Finance Manager: Creating Position and Linking to Appointment

Transcription

1 : Creating Position and Linking to Appointment Position Information The Position Information table allows the user to define a comprehensive position table for all types of position tracking, including vacancies, leaves, requirements, and budgeting. By defining the position information table, the linking of positions to employee appointments allows for a more streamlined entry for the user. The data from the position information table will flow seamlessly to the employee appointments allowing for less room for data entry error. Additionally, a variety of position reports can be generated to track all related position information, including vacancies, requirements, and budget. Position Information Table 1. From Human Resources Menu, select the Data Entry menu tree. 2. Select Position Information. The Position Information listing displays all positions. Use this window to add, maintain, or view positions. nvision Copyright FINANCE MANAGER All rights reserved. 1

2 The window is divided into multiple sections. The top portion of the window allows you to define general position information: Field Position ID Position Name Description This system-generated number identifies the position. Upon save of a new record, the position ID number is assigned. Enter the name (up to 100 characters) of this position. Example: Food Service Worker 1 Position Group Use the lookup to select from a listing of existing position groups or press the Add button to add a new position group record on the fly. Department Use the lookup to select from a listing of existing departments or press the Add button to add a new department record on the fly. Employee Group Use the lookup to select from a listing of existing employee groups or press the Add button to add a new employee group record on the fly. EEOC Type Use the lookup to select the appropriate EEOC type for this position. nvision Copyright FINANCE MANAGER All rights reserved. 2

3 Field Area Type Earning Method Board Start Date Board End Date Position FTE Hours per Day Days per Year Hours per Year Vacancy Salary Vacancy Description Use the drop-down to select the area Civil Service, Tenure, or N/A. Use the drop-down to select the earning method (Contractual, Annualized, Daily, Hourly, Supplemental) for this position. Enter the board start date (in MM/DD/YYYY format) for this position. Enter the board end date (in MM/DD/YYYY format) for this position. Enter the FTE for this position. Every position record represents one FTE. The maximum entry here can be 1.0. Enter the standard contractual number of hours per day for this position. This amount defaults in the Standard Hours field when attaching the position to an appointment. Enter the number of contractual work days per year. This amount defaults in the Standard Days field when attaching the position to an appointment and is used to calculate the Daily Rate on the Earnings window in Employee Payroll Information. This field defaults to the amount of Hours per Day times the Days per Year. Change the default value as needed. Enter a salary for this position if there is a vacancy. This salary can be used for budgeting purposes. This display-only field indicates the vacancy available (if any) for this position. nvision Copyright FINANCE MANAGER All rights reserved. 3

4 Adding a Position Record 1. Enter Add mode. 2. Enter the general position information in the top portion of the window. 3. Click the Budget Accounts folder to link budget account codes to the position. Click in the Account field and use the lookup to select the appropriate account code(s). Click in the Percentage field and enter the allocation for the budget code. Type in any memo or notes. Continue to add more budget account codes until the total allocation is 100%. These account codes will default in to the Appointment Budget Distribution in the Employee Payroll Information screen. 4. Click the Buildings folder to link building codes to the position. Click in the Building Name field and use the lookup to select the appropriate building(s). Click in the Percentage field and enter the allocation for the position in the building. Type in any memo or notes. Check the box to flag the default building for the position. Continue to add more building codes until the total allocation is 100%. These buildings will default in to the Employee Appointment Buildings tab in the Employee Information screen. nvision Copyright FINANCE MANAGER All rights reserved. 4

5 5. Click the Position Description folder to enter a description of this position. Customize the look of the text as needed by using the formatting (font size selection; bold; italic; underline; left, right, center alignment; bullets; paragraph formatting), and editing (strikeout; undo/redo; cut, copy, paste; spell check) options provided in the toolbar. 6. Click the Position Requirements folder to enter any specific requirements for the position. Customize the look of the text as needed by using the formatting (font size selection; bold; italic; underline; left, right, center alignment; bullets; paragraph formatting), and editing (strikeout; undo/redo; cut, copy, paste; spell check) options provided in the toolbar. nvision Copyright FINANCE MANAGER All rights reserved. 5

