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					                              PAYROLL INTERFACE
Prepared by: Ernie Mergen, Lynn Quamme, Jeff Kuhn                               (Updated July 2006)

Item #                                       Rule or Limitation Description
         General Rules and Limitations
         The SCT application will only allow transfers to be done for the current fiscal year and the prior fiscal
   1     year. Transfers done for other years must be done directly in the GL. This also includes the transfer
         of related fringes.
         SCT numbers will be assigned automatically and will be sequential within each business unit (BU).
   2     Sequential numbering will continue from year to year. (Exp: If the last SCT number assigned in FY 6
         is 6156, the first number assigned in FY 2007 would be 6157).
         All SCT data posted to SFD during a day's activity will be summarized to create SFS journals by BU.
         There will be separate SFS journals created for the salary, fringe, and salary encumbrance
   4     liquidation/adjustment transactions resulting from salary transfers posted to SFD during a business
         The SCT system will create salary encumbrance liquidations and/or "open balance" adjustments when
   5     a matching salary encumbrance record is found in the Appointment Balance Table of PI.

         The SCT system will automatically create the SFS Journal ID number for the data that will post to SFS
         from processed cash transfers.
         The journal ID number will have a format such as PT00000001. The SCT number will not be part of
         the journal number.
         The SFS journal date for the PT, FT, and LT journals will be assigned automatically by the system. It
         will generally be the same as the date the transfer is created.
         The SFD tables will be updated during the day as each SCT is finalized and submitted. Posting to the
         SFS-GL will occur once each day during the nighttime batch processing.
         If any of the PT, FT, or LT journals don't pass the SFS edits, the BU must force the journal through the
         posting process. The funding fields will not be open to changes in the Journal Lines panel for any
   9     journal data coming to SFS from PI. Do NOT attempt to 'add' lines to these journals as it will cause
         processing problems.
         The SCT system will perform "real-time" chartfield editing as users enter data during the business day.
         But, editing will only be done on new funding lines added. The system assumes that funding data for
         transactions already posted in SFD is valid, and therefore, doesn't need to be edited during the SCT
         creation processing.
         The daytime editing function will use AE Star data as of the preceding business day. So, changes
  10     made to SFS tables or combo-edit rules during the day might create SFS journal edit error situations,
         or the original funding involved in the cash transfer may not be valid at the present time. The user
         would have no way of knowing that those errors exist until they find that the SCT journal is in reject
         status in SFS the next day.
         It is recommended that users limit making SFS table changes in order to avoid problems of this
         The SCT system will adjust actual fringe expenses based on the changes made to the salary funding.
         The system will perform a fringe re-allocation process during the nighttime batch processing
         operations. Fringes will be converted to "pool account" coding (where applicable-based on BU
  11     designation) when posted to SFD and SFS-GL.
         Because the creation of the fringe transactions for salary transfers only occurs during the
         nighttime processing, users will not be able to see and review the fringe portion of the transfer
         until the following day.

3abc6e88-3425-4ec4-8b33-23c12cc272f3.xls                                                                             1
                              PAYROLL INTERFACE
Item #                                      Rule or Limitation Description
         Users of the SCT web application will be able to view real-time effect (on salary data) of an SCT by
  12     using the "Transaction Search" feature (button click) in the SCT Transactions panel. This view pulls
         data directly from the SFD tables.
  13     SCT changes will appear in WISDM on the day following the journal posting to SFS.
         WISDM users will be able to drill-down to the SCT detail by clicking on the SCT journal dollar totals
         that will be shown in the WISDM panels.
         Salary changes resulting from SCTs will be fed to the Legacy PAR system for Madison, Extension, and
         For optimal performance of the PI editing functions, SFS chartfield records should be given effective
         dates that are in line with the start and end of a fiscal year (except for Project/Grant). This comment is
         primarily directed at the DeptID chartfield. See the next worksheet for more details.

         The SCT system will produce a report for the UWSA Payroll department in situations where certain
         Account code changes are made. Tax deductions and W-2 impacts may come into play when such
  17     shifts are made within an Appointment ID. For those transfers done directly in the GL, the BU
         must send documentation directly to Central Payroll when these situations occur.

