TeamWorks for Fund TeamWorks for Fund ChangesChanges

Automated Workflow for Fund Changes

AgendaAgenda

1.1. IntroductionIntroduction and Overviewand Overview– Kim – Kim Duncan, OCIO- Information ServicesDuncan, OCIO- Information Services

2.2. How to E-Transfer in UMSHow to E-Transfer in UMS – Beth – Beth Hansell, Biostatistics, Bioinformatics & Hansell, Biostatistics, Bioinformatics & EpidemiologyEpidemiology

3.3. Validation Elements in TeamWorksValidation Elements in TeamWorks – – Kim Duncan, OCIO- Information ServicesKim Duncan, OCIO- Information Services

4.4. PEAR Officer ValidationPEAR Officer Validation – Patti Kelly, – Patti Kelly, Human Resources ManagementHuman Resources Management

5.5. Grants ValidationGrants Validation – Mike Bull, Grants – Mike Bull, Grants and Contracts Accountingand Contracts Accounting

6.6. Payroll SchedulePayroll Schedule – Angela Alford, Payroll – Angela Alford, Payroll

TeamWorks for Fund TeamWorks for Fund ChangesChanges

Michele Adelson - OCIO-ISMichele Adelson - OCIO-ISAngela Alford - PayrollAngela Alford - PayrollMike Bull - Grants and Contracts Mike Bull - Grants and Contracts

Accounting Accounting Shannon Condon - PsychiatryShannon Condon - PsychiatryJames Delamar - Systems and James Delamar - Systems and

ServicesServicesBelle Dubis - College of MedicineBelle Dubis - College of MedicineAlvin Duncan - Consultant from Alvin Duncan - Consultant from

InforInforBrian Duncan - Universal Data Brian Duncan - Universal Data

SolutionsSolutionsKim Duncan - OCIO-ISKim Duncan - OCIO-ISSusie Edwards - Budget OfficeSusie Edwards - Budget OfficeGreg Fisher - OCIO-ISGreg Fisher - OCIO-ISJill Griffith - Department of Jill Griffith - Department of

MedicineMedicineBeth Hansell - Biostatistics, Beth Hansell - Biostatistics,

Bioinformatics & EpidemiologyBioinformatics & Epidemiology

Damien Holton - Universal Data Damien Holton - Universal Data SolutionsSolutions

Patti Kelly - Human Resources Patti Kelly - Human Resources ManagementManagement

Joanne Langdale - College of Joanne Langdale - College of NursingNursing

Susan Mappus – PharmacologySusan Mappus – PharmacologyStewart Mixon – Chief Stewart Mixon – Chief

Operations OfficerOperations OfficerRobert Morrison - OCIO-ISRobert Morrison - OCIO-ISJim Schaffner - OCIO-ISJim Schaffner - OCIO-ISGene Singletary - Grants and Gene Singletary - Grants and

Contracts AccountingContracts AccountingRandy Trussell - Grants and Randy Trussell - Grants and

Contracts AccountingContracts AccountingPatrick Wamsley - Chief Patrick Wamsley - Chief

Financial OfficerFinancial OfficerKaren Wiggers - SurgeryKaren Wiggers - Surgery

Current Fund Change Current Fund Change ProcessProcess

• UMS users route Fund Change UMS users route Fund Change requests electronically to Sylvia requests electronically to Sylvia Strickland in HRStrickland in HR

• Sylvia prints the PEAR forms, and it Sylvia prints the PEAR forms, and it becomes a manual paper process becomes a manual paper process from there, routing to Payroll and from there, routing to Payroll and then to Grants, if necessarythen to Grants, if necessary

TeamWorks ProcessTeamWorks Process

• The new TeamWorks process is for The new TeamWorks process is for UMS users submitting fund changes UMS users submitting fund changes onlyonly

• UMS users will no longer route the UMS users will no longer route the form to HRform to HR

• Submit the request electronically to Submit the request electronically to TeamWorksTeamWorks

TeamWorks ProcessTeamWorks Process

• TeamWorks will immediately validate the TeamWorks will immediately validate the transaction and send information back to UMS.transaction and send information back to UMS.

• Valid transactions will update the HR/Payroll Valid transactions will update the HR/Payroll database automatically, within seconds of database automatically, within seconds of submitting the transaction.submitting the transaction.

• Retroactive requests will flow to Retroactive requests will flow to representatives from Payroll and Grants for representatives from Payroll and Grants for additional processing.additional processing.

TeamWorks for Fund TeamWorks for Fund ChangesChanges

UMSUMS

Beth HansellBeth HansellBiostatistics, Bioinformatics & Biostatistics, Bioinformatics &

EpidemiologyEpidemiology

Validation in TeamWorksValidation in TeamWorks

– All UDAKs must be valid and active All UDAKs must be valid and active during the span of the transaction. during the span of the transaction. Home Center must also be a valid Home Center must also be a valid UDAK. UDAK.

