News To Use

Faculty Payroll and DOE Processing for Year-end
05/23/2007

A “retro on demand” payroll will be run this year-end, after the June monthly payroll has completed. This will allow labor distribution changes for faculty members in the Faculty Effort System (FES). After the completion of the June monthly payroll, departments will be able to create DOEs that affect the fiscal year 2006-2007 distributions. Any accounting changes that result from these DOEs will be posted to June.

During the period of June 20 - July 6, no changes should be made to HR data relating to faculty. DOE processing for the affected individuals will be stopped by the system and the DOEs will not change the labor distribution if there are data changes made during this time period. If DOEs do not process successfully in the system, departments will have more manual adjustments to make and will find certifications more difficult to complete.

Schedule of events relating to DOE processing:
June 20 - July 6	No changes are to be made to Faculty HR data.
June 15 - June 19	Monthly Payroll Run
June 21 (at the latest)	June Monthly Payroll is posted to FI with 06/30/2007 date.
June 21 (p.m.)	June Monthly Payroll data is loaded into BW so it is available for reporting by the campus. (BW will need to change extract process to include this payroll.)
June 22	Campus users can run Labor reports for the June monthly
June 25	New salaries from BPS are loaded into IRIS-HR/Payroll for all employees except faculty.
June 29	Deadline for all final DOEs to be submitted to Sponsored Projects Accounting for approval
June 29 - July 2	SPA approves outstanding DOEs for off-cycle payroll.
July 2 (p.m.)	First run of the off-cycle payroll occurs, with posting date of 6/30/2007. Errors (faculty rejected because of other retroactive changes) are sent to Jennifer Miles, Tina Ward, Josh Bush, Diane Gagel, and Diane Skoll.
July 3-July 5	Continue to run off-cycle payroll until all errors are corrected and the payroll-to-accounting process completes without errors.   Process must be complete by 5 p.m.
July 6	New salaries for the faculty are loaded into IRIS-HR/Payroll. (Load is contingent on completion of off-cycle payroll.)
July - July 10	First biweekly payroll in July is run.
July 11	First biweekly payroll in July’s posting document is posted.
July 13	First preliminary FI closing

 

FES Client Update News
12/07/06

Update Summary

• One new function is the Track Processing button. Users can view all tracks within an area at a glance. A query is included to help in sorting and/or finding certain criteria.

• Users can double-click on the track to see all associated versions and messages.

• Pre-alert Processing Messages have been revised to clarify what needs to be resolved and/or reviewed.

• Beginning December 7, the Comments on the DOE Entry tab must be completed for all version 2 (or higher) DOEs. Users will see this message:
  10118 DOE Header: Comments are required on version 2 and higher.

 

These FES Client changes are designed to improve processing. Users can send questions and comments to FES.OT@email.uky.edu, or call 257-1747/257-3193.

 

 

New Functionality in FES Client Available on September 7
09/06/06

Beginning September 7, the "Pre-alert" processes that create diagnostic messages will be available in the new FES Client. Pre-alerts identify conditions that would cause processing in the FES system to perform improperly, and also generate informational messages concerning possible actions to be taken. Generally, the diagnostic messages are based on conditions surrounding a faculty member whose related DOE, FI, or HR data have changed or are missing.

Some Pre-alert messages require actions on the part of departments, while others are simply informational. Users can review the detailed listings of FI Pre-alert Messages and HR Pre-alert Messages.

FES users can view messages by going to the Pre-alert Processing Module in the FES Client. Training on use of the Pre-alert Processing module is covered in FI_FES_310, FES Ongoing Actions.

Users who need help with Pre-alert messages should contact Tina Ward at 257-3193, or send e-mail to FES.OT@email.uky.edu.

 

FES Client College Decisions06/16/06

Representatives of the colleges that use the FES Client considered the following questions:

• At the beginning of fiscal year 06-07, should the prior year DOE data be copied to a version 1 for the new fiscal year DOEs? Note that this year it will be possible to do this and convert the old FRS account numbers to new IRIS Finance cost objects.

