How Do Labor Distribution Templates Work With Time Records?

Eligibility Rules for Template Selection

Payroll Close (PR197) uses the following rules to determine which template to apply to a time record:

• The template with the most recent effective date with respect to the time record's date is used. For example, if the time record transaction date is October 6, and there are three templates, one effective September 1, one effective October 1, and one effective October 15. The template with the October 1 effective date is used.

• If the Company Control (GM00.3) has the All Approved flag set to Yes for a company, then the template with the most recent effective date where all template lines are in an approved status is used. For example, if the time record transaction date is June 15, and there are two templates, one with an effective date of May 1 where all template lines are approved and one with an effective date of June 1 where not all of the template lines have an approved state. The template with the May 1 effective date will be used.

• If there are multiple templates for an employee with the same effective date, the template that matches all data in the time record is selected. The template with company and employee only (in other words, no position/no job code or pay code) is the default template if no other template matched the data in the time record. The following flow chart explains how the eligible template is selected:

  

Daily Time Records Versus Pay Period Time Records

If you have one time record for an entire pay period, changes in labor distribution template dates may make it necessary to redistribute salary costs. For example, the pay period is from December 1 to December 15. You have one labor distribution template with a date range of November 7 to December 9, and a second template with a date range of December 10 to January 30. The December 15 payroll will use the template with the closest date, which is the December 10 template. To associate the employee's hours for December 1 through December 9 to the first template, you will have to create a labor cost transfer.

To more accurately charge labor distribution to grants based on grant start and end dates and to minimize the number of cost transfers required, create one time record for each day in the pay period. You only need daily time for employees who are eligible for labor distribution.

Time records can be created in a number of ways, including: standard time records, Lawson Employee Self-Service Time Entry, direct entry in Lawson Payroll, entry through Microsoft Add-Ins (Excel), or upload from a time collection system.

Implementation Tip You can create an employee group for employees eligible for labor distribution, then use the employee group to create and process standard time records for those employees.