– The same UDAK must not be used The same UDAK must not be used twice in a Fund Change distribution twice in a Fund Change distribution setset

Validation in TeamWorksValidation in TeamWorks

– If the project begins with "8" or "69" If the project begins with "8" or "69" then distribution policy must be then distribution policy must be "MUCR" or "AHCR""MUCR" or "AHCR"

– Year is required for all projects Year is required for all projects beginning with "8" or "69," otherwise beginning with "8" or "69," otherwise blankblank

Validation in TeamWorksValidation in TeamWorks

– Bridge Funds IndicatorBridge Funds Indicator • Must be set to “Y” when the Fund Change Must be set to “Y” when the Fund Change

is a Research Grant Position (the Earnings is a Research Grant Position (the Earnings Account is 50133 or 50134) and not all Account is 50133 or 50134) and not all projects begin with "8" or "69". projects begin with "8" or "69".

• If the first two digits of the reporting If the first two digits of the reporting number of the UDAK is between 10 and number of the UDAK is between 10 and 14, the funds can not be used for bridge 14, the funds can not be used for bridge funding.funding.

Validation in TeamWorksValidation in TeamWorks

– Employee is a valid active employee at Employee is a valid active employee at the effective datethe effective date

– The position is valid and active on the The position is valid and active on the effective date and the employee is effective date and the employee is assigned to that positionassigned to that position

Validation in TeamWorksValidation in TeamWorks

PEAR Officer ValidationPEAR Officer Validation

Patti KellyPatti Kelly

Human Resources ManagementHuman Resources Management

PEAR Officer Validation PEAR Officer Validation ProcessProcess

• For each Fund Change transaction, the For each Fund Change transaction, the TeamWorks process will check to make TeamWorks process will check to make sure the Net ID (MNA account) of the sure the Net ID (MNA account) of the Submitter matches the designated Submitter matches the designated PEAR Officer for the home unit.PEAR Officer for the home unit.

• TeamWorks transactions submitted TeamWorks transactions submitted without a valid Net Id (MNA account) without a valid Net Id (MNA account) will be rejected.will be rejected.

Adding/Changing PEAR Officer Adding/Changing PEAR Officer InformationInformation

• Business Managers should Email Mickey Asleson (Business Managers should Email Mickey Asleson (aslesonm@musc.eduaslesonm@musc.edu) to request a change.) to request a change.

• Explain the change/addition. Please include the Explain the change/addition. Please include the name of the person, NetID, department and unit name of the person, NetID, department and unit numbers affected. numbers affected.

• Once the change is made in UMS, Mickey will Once the change is made in UMS, Mickey will forward the email to Patti Kelly, HR (forward the email to Patti Kelly, HR (kellyp@musc.edukellyp@musc.edu).).

• The database maintaining the PEAR Officers’ NetID The database maintaining the PEAR Officers’ NetID (MNA account) will be updated.(MNA account) will be updated.

• Once the database is updated, an email confirming Once the database is updated, an email confirming the change will be sent to the Business Manager.the change will be sent to the Business Manager.

Additional Helpful Additional Helpful InformationInformation

• Two reports will be published in IWR Two reports will be published in IWR listing PEAR Officers. listing PEAR Officers.

• Link for IWR: Link for IWR: http://havok.musc.edu/cognos/cgi-bin/login.exehttp://havok.musc.edu/cognos/cgi-bin/login.exe

• Requesting access to IWR reports: Requesting access to IWR reports: – Contact Sally Bridges – 2-7606Contact Sally Bridges – 2-7606

• The UMS Corner on the HR Website:The UMS Corner on the HR Website:http://www.musc.edu/hrm/ums/http://www.musc.edu/hrm/ums/

Validation in TeamWorksValidation in TeamWorks

Grants ValidationGrants Validation

Mike BullMike Bull

Grants and Contracts AccountingGrants and Contracts Accounting

Validation in TeamWorksValidation in TeamWorks

• Grants Definition of RetroactiveGrants Definition of Retroactive• Grants Justification Reason RequiredGrants Justification Reason Required• Additional Notes Required whenAdditional Notes Required when

– The reason is OtherThe reason is Other

oror– The transaction is 60 or more days retroThe transaction is 60 or more days retro

• Begin and End Dates for SNAP GrantsBegin and End Dates for SNAP Grants

Payroll SchedulePayroll Schedule

Angela AlfordAngela Alford

Payroll ManagerPayroll Manager

Definition of RetroactiveDefinition of Retroactive

• If a PEAR is submitted If a PEAR is submitted BEFOREBEFORE the the final payroll run, and the effective date final payroll run, and the effective date falls into that pay period, the PEAR falls into that pay period, the PEAR will will not not be considered Retroactive. be considered Retroactive.

• If a PEAR is submitted If a PEAR is submitted AFTERAFTER the the final payroll run, and the effective date final payroll run, and the effective date falls into that pay period, the PEAR falls into that pay period, the PEAR isis considered Retroactive.considered Retroactive.

Payroll CalendarPayroll Calendar

Please reference the payroll website to Please reference the payroll website to access the 2007 payroll dates and payroll access the 2007 payroll dates and payroll events calendar. events calendar.

http://academicdepartments.musc.edu/http://academicdepartments.musc.edu/vpfa/finance/controller/payroll/index.htmvpfa/finance/controller/payroll/index.htm

• Remember if an employee is Bi-Weekly Remember if an employee is Bi-Weekly you will need to reference the BW Final you will need to reference the BW Final dates, and if an employee is Monthly you dates, and if an employee is Monthly you will need to reference the MO Final dates.will need to reference the MO Final dates.

Questions?Questions?