Retroactive Funding Transactions (Prior Pay
Period Adjustments)
A Retroactive Funding Transaction is an update to a previous pay period; a
pay period in which the final pay calculation has run for the pay period.
Using Correction mode, a retroactive funding change
is entered on-line in the Human Resource Information System (HRIS) by department
personnel.
A retroactive funding change is made by correcting an existing effective-dated
row of funding or adding/inserting a new effective-dated row of funding. Instructions
for changing funding: http://www.k-state.edu/hr/ped/pedfunding.htm
After the funding table has been changed on-line in HRIS, complete the Payroll
Transfer Form (PER-44) and submit to the Division of Human Resources-Payroll
and Employee Data for the transfer of payroll expenditure.
To avoid retroactive funding transactions (prior pay period adjustments),
enter funding changes on-line in HRIS prior to the final pay calculation
for the pay period.
Instructions for Completing the Payroll Transfer Form
- EMPLID: An eleven (11) digit Employee ID. Ex: B0000012129,
W0000003545, K0000512345, etc.
- RCD#: Employment record number. Ex: 0, 1, 10 or 11.
- Name (First Middle Last Suffix): Ex: Willie W. Wildcat
Jr.
- Effective Date: Salary source begin date, begin date for
funding change, typically the pay period begin date, can also be the start
date of a grant, or the employee's start date. Ex: Issue date of check
is 2/20/09, the effective date would be 1/25/09
*Note: to find the effective date of a check, in HRIS go to Payroll
for North America - Payroll Processing USA - Produce Payroll - Review Paycheck
- End Date: This is not an effective date, information only.
This is usually the pay period end date of the last check being transferred.
- Fiscal Years(s): Indicate which fiscal year(s) the checks
were issued. Ex: 2009, 2009/2010.
- Dept ID: Indicate the department ID that the position
resides in. Ex: 3670010050; 3670020010, 3670045060, etc.
- Dept Name: Indicate the appropriate department name/description. Ex:
Animal Science & Industry, Biology, Civil Engineering, etc.
- Position Pool ID: Indicate the appropriate Position Pool
ID, only used if the position is in a position pool. Ex: US1, AS1, etc.
- Position #: Indicate the position number being transferred. Ex:
W0001234.
- Title: Job title description, for information only. Ex:
Assistant Professor, GTA, etc.
- Check # / Issue Date: Provide the check number(s) and
issue date(s) involved in the transfer of funds including supplemental pay
checks. This information may be located in HRIS using the following path: Payroll
for North America - Payroll Processing USA - Produce Payroll - Pay Distribution
Summary
- OLD FUNDING: Enter the funding in this section as it currently
appears on the check(s) in Pay Distribution Summary. Enter all lines of funding,
even if only one project is being changed.
*Note: if employee is being paid on more than one position, only enter
funding for the position you have listed on the Payroll Transfer Form.
- NEW FUNDING: Enter the funding in this section as as it
should be after the transfer. Enter all lines of funding, even if only one
project is being changed.
*Note: if employee is being paid on more than one position, only enter
funding for the position you have listed on the Payroll Transfer Form.
**PLEASE NOTE: funding in HRIS must match the New Funding section
on the Payroll Transfer Form
- Funding Entered By: This is the name of the person who
changed the funding table in HRIS to match the payroll transfer form, this
can be typed, initialed, or initialed and dated.
- Earnings (Ksu Dept Bdgt Ern):
- Earn Code: A "blank" entry will act as
the default funding for ALL earnings. If a particular type of earning
(i.e., bonus, contractual pay, overtime, etc.) is to be paid from a
particular project(s), an earnings code may be selected for the budget
level. Ex: Funding may be established for overtime using the earnings
code OTP and indicating the project(s) responsible.
- Project #: FIS (Financial Information
System) Project Number. A project is one line of funding, each funding
source (project) will be identified as a project line. For each earnings
row, enter a project. Any valid FIS project designated for payroll
funding may be entered. Ex: NASI420649 (ASI Restricted Fee), NOAA225604
(OAA Class Sal), GECE534413 (ECE KDOT EVAL LOAD DIST FATIGU), etc.
A project identifies programs and activities of the department or of
the organization. The first character must be either a "G" (Grant
Project), a "M" (Matching Project) or an "N" (Non-Grant/Non-Matching
project). The second through the fourth character identifies the organization
(department). The last six characters are free form, it may be the "old" FRS
account number.