 

• Should prior year DOE data be copied to a version 1 for the new fiscal year DOEs for fiscal years after 2006-2007?

 

• When printing the DOE forms, there are two choices:
  

Print the form with all of the columns;


Print the form with only the columns that are used.

What should be the default for your college? This is just a default that can be overridden.

• Should the General Academic Instruction effort be reported by specific course number or reported by using summary course categories (Undergraduate Lower Level, Undergraduate Upper Level, Graduate Level, and First Professional)?
• Upon recommendation of the IRIS FES Committee, DOE agreements will be printed for administrative faculty and VA 8/8ths faculty. There is a choice for administrative faculty and VA 8/8ths faculty on whether the payroll distribution block will be entered and FES will control the distributions or using IRIS HR functionality to control the distributions. It is thought that this should be done consistently for each college. Should FES control the distributions? Note that this feature has not been implemented yet.

The decisions of each college are summarized in the following table.




College	Copy Prior Year Versions 06-07	Copy Prior Year Versions after 06-07	Default Print Columns?	General Academic Instruction Course no	FES Control AdministratorDistributions?
Agriculture	No	Undecided	Used only	Specific	No
Health Sciences	Yes	Yes	All	Specific	To be determined
Arts and Sciences	Yes	Yes	Used only	Summary	No
Business and Economics	Yes	Yes	Used only	Summary	Yes
Communications and Information Studies	Yes	Yes	Used only	differ by unit	Yes
Dentistry	Yes	Yes	All	Specific	To be determined
Design	Yes	Yes	Used only	Summary	Yes
Education	Yes	Yes	Used only	Summary	No
Engineering	Yes	Yes	All	Summary	To be determined
Fine Arts	Yes	Yes	All	Summary	To be determined
Graduate School	Yes	Yes	All	Specific	Yes
Public Health	Yes	Yes	Used only	Summary	No
Law	Yes	Yes	Used only	Summary	No
Libraries	Yes	Yes	Used only	NA	Yes
Medicine	Yes	Yes	Used only	Specific	To be determined
Nursing	No	No	All	Specific	Yes
Pharmacy	Yes	Yes	All	Specific	Yes
Social Work	Yes	Yes	All	Summary	Yes

 

Walk-in Labs for DOE Entry Scheduled
06/15/06

The FES Team will provide walk-in labs (no appointment necessary) to help users with DOE entry into the production system.  Help will be available for any user with questions or issues. The first labs are scheduled for:

Wednesday, June 21, 8:00 a.m. - 12:00 noon B108a William T. Young Library
Wednesday June 28, 1:00 - 5:00 p.m., 204 McVey Hall

Check here for additional lab dates and locations.

FES Training Begins
06/07/06

The first of the training classes for the new Faculty Effort System – FI_FES 300 FES Client Data Processing – will be offered June 12, 13, 15, and 16.

The one-day FES 300 class covers the basic structure of the FES Client, access, Distribution of Effort (entry, detailed effort, payroll distribution, cost objects, and matrix), college approval process, and DOE viewing in IRIS FES.

Employees who need to register for FES 300 should do so via Training Register.

This training is required for UK personnel who work in academic units and have responsibility for DOE processing. Training plans are in place for such employees.

FES Interim Solution News
04/26/06

The FES Interim Solution for April-June 2006 is now underway. This means that for each faculty member’s base pay distribution, a single cost center will be charged by IRIS-HR/Payroll. FES reallocation will then be run to distribute the payroll charges based on the DOE, with the cost center originally charged by payroll being credited. This information was generally disseminated at the FES Update Session held on March 22.

The reallocation will post at least one day after the completion of the payroll processing cycle. For the April monthly payroll, the data conversion to support the reallocation began this morning (Wednesday, April 26). System users will be notified when all processing is completed (data converted, reallocation completed, and reallocation posted to FI).

Because the distribution will show as a reallocation, Sponsored Projects Accounting has temporarily stopped DOE approval until the reallocation for payroll is done. This will prevent “regular” DOE updates and the reallocation for payroll distribution from becoming commingled. Once the reallocation portion of the interim solution is completed, regular DOE processing and reallocations will begin again.