TeamWorks for Fund Changes

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TeamWorks for Fund Changes
Automated Workflow for Fund Changes
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Agenda

• Introduction and Overview Kim Duncan, OCIO-
  Information Services
• How to E-Transfer in UMS Beth Hansell,
  Biostatistics, Bioinformatics Epidemiology
• Validation Elements in TeamWorks Kim Duncan,
  OCIO- Information Services
• PEAR Officer Validation Patti Kelly, Human
  Resources Management
• Grants Validation Mike Bull, Grants and
  Contracts Accounting
• Payroll Schedule Angela Alford, Payroll

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TeamWorks for Fund Changes

• Michele Adelson - OCIO-IS
• Angela Alford - Payroll
• Mike Bull - Grants and Contracts Accounting
• Shannon Condon - Psychiatry
• James Delamar - Systems and Services
• Belle Dubis - College of Medicine
• Alvin Duncan - Consultant from Infor
• Brian Duncan - Universal Data Solutions
• Kim Duncan - OCIO-IS
• Susie Edwards - Budget Office
• Greg Fisher - OCIO-IS
• Jill Griffith - Department of Medicine
• Beth Hansell - Biostatistics, Bioinformatics
  Epidemiology

• Damien Holton - Universal Data Solutions
• Patti Kelly - Human Resources Management
• Joanne Langdale - College of Nursing
• Susan Mappus Pharmacology
• Stewart Mixon Chief Operations Officer
• Robert Morrison - OCIO-IS
• Jim Schaffner - OCIO-IS
• Gene Singletary - Grants and Contracts Accounting
• Randy Trussell - Grants and Contracts Accounting
• Patrick Wamsley - Chief Financial Officer
• Karen Wiggers - Surgery

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Current Fund Change Process

• UMS users route Fund Change requests
  electronically to Sylvia Strickland in HR
• Sylvia prints the PEAR forms, and it becomes a
  manual paper process from there, routing to
  Payroll and then to Grants, if necessary

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TeamWorks Process

• The new TeamWorks process is for UMS users
  submitting fund changes only
• UMS users will no longer route the form to HR
• Submit the request electronically to TeamWorks

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TeamWorks Process

• TeamWorks will immediately validate the
  transaction and send information back to UMS.
• Valid transactions will update the HR/Payroll
  database automatically, within seconds of
  submitting the transaction.
• Retroactive requests will flow to representatives
  from Payroll and Grants for additional processing.

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TeamWorks for Fund Changes

• UMS
• Beth Hansell
• Biostatistics, Bioinformatics Epidemiology

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Validation in TeamWorks

• All UDAKs must be valid and active during the
  span of the transaction. Home Center must also
  be a valid UDAK.
• The same UDAK must not be used twice in a Fund
  Change distribution set

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Validation in TeamWorks

• If the project begins with "8" or "69" then
  distribution policy must be "MUCR" or "AHCR"
• Year is required for all projects beginning
  with "8" or "69," otherwise blank

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Validation in TeamWorks

• Bridge Funds Indicator
• Must be set to Y when the Fund Change is a
  Research Grant Position (the Earnings Account is
  50133 or 50134) and not all projects begin with
  "8" or "69".
• If the first two digits of the reporting number
  of the UDAK is between 10 and 14, the funds can
  not be used for bridge funding.

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Validation in TeamWorks

• Employee is a valid active employee at the
  effective date
• The position is valid and active on the effective
  date and the employee is assigned to that position

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Validation in TeamWorks

• PEAR Officer Validation
• Patti Kelly
• Human Resources Management

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PEAR Officer Validation Process

• For each Fund Change transaction, the TeamWorks
  process will check to make sure the Net ID (MNA
  account) of the Submitter matches the designated
  PEAR Officer for the home unit.
• TeamWorks transactions submitted without a valid
  Net Id (MNA account) will be rejected.

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Adding/Changing PEAR Officer Information

• Business Managers should Email Mickey Asleson
  (aslesonm_at_musc.edu) to request a change.
• Explain the change/addition. Please include the
  name of the person, NetID, department and unit
  numbers affected.
• Once the change is made in UMS, Mickey will
  forward the email to Patti Kelly, HR
  (kellyp_at_musc.edu).
• The database maintaining the PEAR Officers NetID
  (MNA account) will be updated.
• Once the database is updated, an email confirming
  the change will be sent to the Business Manager.

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Additional Helpful Information

• Two reports will be published in IWR listing PEAR
  Officers.
• Link for IWR
• http//havok.musc.edu/cognos/cgi-bin/login.exe
• Requesting access to IWR reports
• Contact Sally Bridges 2-7606
• The UMS Corner on the HR Website
• http//www.musc.edu/hrm/ums/

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Validation in TeamWorks

• Grants Validation
• Mike Bull
• Grants and Contracts Accounting

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Validation in TeamWorks

• Grants Definition of Retroactive
• Grants Justification Reason Required
• Additional Notes Required when
• The reason is Other
• or
• The transaction is 60 or more days retro
• Begin and End Dates for SNAP Grants

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Payroll Schedule

• Angela Alford
• Payroll Manager

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Definition of Retroactive

• If a PEAR is submitted BEFORE the final payroll
  run, and the effective date falls into that pay
  period, the PEAR will not be considered
  Retroactive.
• If a PEAR is submitted AFTER the final payroll
  run, and the effective date falls into that pay
  period, the PEAR is considered Retroactive.

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Payroll Calendar

• Please reference the payroll website to access
  the 2007 payroll dates and payroll events
  calendar.
• http//academicdepartments.musc.edu/vpfa/finance/c
  ontroller/payroll/index.htm
• Remember if an employee is Bi-Weekly you will
  need to reference the BW Final dates, and if an
  employee is Monthly you will need to reference
  the MO Final dates.

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Questions?