- Fund Source (Index): Enter the Fund Source for each
project. Ex: 0003 (Operating Expend-Main Campus), 1020 (Cooperative
Extension Ser), 2000 (General Fees Fund), etc.
- Org (Organization): Organization (Department) that
either owns the project or that owns the position. Please ask your
major administrative officer what this field should reflect. Ex:
10040, 20060, 55050, etc.
- Award: Defaults from the project, enter only for
grants, those projects that begin with "G" Ex: BG1280,
BR0546, NS9915, etc.
- % of Dist: Percent used to identify what portion
will be dispersed from the project. If a single project is used to
fund the position or pool, % of Distribution will be 100. If two or
more projects are used to fund the position or pool, % of Distribution
will be any combination which equals 100.
- Deductions (Ksu Dept Bdgt Ded):
- Plan Type: A "blank" entry will act
as the default funding for ALL plan types. If a particular plan type
(i.e., General Deduction, Medical/Dental, Vision/Hearing, Basic Life,
TSA, etc.) needs to be paid from a particular project(s), a plan type
may be selected for the budget level. Ex: GTLTRN, RETREG, etc.
- Project #, Fund Source, Org, Award, and % of Dist: See earlier
instructions for details.
- Taxes (Ksu Dept Bdgt Tax):
- State: A "blank" entry will act as the
default funding for ALL State and Tax Classes. If a particular State
Code (i.e., $U, or KS) needs to be paid from a particular project(s),
a State Code may be selected for the budget level. Ex: Funding
may be established for KS Unemployment Tax by using the State = KS
and the Tax Class = Unempl ER and indicating the project(s) responsible.
- Normally, only the following State Codes will be used: $U
; KS
- Tax Class: Describes the tax. Only the following
Tax Class codes will be used:
- FICA - MHI: Federal HI (Medicare)
- OASDI/DIS : Federal OASDI (Social Security)
- Unempl ER : State Unemployment
- State Code and Tax Class possible
combinations:
- State Code: Tax Class:
- $U FICA - MHI
- $U OASDI/DIS
- KS Unempl ER
- Project #, Fund Source, Org, Award, and % of Dist: See earlier
instructions for details.
- Has this been certified on an effort report?: Click on
the cell to get the dropdown box, select 'yes' or 'no'. Contact Sponsored Projects Accounting for
more information regarding Effort Reporting.
- Additional Information: Note any additional information
regarding the payroll transfer transaction. Ex: Transfer exactly $102.59.
Correct project, correct fund source, or correct organization only. Correct
benefits and taxes only.
- Signature Authorization/Date
- Unit or Department Head, Dean, and/or Vice President: Contingent
upon internal procedures, the Unit or Department Head, and/or Dean, Vice
President, etc., signs and dates the Payroll Transfer Form to signify approval
of the transaction. When multiple department projects are used, signatures
must be obtained from all applicable departments.
- For ALL LATE transfers please answer the following question: Why
is this transfer being requested more than 90 days after the effective
date of the paycheck? For all late transfers please explain why
the transfer is being sent through late, and how this will be prevented
in the future. A payroll transfer is considered late if it is received in
the Human Resources office more than 90 days after the effective date of
the paycheck. This question is to replace the 90 day letters that were
previously required. Ex: the effective date on the Payroll Transfer
Form is 2/8/09, the transfer will be considered late if it is received
in Human Resources after 5/9/09.
- For ALL transfers moving expenditures TO a sponsored project answer
the following two questions: These questions need to be answered
when transferring to a new grant (projects that begin with a "G"), or when
increasing the percentage of distribution to a grant (if the percentage
of distribution for a grant is not changing, or if the percentage of distribution
is decreasing for a grant, these questions do not need to be answered)
- Explain why this expenditure was not originally charged to
the correct project: Please explain why the transfer is needed,
see PPM7055 for
examples of explanations, or contact Sponsored
Projects Accounting with questions.
- Justify how this expenditure qualifies as a direct cost to
the project to which it is being transferred (direct costs are costs
necessary to carry out the objectives of that specific project and
can be assigned to the project with a high degree of accuracy): Please
explain how the expenditure qualifies as a direct cost to the grant,
see PPM7055 for
examples of explanations, or contact Sponsored
Projects Accounting with questions.
- Signature Authorization/Date
- The Principle Investigator should sign the form for all transfers
to grants (question 2).
- The Unit Department Head, Dean and/or Vice-President should sign
the form for all late transfers (question 1). *Please note, when transfers
are late, both the front and the back of the form should be signed.