6 7. Click the Occupants folder to display a listing of the employee(s) who currently holds this position. The window shows the employee number, name, FTE, appointment start and end dates, employee status, temporary flag, and primary position indicator. The information on this folder is for review purposes only. 8. Click the Occupant History folder to display a listing of the employee(s) who are currently hold this position, as well as those employees who have held this position in the past. The window shows the employee number, name, FTE, appointment start and end dates, employee status, temporary flag, and primary position indicator. The information on this folder is for review purposes only. nvision Copyright FINANCE MANAGER All rights reserved. 6

7 Note on ALL Requirement tabs (listed below): All Requirement information that is entered through the Position Information table will be used for Position Requirement reporting. The reports will check the Position requirements against the Employee table to see if the employee has fulfilled the requirements. 9. Click the Civil Service Requirements folder to link civil service codes to the position (as required). Click in the Civil Service Code field and use the lookup to select the appropriate civil service code(s) linked to this position. The Civil Service Title defaults based on the code selected. Type in any memo or notes. 10. Click the Certification Requirements folder to link certification codes to the position (as required). Click in the Certification Code field and use the lookup to select the appropriate certification code(s). The Certification Description defaults based on the code selected. Type in any memo or notes. nvision Copyright FINANCE MANAGER All rights reserved. 7

8 11. Click the Degree Requirements folder to enter any specific educational requirements for the position (as required). Click in the Degree Code field and use the lookup to select the appropriate degree code(s). The Degree Description defaults based on the code selected. Type in any memo or notes. 12. Click the License Requirements folder to enter any specific licenses for this position (as required). Click in the License Name field and use the lookup to select the appropriate license name. The License Description defaults based on the code selected. Type in any memo or notes. nvision Copyright FINANCE MANAGER All rights reserved. 8

9 13. Click in the Health Requirements folder to enter any type of medical or health-related requirements for this position. Click in the Health Event Code field and use the lookup to select the appropriate health event. The Health Event Name defaults based on the code selected. Type in any memo or notes. Check the box if this event is required. If the event is required by a specific date, enter the next due date. 14. After you have entered all position-related information, save the record. nvision Copyright FINANCE MANAGER All rights reserved. 9

10 Linking a Position to an Employee Appointment The entry of a position can be done through the Employee Information or Employee Payroll Information. These instructions will describe both methods with the assumption that the employee record already exists. Employee Information (HR) Appointment Position Entry The entry of the Appointment Position through Human Resources will allow for the entry of the position, civil service, certifications, degrees, licenses, health events, and all other personnel related information related to the appointment. Adding an Appointment Position 1. From Human Resources Menu, select the Data Entry menu tree. 2. Select Employee Information. The Employee Information listing displays all employees. Use this window to add, maintain, or view employees. 3. Enter Update mode. 4. Under the Appointment Information folder, click the Position Appointment subfolder. nvision Copyright FINANCE MANAGER All rights reserved. 10

11 5. Click in the Position ID field and click Add. 6. Since this position will be position controlled, leave the box checked for Position Controlled. Then use the lookup to select the Position ID that this employee is assigned to. After entering the Position ID, the Earning Method, Employee Group, Department, EEOC Type, Tax Method, Frequency, Board Start Date, Board End Date, Increment Date, ERS Standard Hours, Area Type, Standard Days, Standard Hours, and Standard Hrs/Yr default from the Position Information table and cannot be changed. nvision Copyright FINANCE MANAGER All rights reserved. 11

