Generating Labor Cost Transfer Templates Automatically

Run Labor Cost Transfer Template Creation (GM466) to automatically create labor cost transfer templates for selected employees when actual-to-salary or actual-to-planned effort variances exceed a user-defined tolerance.

The program populates templates with the actual effort percentage from the effort report. If cost sharing is associated with a funded activity, the funded activity is calculated as actual effort - cost share and the cost share pay percentage is maintained.

The program creates labor cost transfer templates in Unreleased, Released, or Hold status. You can use GM12.1 to review and edit the templates, and GM13.1 to approve them.

To create multiple labor cost templates automatically

  1. Access Labor Cost Transfer Template Creation (GM466).
  2. On the Main tab, define the set of employees for whom labor cost transfer templates are created. Use the following guidelines to enter field values.
    HR Company

    Type or select the Human Resources (HR) company of the employees for whom you want to create templates.

    Process Level

    Type or select a process level to create templates only for employees associated with that process level.

    If you select a process level, you cannot select a processing group.

    Processing Group

    Type or select a processing group to create templates only for employees associated with that processing group.

    If you select a processing group, you cannot select a process level.

    Employee Group

    Type or select an employee group to create templates only for employees associated with that employee group.

    If you select an employee group, you cannot select a range of employees.

    Employee Range

    Type or select an employee range to create templates only for employees associated with that employee range.

    If you select an employee range, you cannot select an employee group.

    Reporting Period

    Type the reporting period begin and end dates. The begin and end dates you enter here must match the begin and end dates on the effort records you want to include in the report.

    Sequence Number

    Type a sequence number to select only effort records with that sequence number. If you leave this field blank, the program selects only effort records with a blank sequence number.

    Note: A sequence number exists for an effort record only if subsequent effort reports are generates for an employee and reporting period after the effort has been certified.
  3. On the Other Options tab, define the efforts report statuses eligible for labor cost transfer creation, the variance tolerance used to trigger template creation, and the account categories and accounts to be entered on the created labor cost transfer templates. Use the following guidelines to enter field values.
    Include Statuses: Entered, Partially Certified, Completely Certified

    Select whether the effort report status should be included in the run. Yes is the default.

    Note: Templates created from "Entered" reports let you process the cost transfer templates and recalculate the effort report before certification occurs.
    Variance Tolerance

    Type a tolerance value (percentage). This includes only those employees who have variances of a significant value.

    If you leave this field blank all variances, no matter how small, cause a labor cost transfer template to be created.

    The variances can be applied to the actual effort to salary or actual effort to planned percentages.

    Apply Variance Tolerance To

    Select which variance number to apply the variance tolerance to:

    • Actual - Planned (1)
    • Actual - Salary (2)

    The default is Actual - Salary (2)

    Print Comments

    Select whether you want to print line only (2), header only (3), both header and line comments (4), or no comments at all (1) on the report. The default is No (1).

    Account Category Option

    Select which account category to use when labor cost transfers are created.

    • Select E to select the employee account category (from HR11.1).

    • Select A to select the activity account category (from AC10.1).

    • Leave this field blank to use the account category you specify in the Override Account Category field.

    Override Account Category

    Select an override account category in this field. The program uses this account category when creating cost transfers if the Account Category option field is blank or if an employee or activity record being processed does not have an account category assigned.

    Account Option

    Select which GL account to use when labor cost transfers are created.

    • Select E to select the employee account (from HR11.1).

    • Select A to select the activity account (from AC10.1).

    • Leave this field blank to use the account you specify in the Override Account field.

    Override Account

    Select an override account/subaccount in this field. The program uses this account/subaccount when creating cost transfers if the Account option field is blank or if an employee or activity record being processed does not have an account assigned.

  4. On the Update options tab, define the status of the labor cost transfer templates created by the program and define whether the program should be run in update or non-update mode. Use the following guidelines to enter field values.
    Cost Transfer Template Status

    Select the line status for all lines of the created labor cost transfer templates: Unreleased, Released, or Hold. The default is Unreleased (U).

    Note: Labor cost transfer templates cannot be approved by this program. You can edit the created labor cost transfer templates on GM12.2 and approve them on GM13.1 or GM12.2.
    Update

    • Select No (the default) to run this program in non-update mode to generate an error/exception report without actually creating the templates.

      Note: This is a recommended step to allow you to make adjustments to the report before running it in update mode.

    • Select Yes to run the program in update mode and actually create labor cost transfer templates along with the exception/error report.

      Note: When you run the report in update mode, the program creates whatever labor templates it can create. After you correct errors, you can rerun the report with the same job. We recommend, however, that you create a new job just for the missing templates. Rerunning the same job before the already created templates are processed through GM170 or GM171 will cause those templates to appear on the exception/error report.
    Reason Code

    Select a reason code for the labor cost transfer template.

  5. Select the Add form action to add the job and then click the Submit button to run.