PeopleSoft Training Understanding Combination Codes. Participant Manual

Transcription

1 PeopleSoft Training Understanding Combination s Participant Manual July 2008

2 Understanding Combination s and DBEs Course Objectives: By the end of this course, you will be able to: Define what is a Combination Describe how the Combination relates to your Chart String Know how to look up and select a Combination s Describe the relationship between Combination s and Department Budget Earnings (DBE) Describe the relationship between the DBE and a position Agenda: Overview of Combination s, Chart Strings and Chart Fields Relationship between Chart Strings and Combination s Looking up and selecting Combination s Account Relationship to the DBE DBE Relationship to a Position October 2006 Page 2

3 Module 1: Overview The purpose of this module is to define basic terms used in the course, and to provide an overview of Combination s. By the end of this module, you will be able to: Define basic terminology related to the course. Describe the purpose of the Combination. Describe the relationship between the Combination and Chart Field Strings. Glossary: The following terms and definitions are used in the manual and / or in the class. Chart String a collection of Chart Fields, which together represent how a particular item is funded Chart Field a field within a Chart String Department Budget Earnings a tab within the Department Budget Table inquiry, which identifies how a position is funded DBE an abbreviation for Department Budget Earnings DBE Form the form that is completed in order to make adjustments to the DBE Earnings Distribution how funds are distributed Retro Transaction Change Form the form that is completed to make adjustments to how a position was paid in a previous payroll cycle Retro an abbreviation for the Retro Transaction Change Form Account Personnel, i.e., Student, Graduate Assistant, etc. Combination system generated number used by the HR database to encapsulate the Chart String PeopleSoft Field Account Account Fund Prog Fin Project/Grant What does it really mean? Combination Finance Personnel Account (i.e., Grad Asst, Faculty) Who is paying for this? It is a State Fund, Grant, Project? Is it Unrestricted or restricted funds? Program Financial What type of activity or event is it? Instruction? Research? Academic Support? What is the specific Grant or Project code? (CVS at the beginning of a code indicates that it was transferred from FAS) October 2006 Page 3

4 What are Combination s? Combination s are a nine digit number in the PeopleSoft HR Database. They are only used in transactions related to the PeopleSoft HR Database in lieu of using the Chart String. HR Transactions include: Payroll, Retroactive Change Transactions (Retros), Department Budget Earnings, and Position Management. A Chart String is a sequence of chart fields that determines/identifies the funding source for a transaction. Chart Fields are informational fields that describes the type of transaction. Chart Fields include: Chart Field Examples Important Information relating to Combination s Business Unit UMBC1 (default and only choice at this time) Department ID New Media Fund 1111 Current Unrest Unall SS E&G Current Unrest Un-All SS Aux Current UnR UnA Self Supt E&G Curr Restr Sponsored Self Supp Curr Restr Fin Aid Self Supp Important in selecting the correct Combination. If you need to change this Chart Field for a position, you must find the correct Combination for the new Chart String. Prog Fin (Program Financial) Instruction General Instruction Special Research - Institutes/Centers Research Individual Public Service Community Academic Support Library Academic Support - Comput Supp Academic Support Admin Academic Support Other Student Services Institutional Supt - Gen Admin Institutional Supt - Admin Com Operation & Main of Plant-Oper Auxiliary Enterprises Scholarship & Fellowship-Schol Scholarship & Fellowship-Fellw Important in selecting the correct Combination. If you need to change this Chart Field for a position, you must find the correct Combination for the new Chart String. Project/Grant i.e., CASPR Important in selecting the correct Combination. If you need to change this Chart Field for a position, you must find the correct Combination for the new Chart String. Account (former FAS Sub-code) Tcode Personnel Accounts Regular Faculty Regular Exempt Regular Non-exempt Graduate Assistants/Fellows Contractual Faculty Contractual Exempt Contractual Non-exempt Student [412] - Expenditure Adjustment Decrease [413] - Expenditure Adjustment Inc(DR) October 2006 Page 4

5 Chart Field Examples Important Information relating to Combination s Program OP Summer Salaries ITT Exempt Staff Development Non-Exempt Development Academic Initiatives International Programs Reallocated Monies Budget Year 2005 Currency US (default and only choice at this time) The relationship between the Chart Field String and Combination s in PeopleSoft is: PeopleSoft Finance Database Chart Field String A new Chart Field String is entered into the PeopleSoft Finance database, and a Program is run, which automatically moves the Chart Field String to PeopleSoft HR where an Combination is assigned. The new Combination is transmitted back to the Finance Database for the posting of HR transaction data to the General Ledger. PeopleSoft HR Database Combination A Chart Field String determines where funds will be charged/deposited/etc. Combination s are created based on an existing Chart Field String. Combination s are a randomly assigned number that is automatically assigned when a new Chart Field String is transmitted to the PeopleSoft HR Database. When you use an Combination, you are really using a complete Chart Field String. The DBE tab within the Department Budget Table contains the Combination. Combination s = Chart Field String = Funding Source October 2006 Page 5

