Overview
This job aid shows payroll employees how to adjust expenses by employee for multiple charge periods.
What’s new
A new page processes employee expense adjustments for multiple charge periods with one action.
Adjust Expenditures for Multiple Charge Periods – Preliminary Test
IMPORTANT: Only one adjustment is allowed per charge period, so adjustment mistakes are not allowed. Run the report in Preliminary Flag mode so you can double-check your work.
Step 1: Navigate to CSU Adjustment-Multiple CP.
- Navigator > Payroll for North America > CSU Labor Cost Distribution > CSU Expenditure Adjustments > CSU Expense Adjustment-Multiple CP
Step 2. Search for a Run Control ID.
- If you do not have a Run Control ID, click Add a New Value to create one.
- The CSU Exp Adj Multi Charge Per page opens.
Step 3: Select the Preliminary Flag option.
- The Preliminary Flag allows the report to run but prevents any changes being made to the database. Always run the report with the Preliminary flag first to check for errors.
Step 4: Enter the Report Parameters:
A. SetID
B. Department
C. Empl ID
D. Charge Period
E. Paycheck Number
- These fields are all required.
- Use the Lookups (magnifying glass icon) to select valid values.
Step 5: Click the Plus button to add another charge period.
- You can adjust expenses for multiple charge periods. There is no hard limit on the number of charge periods you can correct.
Step 6: Enter the values to adjust the charges:
- SetID
- Dept ID
- Combo Code
- Charged %
- Optional: Budget Level
- Optional: Position Pool ID
- Optional: Position Number
***Use the Lookups (magnifying glass icons) to find and select values.
***IMPORTANT: If your campus uses Position Number for budget level reporting, Position Number is Required for this Run Control page. Refer to your campus's business process on budget reporting to determine whether Position Number is required on this page.
Step 7 Optional: Click the Plus button to split the charges.
- Add rows if charges are split among different charge accounts.
- Charges will be split accordingly across each charge period.
- Make sure that the sum of all Charged % rows add up to 100%.
Step 8: Click Save.
- The data is saved to your run control ID so that you do not need to re-enter the information when you run the report again.
Step 9: Verify that the Preliminary Flag is checked
Step 10: Click Run.
- The Process Scheduler Request opens.
Step 11: Process Scheduler
A. Verify the active Server Name
B. Click OK.
Review the Reports
Step 1: After you run the process, click Process Monitor.
- The process Monitor opens.
Step 2: Click Refresh until the Distribution Status is Posted.
Step 3: Click Details.
- The Process Detail window opens.
Step 4: Click View Log/Trace.
Step 5: Click to view the Error report.
Step 6: Review the Error report to ensure there were no errors.
- The error report should indicate the report is Preliminary, and that the report is blank, meaning there are no errors.
Step 7: Close the browser tab to close the error report.
Step 8: Click to view the Preview report (CSUBE06J_INS.pdf)
Step 9: Review the Preliminary Adjustment report
- The report is Preliminary.
- Each reversal and new row is shown for each charge period on this report.
- Ensure that the report accurately shows the corrections to be made.
- If the corrections are not correct, go back and make adjustments, then rerun a preliminary report.
- If the corrections are all correct, proceed to run the report without the Preliminary Flag checked.
Step 10: Close the browser tab to close the report.
Step 11: Click Return to close the reports.
Step 12: Click OK to close the Process Details window.
Step 13: Click 'Go back to CSU Expense Adjust-Multiple CP'.
Adjust Expenditures for Multiple Charge Periods – Commit to the database
If the Preliminary report indicated the exact outcome you want, you can run the process without the Preliminary Flag. The values are all saved on the CSU Expense Adjust-Multiple CP page from the previous run, so you should not change anything.
Step 1: Clear the Preliminary Flag option.
Step 2: Click Run.
- The Process Scheduler opens.
Step 3: Process scheduler:
A. Verify the active Server Name
B. Click OK
End of Article
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