12 Enter the Evaluation Schedule, Pay Profile Name, Attendance Start Date, Attendance Profile Group, Appointment Start/End Dates, Retirement System, ERS Standard Hours, Overall FTE, Months/Year, Actual Hours/Day, and Number of Checks. Set the Separate Check, Primary Appointment and/or Temporary flag as needed. Field Description Evaluation Schedule Use the lookup to select the evaluation schedule (optional). The evaluation schedule is used to automatically create a pending evaluation record for the employee based on an evaluation type and pre-determined due date. Pay Profile Name Use the lookup to select the pay profile. Selection of the pay profile will default in the months/year and number of checks. Attendance Start Date The Attendance Start Date defaults to the starting date in the current fiscal year. Change the default date as needed. Employees in a specific employee grouping may annually accrue additional amounts depending on their Attendance Start Date. In most cases, the Attendance Start Date is the employees hire date from the Information window or their anniversary date from the Retirement window. The system uses this date to determine the employee-group-specific rules used for the rollover of each attendance code within a date range that encompasses the employee s Attendance Start Date. Additional amounts may be accrued annually through the Attendance Rollover process based on the employee s Attendance Start Date. Attendance Profile Group Use the lookup to select the attendance profile group. During the rollover process, the system finds the appropriate attendance rollover rules that will be followed by employees in this employee group. Appointment Start Date Appointment End Date Retirement System ERS Standard Hours Overall FTE Months/Year Enter the starting date of this position. Enter the ending date of this position. Choose the retirement system code from the drop-down listing. If the employee is a participant in the ERS retirement system, enter the standard number of hours to be reported to the Employees Retirement System. NOTE: You cannot enter a number less than 6, which is the minimum standard workday per ERS. Enter the Full Time Equivalent percentage for this appointment. Full Time Equivalent employees will generally receive 100% of the contract pay. For employees who are less than a full-time equivalent, the appropriate percentage in decimal format (ie. 60% =.60) should be entered. The system uses this percentage to calculate the FTE Amount on the Earnings window. Enter the number of months per year that this employee is expected to work. nvision Copyright FINANCE MANAGER All rights reserved. 12

13 Field Actual Hrs/Day Number of Checks Separate Payroll Check Primary Appointment Temporary Description The actual number of hours per day that this employee works. The default value for this field is based on the Overall FTE and the Standard Hours for the appointment. If the Overall FTE is 1.00 and the Standard Hours are 7.50, the Actual Hours/Day defaults to If the Overall FTE is.50 and the Standard Hours are 7.50, the Actual Hours/Day defaults to The default value may be modified as needed. The Actual Hours/Day from the appointment is then carried forward into the Hrs Per Day field on the Earnings window. Enter the number of checks the employee will receive this year. The number of checks defined in the appointment window is used to calculate the pay period for the earning. NOTE: When changing the number of checks in an existing appointment record, the system asks if you want to update the tax divisor. This field is applicable for Supplemental appointments only. Check this box if the employee is getting paid for this earning in a separate payroll check. If this employee has two appointments (i.e., a Contract appointment and a Supplemental appointment), the Generate Contractual Payroll process will create two checks a Sequence 1 check for the regular biweekly check and a Sequence 2 check for the supplemental earnings. Leave the box unchecked if the supplemental earning is to be included with the regular biweekly amount in one check. Check the box if this is the employee s primary appointment. Check the box if this position is a temporary one. When entry of the position is complete, click OK. Viewing Building Assignment 1. Click the Building Assignment subfolder and use the drop-down to highlight the correct position record. 2. Since this example is set up to use position control and the appointment is linked to a position defined in the Position Information table, the building information defaults and can be viewed but not modified. nvision Copyright FINANCE MANAGER All rights reserved. 13

14 Entering Appointment Position Requirements Depending on the type of position, the employee may be required to fulfill certain requirements. These steps describe the areas that may need to be entered based upon the position requirements. 1. Civil Service Requirement click the Civil Service tab under Appointment Information. Click in the Civil Service Code field and use the lookup to select the appropriate civil service code. Use the next lookup to select the appropriate civil service type. Next select the civil service class, and enter Start/End dates. Check box for Primary. 2. Certification Requirement click the Certifications tab under Professional Information. Click in the Certification Code field and use the lookup to select the appropriate certification code. Use the next lookup to select the appropriate certification type. Next enter in the certification number and Start/End dates. Check box for Primary Certification. nvision Copyright FINANCE MANAGER All rights reserved. 14

