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Benefits Encumbrance ProjectionCreate and Maintain Positions
Section #: PAY223HR002
Description This process describes the steps necessary to run the Benefits Encumbrance
Projection Interface (BORI015), and explains how the projections are
calculated.to create a new position.
Conditions Prior to running this process, Encumbrance Object Codes must be
defined. This is done by going to: Go, Board of Regents, BOR Payroll,
Interface F, GL Encumb Object Codes (FIN).
The account codes setup in this table are used by the GL interface to Formatted: Bullets and Numbering
determine what payroll expenses should have the encumbrance
relieved. Only those account codes in this table will have the
encumbrance relieved regardless of the employee’s paygroup.
The account codes setup in this table, along with earncode and
employee’s paygroup, are used by the Encumbrance Projection to
determine which payroll expenses should be projected (see General
Information section for a more detailed explanation).
Intro statement
Positions have been approved and budgeted. Formatted: Bullets and Numbering
The Department that the Position is in is on the Department Table and
Department Security Tree.
Position must be created in Position Data prior to hiring employees in
that position.
Position must be created in Position Data prior to associating an account
number to the position on the Department Budget Table.
Source Documents NoneInstitution Specific
Output Information Borif15 Report Formatted: Bullets and Numbering
GjpencXXX (where XXX refers to payrun id)Position record in
database
PROCEDURE
Path Go, Board of Regents, BOR Payroll, Interface or Interface F, Benefits
Encumb ProjectionDevelop Workforce, Manage Positions, Use, Position
Data, Position Location, Add
Page 1 of 3 Last Update Date: 11/07/1203/12/0202/05/0204/27/0104/09/01
Benefits Encumbrance ProjectionCreate and Maintain Positions
Section #: PAY223HR002
Step 1 PANEL: POSITION LOCATION
Allow the system to assign a position number Formatted: Bullets and Numbering
The system will prompt for a position number by pre-filling it to
00000000. Click OK to accept this position number. Once the
position data is entered and saved, the system will assign the next
available position ID.
Show tert bullet.
Open/Filled: This field will be set to open when the position is being
created. The value will change to “Filled” once an employee is
assigned to the position through the Job Data 1 panel.
Current Head Count: Displays the number of people assigned to this
position. Should be less than or equal to the Max Head Count field on
the Information panel.Choose Run Control ID
Step 2 The following fields must be populated: Formatted: Bullets and Numbering
Pay Run ID – input the payrun id for which you want the
projection run. Only the employees included in the payrolls with
the Pay Run ID that you specify will be projected.
Remaining Biweekly Pay Periods in FY – this figure includes all
biweekly payrolls (1st, 2nd, and 3rd) remaining as well as any
portion of the last FY payroll (June 30th).
Remaining Faculty Pay Periods in FY
Remaining Monthly Pay Periods in FY
Number of 3rd Biweekly in FY – this figure is the number of 3rd
biweekly payrolls that you have remaining in the Fiscal Year.
FICA Rate Change – Leave this field blank as it is not being used.
If you choose to project for retirees, check the “Check to Encumber” Formatted: Bullets and Numbering
box under the Encumbrance Projection for Retirees section. This field
correlates with the “Check to Release Encumbrances” box for retirees
on the Payroll to GL Accounting Interface (BORIF01) panel.
Step 3 Run on the Client to either the Printer or a File Formatted: Bullets and Numbering
Page 2 of 3 Last Update Date: 11/07/1203/12/0202/05/0204/27/0104/09/01
Benefits Encumbrance ProjectionCreate and Maintain Positions
Section #: PAY223HR002
General Information [Click here and type or delete]The Benefits Encumbrance Projection Formatted: Bullets and Numbering
uses the information on the Paycheck Distribution panels (Go,
Compensate Employees, Manage Payroll Process, Use, Paycheck
Distribution, Pay Earnings Distribution, Pay Deduction Distribution
and Pay Tax Distribution).
This interface projects as follows:
For Monthly Employees – Pay Earnings Distribution, Pay
Deduction Distribution and Pay Tax Distribution from the payrun
id specified is multiplied by the number of “Remaining Monthly
Pay Periods in FY” entered on the parameters panel.
For Faculty Employees – Pay Earnings Distribution, Pay
Deduction Distribution and Pay Tax Distribution from the payrun
id specified is multiplied by the number of “Remaining Faculty
Pay Periods in FY” entered on the parameters panel.
For Biweekly Employees: Formatted: Bullets and Numbering
To project earnings and taxes, Pay Earnings Distribution and
Pay Tax Distribution is multiplied by the number of
“Remaining Biweekly Pay Periods in FYRemaining”.
To project deductions:
The number of “Remaining Biweekly Pay Periods in Formatted: Outline numbered + Level: 4 +
FY” entered is truncated to zero decimal places. Numbering Style: Bullet + Aligned at: 0.75" +
Pay Deduction Distribution is multiplied by the totalsum Tab after: 1" + Indent at: 1"
of the truncated “Remaining Biweekly Pay Periods in Formatted: Bullets and Numbering
FY” Remaining” less the “Number of 3rd Biweekly in Formatted: Bulleted + Level: 1 + Aligned at:
FY”. 0.75" + Tab after: 1" + Indent at: 1"
This is done because deductions are not taken from the
3rd biweekly checks and benefits are not paid on the
partial pay period at the end of the FY..
Which expenses are projected: The employee’s paygroup, the Formatted: Bullets and Numbering
earncode, and the account codes defined on the GL Encumbrance
Object Codes (FIN) table determine which expenses will be projected.
For M01 and M03 employees, the earncodes REG, SUB, and
HOU will have earnings and taxes projected.
For B06 and B07 employees, the earncodes REG, SUB, VAC, Formatted: Bullets and Numbering
SCK, HOL, JUR, FML, and HOU will have earnings and taxes
projected
B08 and M04 employees are excluded from the projection Formatted: Bullets and Numbering
Once an expense has run through the above paygroup and Formatted: Bullets and Numbering
earncode edits, the GL Encumbrance Object Codes (FIN) table is
checked to determine if an encumbrance projection should be
calculated.Take out if not applicable.
Page 3 of 3 Last Update Date: 11/07/1203/12/0202/05/0204/27/0104/09/01
