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In this month's issue:
May Calendar
SPOTLIGHT
Payroll Reallocation/ Suspense/ Encumbrance Troubleshooting FAQ’s
Who's
Who
HUB Vendor of
the Month
FINANCE
Employee Reimbursement & Vendor Direct Deposit
Required Finance & HR Training
Open Commitment Review
Review Finance Transactions in Process
Historically Underutilized Business (HUB) Statistics
HUMAN
RESOURCES
Performance Communication and Development Program Announcements
Training
Short Work Break or Termination or Leave of Absence
Supervisor
Training
New HR
Generalist
Printable
Version
If you
have comments
contact Sara Carter at
scarter@uh.edu
Contents Edited by the Administration & Finance Customer Service Center
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MAY 2007 - BUSINESS
NOTES AND NEWS
Payroll
Reallocation/Suspense/Encumbrance Troubleshooting FAQ’s
1. When is encumbrance calculated
and relief done?
Encumbrance is calculated by position one
day before or after the confirmation of each
on cycle payroll. If the position is paid
bi-weekly, it will be re-calculated and
released with every cycle (2 or 3 per
month). If it is a monthly position, it will
be calculated once monthly with the payroll
cycle.
2. If monthly people are paid the same
amount each month, why does the encumbrance
release amount keep changing?
Encumbrance is calculated for both monthly
and biweekly employees on a daily basis; not
work days, number of days in the month.
Likewise, encumbrance release is calculated
by the number of days in the month, for
example: April =30 days, May = 31 days.
There is an encumbrance calculation
worksheet available
here.
3. What do I do if my CWS (college work
study) positions are having their benefits
split between the state and local cost
center just like their earnings are?
Send an email to the payroll office with the
position number and the department ID
requesting that the CWS position be excluded
from the department budget maintenance
process and set up manually to distribute
correctly.
4. I have a position that keeps hitting
suspense and I don’t know why?
There are several things to check in this
instance:
a. Is there a record on the department
budget table for the position for the
current fiscal year with the correct
department ID? If not, send a PRF to the
budget office to set it up.
b. Does the employee’s job record department
ID for the position match the position
record Department ID and in turn, does that
match the department budget table record? If
not, the distribution will send it to
suspense.
c. Does the job record department ID and
position match the paycheck data on the
additional information panel? If not, it
will go to suspense.
5. When should I run my Fiscal Year Suspense
Report?
It should be run the day after every payroll
confirms. Keeping up with the problems on a
payroll by payroll basis allows you to have
enough time to make a correction before the
next distribution and encumbrance
re-calculation. This will reduce the number
of reallocations necessary.
6. If I fix the problem, will it fix the
distributions that were wrong?
No, it will only fix future distributions,
which is why it is in your best interest to
keep up with these. Past allocations will
require you to reallocate check by check.
7. How should the insurance stipend be
distributed?
If a position is locally funded, the
insurance stipend should be treated exactly
as regular pay is distributed. If the
position is state funded, it should be
distributed to the pool account.
8. What do I do if the stipend is not
distributing correctly?
Send an email to the payroll office to ask
that the additional pay panel be adjusted to
distribute to the correct cost center for
certain employee ID’s. We will help you by
fixing this problem for all future
distributions and will reallocate the past
distributions that were incorrect.
9. What if position funding changes from
local to state or state to local during the
fiscal year on the regular earnings when it
comes to the stipend?
Notify the payroll office to make the
appropriate changes.
10. When is the reallocation/suspense
process run?
Reallocation and suspense processing is
completed every Friday morning. All
reallocations and suspense clearing in our
possession is input into the system prior to
the processing. We will produce journals for
the GL which will post after budget check
late Friday night or Monday. You may print
your Fiscal year suspense reports on Friday
afternoons to verify that all transactions
were cleared.
11. If something I sent to payroll was not
reallocated, how do I research why it wasn’t
processed?
We will not reallocate suspense for grants.
Those must be placed on a reallocation form
and sent to OCG for approval.
If we have a problem with an inactive
account code that we are unable to process,
we will contact you.
12. How do I verify that a reallocation has
occurred other than printing a report?
Go the reallocation panels and review the
check number in question. You will be able
to audit the record for all transactions
processed.
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