Payroll Retro Funding Changes Form [pdf]
Over the last couple of weeks the Controller’s Office has been working to determine
solutions to the retro payroll accounting distribution challenges that we all have
been experiencing in PS HCM. With all the challenges that we have and are continuing
to have with the retro payroll accounting distribution, a decision has been made to
move this out of PS HCM to PS Finance.
This decision was necessary so that we can ensure proper accounting distribution particularly
with our grants and contracts. In order to implement this change it is necessary
to completely rework this process and beginning November 26, 2019 the following forms
for retro payroll accounting distribution will no longer be available:
- The Retro Payroll EPAF form in PS HCM.
- The Retro Payroll manual form.
The new process will be as follows:
- New Form – Payroll Retro Funding Change will be used beginning November 26, 2019 (see
above). It should be emailed to RetroJE@mailbox.sc.edu along with all supporting documentation. No manual forms or hard copies will be
accepted. The Payroll Retro forms will be reviewed and entered into the General Ledger
as a JE. Much like the Finance JV process for AP Vouchers, the new form and documentation
will be needed in order to process the retro funding changes being requested. In
addition, while we will leave the combo code on the form, it will be important for
everyone to become familiar with your actual chartfields as the General Ledger will
use the full chartstring and not the combo code.
- A new HCM Distribution is being finalized for the HUB that will incorporate a look
similar to what was available in the General Accounting Intranet for Labor/Fringe
Distribution. This new distribution will include the direct earnings and fringe from
PS HCM and will also incorporate the new GL payroll retro funding identified above.
- The new HCM distribution is being developed and we are hoping to roll this out by
the 2nd week in December. In the interim should you need to know details in order to complete
a distribution of funding then please email RetroJE@mailbox.sc.edu for assistance.
This process will go back to a somewhat manual process in order for us to identify
and ensure a good efficient process. Once this has been done, then we will develop
an electronic form and workflow in the system in order to improve the process. All
forms currently in process will be processed under the new procedure.
- We will be developing job aids and an interactive webinar to help with learning to
use the new HCM Distribution tool on the HUB. (Reminder – It will not be available
until the 2nd week in December).
- We will be reviewing all retro payroll distributions since go live to ensure all are
correct in the system and if not corrections will be made.
- In addition to the HCM Distribution tool on the HUB, we are working towards having
drill down capabilities for payroll. Hope to have this available very soon.
We appreciate your patience as we continue to work through challenges of a new system.
With this change, we believe we will see very good results and have a good process
that will be able to provide good information by the beginning of the year.
If you have any questions, problems or concerns please email RetroJE@mailbox.sc.edu.