15 3. Degree Requirement click the Degrees tab under Professional Information. Click in the Degree Code field and use the lookup to select the appropriate degree code. Enter in the GPA, Date Completed, Institution, Major and Minor fields as needed. 4. License Requirement click the Licenses tab under Professional Information. Click in the License Code field and use the lookup to select the appropriate license code. The license description will default in. Enter the License Date, License Number and Memo as needed. 5. Health Requirement click the Health Events tab under Personal Information. Click in the Event Code field and use the lookup to select the appropriate event code. The event description will default in. Enter the Event Date and Memo as needed. When entry of all employee information is complete, click Save or Save and Close. nvision Copyright FINANCE MANAGER All rights reserved. 15

16 Verifying Position Requirements In order to determine if employees are fulfilling their position requirements, the Position Requirement Fulfillment report can be generated. From Human Resources Menu tree, select Reports Position Reports Position Requirement Fulfillment. The selection criteria for this report can be customized based upon specific requirements types, requirement status, positions and departments. nvision Copyright FINANCE MANAGER All rights reserved. 16

17 Employee Payroll Information Appointment Position Entry The entry of the Appointment Position through Payroll will allow for the entry of the position, earnings, and account codes. Adding an Appointment Position 1. From Payroll Menu, select the Setup menu tree. 2. Select Employee Payroll Information. 3. Find the appropriate employee in the listing and enter Update mode. To add an appointment, click the Add Record button in the Position Appointments Maintenance toolbar. nvision Copyright FINANCE MANAGER All rights reserved. 17

18 Leave the box checked to indicate that this appointment is Position Controlled. Then use the lookup to select the Position ID that this employee is assigned to. After entering the Position ID, the Earning Method, Employee Group, Department, EEOC Type, Board Start Date, Board End Date, Area Type, Standard Days, and Standard Hours default from the Position Information table and cannot be changed. Enter the Evaluation Schedule, Pay Profile Name, Attendance Start Date, Attendance Profile Group, Appointment Start Date, Retirement System, Overall FTE, Months/Year, Actual Hours/Day, and Number of Checks. Set the Primary Appointment and/or Temporary flag as needed. Field Description Evaluation Schedule Use the lookup to select the evaluation schedule (optional). The evaluation scheduled is used to automatically create a pending evaluation record for the employee based on an evaluation type and pre-determined due date. Pay Profile Name Use the lookup to select the pay profile. Selection of the pay profile will default in the months/year and number of checks. nvision Copyright FINANCE MANAGER All rights reserved. 18

19 Field Attendance Start Date Description The Attendance Start Date defaults to the starting date in the current fiscal year. Change the default date as needed. Employees in a specific employee grouping may annually accrue additional amounts depending on their Attendance Start Date. In most cases, the Attendance Start Date is the employees hire date from the Information window or their anniversary date from the Retirement window. The system uses this date to determine the employee-group-specific rules used for the rollover of each attendance code within a date range that encompasses the employee s Attendance Start Date. Additional amounts may be accrued annually through the Attendance Rollover process based on the employee s Attendance Start Date. Attendance Profile Group Use the lookup to select the attendance profile group. During the rollover process, the system finds the appropriate attendance rollover rules that will be followed by employees in this employee group. Appointment Start Date Appointment End Date Increment Date Retirement System ERS Standard Hours Overall FTE Months/Year Actual Hrs/Day Number of Checks Enter the starting date of this position. Enter the ending date of this position. Enter the month and day (in MM/DD format) that the employee should move up a step. Negotiations will use the date entered here to determine the salary projection. Choose the retirement system code from the drop-down listing. If the employee is a participant in the ERS retirement system, enter the standard number of hours to be reported to the Employees Retirement System. NOTE: You cannot enter a number less than 6, which is the minimum standard workday per ERS. Enter the Full Time Equivalent percentage for this appointment. Full Time Equivalent employees will generally receive 100% of the contract pay. For employees who are less than a full-time equivalent, the appropriate percentage in decimal format (ie. 60% =.60) should be entered. The system uses this percentage to calculate the FTE Amount on the Earnings window. Enter the number of months per year that this employee is expected to work. The actual number of hours per day that this employee works. The default value for this field is based on the Overall FTE and the Standard Hours for the appointment. If the Overall FTE is 1.00 and the Standard Hours are 7.50, the Actual Hours/Day defaults to If the Overall FTE is.50 and the Standard Hours are 7.50, the Actual Hours/Day defaults to The default value may be modified as needed. The Actual Hours/Day from the appointment is then carried forward into the Hrs Per Day field on the Earnings window. Enter the number of checks the employee will receive this year. The number of checks defined in the appointment window is used to calculate the pay period for the earning. NOTE: When changing the number of checks in an existing appointment record, the system asks if you want to update the tax divisor. nvision Copyright FINANCE MANAGER All rights reserved. 19

