How Are Templates Applied During Labor Distribution?

The following rules determine which template is applied to imported transactions:

  • The template with the most recent effective date with respect to the imported record's transaction date is used. For example, the transaction date is October 6. There are three templates, one effective September 1, one effective October 1, and one effective October 15. GM500 uses the template with the October 1 effective date.

  • If there are multiple templates for an employee with the same effective date, the template that matches all data in the imported payroll record is selected. The following flow chart explains how the eligible template is selected:

  • When an eligible labor distribution template is found, its lines are used to create labor distribution from eligible imported payroll records. The following rules apply:

    • Only template lines with an approved status are used.

    • When the salary percentages in approved template lines total less than 100 percent, the distribution reverts to the activity and general ledger account in the imported record.

    • If the end date in a labor distribution template line is earlier than the payroll record's transaction date, the percentage distribution for that particular line reverts to the activity and general ledger account in the imported record, since the template distribution has expired.

    • If the most recent labor distribution template has no approved lines, the activity and general ledger account in the imported record is used.

    • If no labor distribution templates exist for the employee in the imported payroll transaction or any existing labor distribution templates have an effective date in the future (with respect to the imported record's transaction date), one distribution is created using the activity and general ledger account in the imported record.

    • The posting date for the transactions is specified on GM500.

      Note: GM500 does not provide the capability to split payroll postings over multiple accounting periods (for example, a weekly payroll that falls in two accounting periods is not pro-rated and posted into two periods). In this instance, two batches should be imported for a payroll, one for each applicable accounting period in which the payroll falls.

Daily Payroll Transactions Versus Pay Period Payroll Transactions

If multiple templates are in effect for a pay period, labor distribution will be more accurate if you have a gross wage record for each day in the pay period. For example, the pay period is from December 1 to December 15. One labor distribution template is effective November 7 and a second template is effective December 10. If you import one record dated December 15, the December 10 template is used for the entire payroll and a cost transfer may be necessary to charge the appropriate portion of the payroll to other grants. However, if you import one record for each day in the pay period, the November 7 template is used for records dated December 9 or earlier, and the December 10 template is used for records dated December 10 or later.

Note: You only need daily records for employees eligible for labor distribution. Imported records for employees who are not eligible for labor distribution can always be imported in summary.

The following examples illustrate the difference between importing daily payroll records and importing one payroll record for the pay period:

Example: Multiple Templates for a Pay Period

Nathan is an hourly employee who is paid weekly. His pay period begins on November 10 and ends November 16.

One of the grants that funds Nathan's salary ends on November 12, and a new grant begins on November 13. Nathan's labor distribution templates look like this:

Template 1 - Effective Date 08/07/2004

Activity Acct Cat Co Account End Date Salary %
SleepApnea-Yr1 Labor Metro Hospital Cardio Research Salaries 08/06/2005 40.000
CardiacRegeneration-Yr2 Labor Metro Hospital Cardio Research Salaries 11/12/2004 60.000

Template 2 - Effective Date 11/13/2004

Activity Acct Cat Co Account End Date Salary %
SleepApnea-Yr1 Labor Metro Hospital Cardio Research Salaries 08/06/2005 40.000
SuddenCardiacDeath-Yr1 Labor Metro Hospital Cardio Research Salaries 11/12/2005 60.000

Results: Multiple Records by Date for a Pay Period

Five gross wage records have been imported for Nathan for the pay period ending November 16:

Transaction Date Pay Code Wages
November 10 Regular $200
November 11 Regular $200
November 12 Regular $200
November 13 Regular $200
November 14 Regular $200

The first template is applied to the records dated November 10, 11, and 12:

Trans Date Wages Activity Account Dist Amt
Nov 10 $200

SleepApnea-Yr1

CardiacRegeneration-Yr2

Cardio Research Salaries

Cardio Research Salaries

$80

$120

Nov 11 $200

SleepApnea-Yr1

CardiacRegeneration-Yr2

Cardio Research Salaries

Cardio Research Salaries

$80

$120

Nov 12 $200

SleepApnea-Yr1

CardiacRegeneration-Yr2

Cardio Research Salaries

Cardio Research Salaries

$80

$120

The second template, effective November 13, is applied to the November 13 and 14 records:

Trans Date Wages Activity Account Dist Amt
Nov 13 $200

SleepApnea-Yr1

SuddenCardiacDeath-Yr1

Cardio Research Salaries

Cardio Research Salaries

$80

$120

Nov 14 $200

SleepApnea-Yr1

SuddenCardiacDeath-Yr1

Cardio Research Salaries

Cardio Research Salaries

$80

$120

Note: Template percentages are also applied to hours in import records.

Results: One Record for a Pay Period

In this example, Nathan has one record for the pay period ended November 16.

Transaction Date Pay Code Wages
November 16 Regular $1000

Because the record's transaction date is November 16, the template with the November 13 effective date is applied.

Trans Date Wages Activity Account Dist Amt
Nov 16 $1000

SleepApnea-Yr1

SuddenCardiacDeath-Yr1

Cardio Research Salaries

Cardio Research Salaries

$400

$600

Note that the SuddenCardiacDeath-Yr1 grant absorbs 60 percent of Nathan's salary for the week, even though the grant began in the middle of his pay period. A labor cost transfer can be done to redistribute a portion of Nathan's salary costs to the CardiacRegeneration-Yr2 grant.