         Functions that can be done in SCT
         Transfer salaries for a single pay period (the related fringe adjustments will be handled automatically
         by the system)
         When entering an SCT for a single pay period and a single appointment:
         a) transfers can be made from an existing funding string to any other funding string (fund, deptID,
         project/grant, program, account)
         b) a new account can be specified in the funding string
         c) total dollars on a transfer must net to zero ($ FROM a funding string(s) must equal the $ TO a
         funding string(s) )
         Transfer salaries for a range of pay periods (the related fringe adjustments will be handled
         automatically by the system)
         When entering an SCT for a range of pay periods:
         a) total dollars on a transfer must net to zero
         b) shifts between account codes are not allowed (fund, deptID, project/grant, program codes can be
         c) within an account code, the change must net to zero
         d) proration across pay periods for the 'to' portion will be allocated equally among the calcs involved.
         It will be based on the total for each funding line while keeping the iintegrity of what 'was' paid by
         account and pay period
         Change the Fund, Program, DeptID, Project/Grant, and Account codes of a payment. Caution:
         changing the Account code should only be done when absolutely necessary. We recommend
         that the BUs require a second approval of the transfer if an Account code change is associated with an
         employee "type" change.

3abc6e88-3425-4ec4-8b33-23c12cc272f3.xls                                                                              2
                              PAYROLL INTERFACE
Item #                                        Rule or Limitation Description
         Functions that can't be done in SCT
         Can not perform transfers between BUs. Those transfers must still be done in the Legacy accounting
   1     system for Madison, Milwaukee and Extension (because of PAR reporting), or in the SFS general
         ledger for all other business units.
         Can't perform transfers between appointments. Those transfers must still be done in the Legacy
   2     accounting system for Madison, Milwaukee and Extension (because of PAR reporting), or in the SFS
         general ledger for all other business units.
   3     Can not do changes that are only to correct PAR periods
         Can not do transfers for pay periods that occurred prior to FY 2005 or for the FY 2005 Summer
   4     Session pay periods. Reason: SFD will not have any data for those periods. Those kind of transfers
         must continue to be done in the GL during FY 2005.
         Can not do transfers that are group funding changes that have no Appointment # or Calc ID #
   5     identified. Those transfers must be done in the GL only.
         Can not change the overall Gross dollars within a calc ID. All SCT changes within a calc must net to
   6     zero. The system has edits to insure this integrity.

3abc6e88-3425-4ec4-8b33-23c12cc272f3.xls                                                                        3
                                  DeptID Chartfield Effective Date Issues
                                       Related to Payroll Interface

          Prepared by: Ernie Mergen                                             April 2004

          The primary question that needs to be resolved is “What effective date policy should we set for the
          DeptID chartfield in order to make the Payroll Interface operations work most effectively?”

          Here are some of the criteria involved:
          For AE Star editing (SFS combo-edits), the DeptID code must be active as of the present day in order to
          pass the edit.

          For PI Suspense chartfield editing, the DeptID code must be active as of the journal date (usually is
          equal to the calc date) in order to pass the edit.

          For SFS journal editing (based on data coming from SFD), the DeptID code must be active as of the
          journal date.

          For Salary Encumbrance load/maintenance editing, the DeptID code must be active throughout the
    4     “begin date” assigned to the transaction. The DeptID code must also be active as of the present date for
          the resulting SFS journal to post.

          For Salary Cash Transfer processing, the DeptID code must be active as of the journal date/date of entry
          to pass the edits. Thus, if a DeptID code was set to inactive on Dec. 1 any SCT transactions processed
          after that date for that code would not pass the edits. The user would have to go into SFS to activate the
          code in order to perform the transfer.

          SFS Recommended Policy
    1     When activating a new DeptID code the effective date should be May 1
             Reason: If any Summer Session salaries or encumbrances will use this code it needs to be active
             when those transactions start occurring in the PI operations. The AE Star edit module is not fiscal
             year oriented.

    2     When setting an existing DeptID code to inactive the recommended effective date should be July 15.
            Reason: Old fiscal year payrolls are processed during the first week in July. Since the AE Star edit
            module is not fiscal year based, DeptID codes used in those payrolls must be active at the time those
            payrolls flow through PI. Therefore, the codes need to remain active until all of the old year
            processing is completed in July.

          Business units can use combo-edit rules/trees to prevent use of a DeptID code at a point within the fiscal
          year if needed.

          Business units should refrain from making DeptID code changes frequently, in order to get best results
          from the PI editing processes.

3abc6e88-3425-4ec4-8b33-23c12cc272f3.xls                                                                               4