec 2008).

Sponsored grant end dates

If a sponsored grant is ending, but employment on positions funded by the sponsored grant is expected to continue, the positions in question must be re‐mapped to a different Cost Center and Worktag combination of the department’s choosing. The effective date used for the Worktag mapping change should be one day subsequent to the grant end date. If not corrected in a timely manner, the expired grant will be automatically remapped without the department’s discretion. The Commitment Accounting team runs a process in PeopleSoft each pay period that removes expired grants from position funding and replaces them with the responsible Worktags listed on the View Award日本一本道a不卡免费 screen in Workday. To view the responsible Worktag combination and grant end date in Workday, perform the following actions:

  • Search for the grant number, then via related actions select the associated Award link.

  • Scroll down to the bottom of the award record and click the Award Lines tab and select the appropriate grant. Under the Additional Information section, the Memo field will contain the Program and Cost Center of the responsible Worktag combination, while the To Date field directly above holds the grant end date.

In most cases, the responsible Worktag combination is the Dean’s Office Research Incentive Distribution Account (RID). If payroll expenditures do post to the RID, the department must process Payroll Expense Redistribution Transactions to transfer the expenses to the appropriate Worktags. To prevent payroll from further posting to the RID, the position must also be re‐mapped from the responsible Worktag combination.

Business Managers should be proactive, regularly reviewing their own sponsored grants for upcoming end dates and updating related position funding prior to expiration. Preemptive actions help prevent payroll expenditures from posting to closed sponsored grants and RID Worktags, while keeping sponsored budgets from being over encumbered. The Worktags used for the new position distribution may be an existing general operating or local program. However, if the department does not wish to encumber payroll on their local or general operating program, departments may request an Encumbrance Holding Account from Financial Services to be used for this purpose.

Submit a new account application to your accountant in Financial Services and request a payroll encumbrance holding account. The only activity that should occur on the account should be payroll encumbrances. However, in the event that payroll expenses do post to this account, departments are required to promptly redistribute the payroll expenses to an appropriate account. Financial Services will monitor these accounts and ensure that expenditures do not remain on these “unfunded” accounts.

Expiring Grant Reports and Queries

The Workday Grant Detail report can be utilized to review the grant end date and the responsible Worktag combination for multiple awards. On the report home screen, enter the desired grant numbers in the grant search box or filter by other fields such as Award Line Type, Subrecipient, or F&A Rate Agreement.

In the Grant Detail report output, review the To Date and Line Memo fields to ascertain the grant end date and the responsible Worktag combination.

The Workday Financial Data Warehouse is being housed on Amazon Redshift and the data can be accessed using a variety of query tools (Hyperion, Tableau, Report Builder, Data Toad, etc.) within Redshift. Similar to MyReports, prebuilt ASU-wide financial and HR queries will exist for departmental users. As of this date, Redshift queries are currently in the design and testing phase of the project. This webpage will be updated, detailing the grant end date review process using the data warehouse, when the ASU-wide queries are available. MyReports will still be active after Workday go live, but cannot be used to access Workday financial tables, only historical Advantage data.

Pages