20 Field Separate Payroll Check Primary Appointment Temporary Description This field is applicable for Supplemental appointments only. Check this box if the employee is getting paid for this earning in a separate payroll check. If this employee has two appointments (i.e., a Contract appointment and a Supplemental appointment), the Generate Contractual Payroll process will create two checks a Sequence 1 check for the regular biweekly check and a Sequence 2 check for the supplemental earnings. Leave the box unchecked if the supplemental earning is to be included with the regular biweekly amount in one check. Check the box if this is the employee s primary appointment. Check the box if this position is a temporary one. When entry of the position is complete, click OK. Adding an Appointment Earnings 1. If the selected employee has more than one appointment record, highlight or tab to the appropriate record in the Position Appointments listing. 2. Click the Add button in the Appointment Earning Details toolbar. The Add Employee Earning window displays. The Type of Earning options that display in this window default based on the Earning Method defined for the position appointment. 3. Specify the type of earning that you would like to add to the appointment. In these instructions we are working specifically with Position control, so only Contractual or Annualized will be specified. Set the radio button to the specific type of earning Contractual or Annualized (based upon the Position) and click OK. nvision Copyright FINANCE MANAGER All rights reserved. 20

21 4. Enter all information associated with the earnings. 5. Click OK. 6. At this point, you can continue to add earnings as needed or click the Budget Distribution folder to add account distribution for this earning. You must enter balanced account distribution information BEFORE saving the record and exiting this routine. nvision Copyright FINANCE MANAGER All rights reserved. 21

22 CONTRACT EARNINGS FIELDS Field Start Date End Date Level Step Work Days Description Enter the effective date (in MM/DD/YY format) of this earning. The start date of the earnings cannot be less than the start date of the appointment. Enter the ending date (in MM/DD/YY format) of this earning. This is the actual date that the earnings stopped. Use the drop-down arrow to select from a listing of valid levels associated with a current earning schedule that is linked to this employee group. If there is no current schedule defined for this employee group, the level drop-down is blank. Enter the salary step within the selected level. Once the step is defined, nvision looks at the salary schedule in Negotiations to determine the base amount for the step and level. The number of days in the fiscal year that the employee works. If there is no calendar linked to the employee group, the Work Days defaults to the number of standard days defined on the appointment window. If a fiscal year calendar is linked to the employee group, the system checks the Days Worked Method setting in Employee Group Setup to determine the Work Days. If the Days Worked Method flag is set to Actual, the Work Days defaults to the number of Paid Work Days associated with the fiscal year calendar linked to the employee group in Employee Group Setup. If the Days Worked Method flag is set to Swaim, the Work Days defaults to the SWAIM number of calculated work days. Example: For 10-month Teachers, the Swaim calculated number of days is 200 (20 working days per month times 10 months per year). The number of working days is used to calculate the entitlement amount. Remember that if you change the starting and ending date of the earnings, you should adjust the number of working days as needed. Hrs Per Day Base Contract FTE Amount Daily Rate Enter the number of hours that this employee works per day. The default value is the number of standard hours defined on the Position Appointment window. The number of hours per day is used to calculate the hourly rate. Enter the base contract amount for this appointment. After specifying a level and step, the system will automatically default the appropriate base contract amount from the current schedule that is linked to the employee group. Enter the FTE amount or accept the system-calculated amount. The FTE Amount is equal to the Base Contract Amount multiplied by the Overall FTE % (from the Appointment). The FTE Amount is then used to determine the Daily Rate, Entitlement, and Period Pay amounts. Enter the Daily Rate or accept the system-calculated amount. The Daily Rate is equal to the FTE Amount divided by the number of Appointment Standard Days. The Daily Rate is then used to determine the Hourly Rate amount. nvision Copyright FINANCE MANAGER All rights reserved. 22

