Current/Future Distribution Changes
The Change funding source HR Action type should be used for all current, future and retroactive funding changes.
If submitting the request prior to the pay period processing that includes your desired effective date, select the Current/Future Distributions type. Two requests may be necessary if both current/future and retroactive changes are required.
To update an employee’s funding, you will need to know the new chartfield information (Org-Fund-Account-Project-Program-User Defined) and effective date of the change. If a project number is included, please review the Funding End date for accuracy.
The effective date should coincide with the beginning/ending dates of the pay period schedule when possible. For biweekly employees, the pay period dates will not match the monthly GL reporting period, so please refer to the University Pay Period Schedule. For questions, please contact your service center HR Specialist.
Please see the OAA Payroll & Transaction Calendar for submission deadlines by pay period.
Retroactive Distribution Changes (DRD – Direct Retro Distributions)
If submitting after the pay period that includes your desired effective date has already processed, select the Retroactive Distributions type. Two requests may be necessary if both current/future and retroactive changes are required.
To transfer an employee’s funding after payroll has processed, you will need to know the existing and new chartfield information (Org-Fund-Account-Project-Program-User Defined), effective dates, and the percentage or dollar amount to be transferred. For all transfers, especially those with a project number included, please include a reason for transfer in the comments section. The HRA system will provide the existing chartfield and salary information for the employee based on the employee ID, employee record, and effective dates entered.
If reviewing the monthly GL report for funding data for a biweekly employee, please refer to the Payroll Pay Period Calendar to select the beginning and ending dates for the biweekly pay periods that paid within the month in review.
For example, if reviewing July 2015 personnel expense lines on the GL, you will need to use 6/14/15 – 7/11/15 as the beginning and ending effective dates to pull in the two pay periods that paid in July.
If submitting a retroactive change for more than five employees within the same department, the Direct Retro Distribution calculator is available to complete and attach to the HRA request. If you are unsure of the chartfields or salary amounts that were charged, please submit requests individually to verify the data within the HRA for correct transfer amounts.
Please Note: All funding that hits an OAA Department Clearing Account will be resolved by the service center automatically with the completion of each payroll processing. If additional information is needed to complete the transfer, the department HR/Fiscal contact will receive communication from the Service Center’s HR Specialists.
DRD requests are due by the 15th of each month to be available in that month’s GL reporting. Please see the OAA Payroll & Transaction Calendar for all submission deadlines.