To define a labor cost transfer template

HR Company

Select the employee's Human Resources company.

Employee

Select an employee.

The employee does not have to be subject to labor distribution, since cost transfer templates are for reclassifying past payroll distributions. Also, cost transfers may be processed for an employee who is currently not eligible for pay.

Note: You can attach comments to the template explaining why the cost transfer is being made when the cursor is in the Start Date field.

Job Code or Position

If you want the template to apply to existing distributions that contain any job code or position, leave the Job Code and Position fields blank.

- or -

Select a job code. The template will apply only to existing distributions containing the job code you specify. Do not enter a job code if the Position field is populated.

- or -

Select a position. The template will apply only to existing distributions containing the position you specify. The employee must be subject to position rules and the position must be in effect for the entire time period covered by the template. Do not enter a position if the Job Code field is populated.

Pay Code

If you want the template to apply to existing distributions that contain any pay code, leave the Pay Code field blank.

- or -

Select a pay code. The template will apply only to existing distributions containing the pay code you specify.

Start Date and End Date

Type the start and end dates for the cost transfer template.

Start and end dates in labor cost transfer templates that have not been processed cannot overlap date in any other unprocessed labor cost transfer templates for the same employee. For example, a template for employee 9317 and pay code REG starts July 1 and ends July 15. Its Processing Status is Not Updated. If you enter another template for employee 9317, its start and end dates must occur before July 1 or after July 15. After you successfully process the first labor cost transfer template, its Processing Status changes to Updated and you can create a template for the employee with dates that overlap the July 1 to July 15 range.

The distribution's transaction (time record) date must fall on or within the template's start and end dates to be eligible for cost transfer. For example, the template starts April 11 and ends April 15. The pay period begins April 4 and ends April 17. The transactions for the pay period are dated April 10 and April 17. Since April 10 and April 17 are outside the template period, they are not selected for processing.

Any distribution transaction that falls in a pay period covered by the template dates is eligible. For example, the template starts April 11 and ends April 15. The pay period begins April 4 and ends April 17. The transactions for the pay period are dated April 10 and April 17. Because earnings are pro-rated by pay period and template dates without regard to transaction date, the transactions are selected for processing.

Note:  Labor Cost Transfer Processing (GM170) and Non-Lawson Payroll Cost Trans (GM171) allow one posting date per run. To post cost transfer results to more than one accounting period, create multiple templates using start and end dates that align with General Ledger and Project Accounting calendars, and process labor cost transfers by period.

Processing Status

This field is display only. It is populated automatically and indicates whether labor cost transfer processing has been completed for the template.

• Not Updated — assigned to new templates
• Updated — assigned when template has been successfully processed by Variance ToleranceLabor Cost Transfer Processing (GM170) or Non-Lawson Payroll Cost Trans (GM171)

You cannot modify or delete a template with an Updated status.

Sequence

If you need to create more than one cost transfer template for the same date range for a given employee, job code, or position, and pay code, a sequence number is required in each subsequent template. This preserves the original template and its links to the labor cost transfer transactions.

Reason Code

Select the cost transfer reason code that applies to this labor cost transfer. Reason codes are defined on Codes (GM02.1).

Activity

Select the posting activity and detail account category for the distribution. This is the grant activity and account category to which labor costs are transferred.

Note: When the cursor is in the FC (Function Code) field, you can attach comments to each template line explaining why the cost transfer is being made.

Transfer lines associated with grant activities that have salary cap enabled will be checked for salary cap violations.

Co (Company)

Type or select the General Ledger company to which labor costs should be transferred.

Account

Select the General Ledger accounting unit and account and subaccount to which to transfer labor costs.

Salary

Type the percentage of salary to be cost transferred to the activity and General Ledger account. You cannot enter a negative percentage. The salary percentage can be zero if you enter a planned effort percentage.

The salary percentage total for all lines in the template must equal 100 percent in order to release, approve, and process the cost transfer template.

Effort

Type the percentage of planned effort to be cost transferred. Planned effort is tracked for use in effort reporting. You cannot enter a negative percentage. The planned effort percentage can be zero if you enter a salary percentage.

The Effort Reporting field in the employee record indicates if the employee is currently eligible for effort reporting and instructs the system to capture effort information during Payroll Close (PR197) or Non-Lawson Payroll Tran Import (GM500).

If you enter effort percentages, then the total effort for all lines in the template must equal 100 percent in order to release, approve, and process the cost transfer template.

If any salary cap warnings exist, execute the Salary Cap form action. For each line that is in violation,

• the salary percentage is capped at the allowable level.

• An additional distribute line is created that holds the overage salary percentage. The activity, account category, GL account, and user analysis values on the overage line default values are:

  Activity	If the overage activity is defined on AC10.1, then the overage activity defaults to the overage line. If it is not defined on AC10.1, then the overage is not charged to any activity or account category.
  Account category	If the overage account category is defined on AC10.1 (along with the activity), then the overage account category defaults to the overage line. If the overage activity is defined on AC10.1 but the overage account category is not defined, then the overage line uses the account category from the originating transfer line.
  GL account	If the overage GL account (company, accounting unit, account and subaccount) is defined on AC10.1, the it defaults to the overage line. If the overage GL account is not defined on AC10.1, then the overage line uses the GL account from the originating line.
  User analysis	User analyses are only used if your organization uses Strategic Ledger. If the overage user analysis values are defined on AC10.1, then the overage user analysis values default to the overage line. If the overage user analysis values are not defined on AC10.1, then the overage line uses the user analysis values from the originating line.