23 Field Hourly Rate Entitlement Std Per Pay Salary Schd Renewable Include in Contract Include in Period Pay Include in Retirement Description Enter the Hourly Rate or accept the system-calculated rate. The Hourly Rate is equal to the Daily Rate divided by the number of Hours per Day (as defined on the Earnings window). Enter the Entitlement Amount or accept the system-calculated amount. The Entitlement Amount is equal to the FTE Amount multiplied by (the number of Working Days divided by the Standard Days). Enter the period pay amount or accept the system-calculated amount. The Period Pay amount is equal to the FTE amount divided by the Appointment Number of Checks. This display-only field denotes the current earning schedule linked to the employee type and bargaining unit. Check this field if this earnings is renewable for the next fiscal year. The system creates a projection in Negotiations only if the renewable flag is checked on this window. Check this field if this earnings is to be included in the employee s contract salary. Uncheck this field if this earnings is NOT to be included in the employee s contract salary. When this field is unchecked, the Generate Contractual Payroll routine will NOT include this earnings in the Gross Pay. The system checks the entry in this field when printing the check stub so that the correct Contract Salary amount is displayed. Check this field if this earnings is to be included in the employee s period pay amount. Uncheck this field if the earnings are not to be include in the period pay amount. When the field is UNCHECKED, this portion of the earning is NOT included in the Amt/Chk field on the Account Distribution window and the earning is NOT generated through the Payroll Generation routine. Check this field if this earning is to be included in the employee s earnings reported to NYS retirement. nvision Copyright FINANCE MANAGER All rights reserved. 23

24 ANNUALIZED EARNINGS FIELDS Field Earning Code Start Date End Date Level Step Salary Schd Work Days Hrs Per Day Hrs Per Year Hourly Rate Description Use the lookup to select the appropriate hourly or per diem pay type earning code. Enter the effective date (in MM/DD/YY format) of this earning. The start date of the earnings cannot be less than the start date of the appointment. Enter the ending date (in MM/DD/YY format) of this earning. This is the actual date that the earnings stopped. Use the drop-down arrow to select from a listing of valid levels associated with a current earning schedule that is linked to this employee group. If there is no current schedule defined for this employee group, the level drop-down is blank. Enter the salary step within the selected level. Once the step is defined, nvision looks at the salary schedule in Negotiations to determine the base amount based on the step and level. This display-only field denotes the current earning schedule linked to the employee group and bargaining unit. Enter the number of days in the fiscal year that the employee works. The default value is the number of standard days defined on the appointment window. The number of working days is used to calculate the entitlement amount. Remember that if you change the starting and ending date of the earnings, you should adjust the number of working days as needed. Enter the number of hours per day that this employee is scheduled to work. The number of standard hours per day from the appointment defaults. The default value may be changed if necessary. This system-calculated field is determined by multiplying the Work Days times Hours Per Day. Enter the employee s hourly rate. After specifying a level and step, the system will automatically default the appropriate hourly rate amount from the current earning schedule that is linked to the employee group. This amount is used to calculate the Base Contract and Entitlement Amounts. Daily Rate Base Contract The system calculates this field by multiplying the Hours Per Day (from the Earnings window) times the Hourly Rate. The system calculates this field by multiplying the Appointment Standard Hours/Year by the Hourly Rate. nvision Copyright FINANCE MANAGER All rights reserved. 24

