Project assignment records
Project assignment records are used to create salary and fringe encumbrances for salary encumbrance, labor distribution, and effort certification. The percentage splits are stored in the project assignment labor record by period. The percentage splits indicate the method by which an employee's salary is distributed to grant-sponsored or non-sponsored projects. Each labor record is for a specific labor period. We recommend that the start and end dates on assignment records coincide with the labor period dates.
Project Assignment records are header records, which are used to maintain begin and end date on project assignments. Project Assignment Labor records are the detail records for each labor period. The actual effort in labor distribution is maintained in these detail records.
Detail records
Details records are created and deleted automatically. Records exist for each labor period that fall within the assignment date range. You can change the dates of an assignment if no processed labor records exist for the change dates. When effort is added but not processed for the current month, you can change the assignment end date to the last processed period end date. When you change the end date, records that fall outside of the assignment date range are deleted. Any actual effort that is added by administrators is also deleted. After the records are deleted, you cannot retrieve them with the actual effort. Optionally, you can export the records and save them before the deletion.
We recommend that you extend the project end date on non-sponsored projects that are assigned to all employees through the end of the year. Examples are administration, clinical, and education projects. At the end of the year, extend the project end date another 12 months. Extending the project end date automatically adds future labor periods for all employee project assignments. When the end date is retained for projects that are assigned to all employees, the number of records for the future labor period is reduced: Max labor periods for semi-monthly payroll = 24.
Period of performance
When you define a period of performance (POP) record for a project, the begin and end dates are displayed for the entire project. For system code PR, the lead or lag days are applied to a date range for an employee’s project assignment.
For projects that begin and end mid-month, or mid-payroll cycle, POP dates can be used to align the begin and end dates for the project with the payroll cycle.
When POP dates are created for system code PR, we assume that you provide the prorated effort for the pay period. The calculation is number of project days x effort percentage / number of days in pay period.
Example: For pay period 03/28/2021 – 04/10/2021, 5% of the time is spent on a project, which starts on 04/1/2021. Project days x Effort percent / Pay period days. 10 x 5 / 14 = 3.57.
| Project begin and end | 04/1/2021-03/31/2022 | 10 project days for the pay period 04/1/2021-04/10/2021 |
| Effort percentage | 03/28/2021-04/10/2021 | 5% effort |
| Pay period | 03/28/2021-04/10/2021 | 14 pay period days |
| Prorated effort percentage for the pay period | 3.57% |