6 When are Combination s Used? Combination s are used in various transactions that are completed in the PeopleSoft HR Database. Following are examples of when and how Combination s are used. Creating a new position Department completes the Position Request Form (Combination is a required field on the form) and submits it for processing A position is created using the details from the Position Request Form, and a Position # is assigned. A Department Budget Earnings (DBE) is created for the new position, and the Combination is assigned to the DBE. The Position Request Form is returned to the department, with the Position Number noted on the Form. Department completes the New Hire PAR Form using the new Position # HR staff enters information from the New Hire PAR form into PeopleSoft HR Vacant Positions: Department has a position to fill. Department Runs the PeopleSoft Vacant Budgeted Position Report Department identifies appropriate Vacant Position that exactly matches the position title and Combination. If the vacant position does not have a matching Title, complete the Classification Action Request Form. If the Combination does not match the position, complete the DBE Form. Payroll: Department processes timesheets/journals for the employee with the appropriate Position # Employee is paid Payment for that employee is posted to the General Ledger using the Combination Fixing Payroll Distribution Errors Department determines a payroll distribution error has occurred. Department ensures the position is accurate for the employee If the position is correct, the Department ensures the HR Account is accurate for the position. If the HR Account is incorrect, the department submits a DBE Form to correct future distributions. The department submits a Retro form to correct past distributions. This class will cover: How to locate existing Combination s in PeopleSoft. How to identify the Chart Field string associated to the Combination in PeopleSoft. How to identify the Combination (s) assigned to a DBE and position. October 2006 Page 6

7 Module 2: Finding Combination s The purpose of this module is to prepare you to locate Combination s and identify the Chart Field string to which it is associated. By the end of this module, you will be able to: Run the Combination Table inquiry Identify the Chart Field String associated to an Combination Running the Account Table Inquiry 1. Follow this navigation from the HR PeopleSoft Database. Home Payroll for North America Payroll Distribution Commitment Accounting USA UMBC Valid Combo Table 2. From the search parameters screen, complete the highlighted fields. Additional fields may be completed to further narrow the search results. Enter the Department number (for the department that owns the position.) To further narrow the search, it s recommended to enter the Account Number (i.e., Reg. Exempt = ) &/or the Project/Grant number (if applicable). If you have the 9 digit Combination, enter it in the Account box and click the Search button to find the related Chart String. 3. Select the Search button. Your search results are displayed at the bottom of the screen. October 2006 Page 7

8 Combination. Chart Fields 4. Click once on the Combination for your desired Chart Field String. The Account Table tab is displayed for the selected Chart String. Combination Chart Fields related to the Combination Troubleshooting: Too many Combination s are displayed when I conduct a search. Filter your search criteria to include as much detail as possible so fewer results are displayed. I need to create a new Combination To create new Combination s, contact Grant Accounting for Grants or Financial Services for all other types of accounts with the following information: The Project/Grant # Department # Note that Combination s can only be created for Grants that have been awarded. Combination with PCOST Resource Type Combination s with a PCOST Resource Type are only used is special situations. Contact your Business/Finance Manager to determine when to use the PCOST Combination s. October 2006 Page 8

9 Module 3: Combination s and DBEs The purpose of this module is to demonstrate the relationship between Combination s and DBEs. By the end of this module, you will be able to: Describe the relationship between Combination s and DBEs Find a DBE Identify an Combination associated to a DBE. Overview The relationship between employees, Positions, DBEs and Combination s is: One employee can be assigned to one or multiple position numbers in PeopleSoft. One or many Combination s can be assigned to Position Numbers in PeopleSoft. Only one Chart String, which determines the job type and funding source, can be assigned to each Combination. A DBE can have one or many Combination s. Only one DBE is assigned to one Position. Employee Position Combo DBE Combo Combo Position DBE Combo If a Combination is incorrect for a position, the payroll transactions associated with the position will be incorrect, and will require modifications, i.e., processing a Retro and/or DBE Form to correct payroll errors. The Department Budget Earnings Tab (DBE) How do you determine if the Combination data is accurate for a position? PeopleSoft has an Inquiry in the PeopleSoft HR database, which displays the current DBE information for a position. To view the DBE for a position, follow these steps: October 2006 Page 9

10 1. Log into the PeopleSoft HR Database via my UMBC, or via the URL: 2. Once logged into PeopleSoft HR, follow this navigation: Home Payroll for North America Payroll Distribution Commitment Accounting USA Dept Budget Table USA 3. Select the Department Budget Table link. The following search parameter screen appears: Enter your Department number. Enter the Fiscal Year from which to conduct your search. Enter the Position Number if you have it available. 4. From the search parameters screen, enter your Department Number, Fiscal Year, to narrow the search results. If you know your Position Number, enter that number to further reduce the search results. At the bottom place a check mark in the Include History box. Note: You can search for data based on the information that you have about the record(s). While you can enter as little or as much information as you want to narrow your search, you will have the best results by entering as much detail as possible about the record(s) you want to display. October 2006 Page 10

11 5. Select the Search button. 6. If more than one record matches your search parameters, all records are displayed at the bottom of the screen. If more than one record is displayed, select your desired record by clicking on either the Fiscal Year or Position Number field. (Note that this will usually occur if you do not complete the Position Number field on the search parameters screen.) Select the FY or Position Number field to display the DBE for the desired record. 7. If only one record matches your search parameters, or after you select your desired record from the list of displayed results, the Department Budget Table is displayed for the record selected. The screen view defaults to the Dept Budget Earnings page. October 2006 Page 11

12 Department Number should correspond to the current position s department number Effective Date Position Number Combination Identifies the number of Earnings Distributions associated to the DBE. Distribution % for the Earnings Distribution Chart Fields associated to the Combination Note: If the DBE Department number does not correspond to the position s current department number, submit a PAR Change form selecting the Department Change Action option from the form. Summary Combination s are automatically generated with a random number when new Chart Strings are passed from the PeopleSoft Finance Database to the PeopleSoft HR Database. Existing Combination s, and their associated Chart String, can be found using the Combination s Table inquiry. Combination s are assigned to positions via the DBE. The information for a position s DBE can be found in Tab 2 of the Department Budget Table. October 2006 Page 12