25 Field FTE Amount Entitlement Std Per Pay Renewable Include in Contract Include in Period Pay Include in Retirement Description Enter the FTE amount or accept the system-calculated amount. The FTE Amount is equal to the Base Contract Amount multiplied by the Appointment Overall FTE %. The FTE Amount is then used to determine the Period Pay amount. Enter the Entitlement Amount or accept the system-calculated amount. The Entitlement Amount is equal to the Hours Per Year multiplied by the Hourly Rate. Enter the period pay amount or accept the system-calculated amount. The Period Pay amount is equal to the FTE amount divided by the Appointment Number of Checks. Check this field if this earnings is renewable for the next fiscal year. nvision creates a projection in Negotiations only if the renewable flag is checked on this window. Check this field if this earnings is to be reflected in the Total Contract summary. Uncheck the field if the earnings is NOT included in the Total Contract summary. When this field is unchecked, the Generate Contractual Payroll routine will NOT include this earning in the Gross Pay. The system checks the entry in this field when printing the check stub so that the correct Contract Salary amount is displayed. Check this field if this earnings is to be included in the employee s period pay amount. Uncheck this field if the earnings are not to be include in the period pay amount. When the field is UNCHECKED, this portion of the earning is NOT included in the Amt/Chk field on the Account Distribution window and the earning is NOT generated through the Payroll Generation routine. Check this field if this earning is to be included in the employee s earnings reported to NYS retirement. nvision Copyright FINANCE MANAGER All rights reserved. 25

26 Adding an Appointment Budget Distribution This window is used to indicate the account code(s) from which the employee s earnings are to be expensed. 1. Highlight the Position/Appointment on the Appointment/Earnings window. The earnings for the selected appointment are shown at the bottom of the window. 2. Click the Budget Distribution folder. Since the Appointment is Position Controlled, and the Position specifies the account code distribution, this information will default in for the employee. Make changes, if needed. Field Distribute Other Earnings Separately Code Description Check this box to distribute only the other earning amount to an account code that is different from the Contract or Annualized account code. NOTE: You can also check this field if the other earning is being expensed out of the same account code as the contract earning, but you want the check stub to reflect the contract portion as well as the other earnings portion on two separate lines. Use the drop-down arrow to select the appropriate earning that you wish to distribute. If you have an other earning and you are distributing by earnings, enter a value in this field if the other earning is being expensed out of the same account code as the contract earning, but you want the check stub to reflect the contract portion as well as the other earnings portion on two separate lines. Account Enter the account number from which the earnings are to be expensed. Use the lookup to select from listing of valid payroll appropriation codes (codes where the object portion starts with 1or 8) from your Chart of Accounts. nvision Copyright FINANCE MANAGER All rights reserved. 26

27 Field Limit Pct Description Enter the percentage of the entitlement that will be expensed from the selected account code. The percentages should add up to 100% for each earning. Upon entry of the percentage, nvision automatically calculates the Limit Amt, Per Pay Pct, and Per Pay Amt. Limit Amt Per Pay Pct Per Pay Amt Earnings FYD Remaining Enter the total amount that the employee is to be paid out of the selected account code. The employee will not be paid more than their limit amount. Enter the period pay percentage amount. Enter the amount per check that the employee is to be paid from the selected account code. This display-only field is updated whenever a check is posted to the employee s check record. The FYD Earnings will never be more than the Limit Amount. This display-only field is updated whenever a check is posted to the employee s check record. This is the amount of the entitlement that remains to be paid to the employee. When entry of the Appointment information relative to the Position is complete, Save the record. 4/4/2012 nvision Copyright FINANCE MANAGER All rights reserved. 27