Processing the SUNY Payroll (IFR and Cost Sharing) Appointment Change Form

Effective Date:

October 19, 2018

Function:

Payroll

Contact:

Kathy Shattuck

Basis for Procedure

This document provides instructions for completing the SUNY IFR/Cost Sharing Appointment/Change Form.

Procedure Summary

The following procedure will demonstrate how to process SUNY payroll appointments in the Research Foundation Oracle operating system.

Procedure

The tables below provide instructions for completing the form fields in Oracle.

Top of Form - First Page

Instructions for completing the fields at the top of the form:

Field

Instructions

Location

3-digit campus location number (i.e., 020)

Action

  1. Check "New Appt" if the person has never had an IFR/CS assignment before.
  2. Check "Appt Change" if this is a change to an existing IFR/CS assignment.
  3. Effective Date: this should be the date the change to the IFR/CS record is effective. For example, if the person is receiving an increase in their SUNY salary effective 01-OCT-2002 this is the date you should enter.

IFR/CS Appointment Period

This is the period that the award will be reimbursing SUNY for the person's salary or the period the person is cost sharing on an award. This is NOT the period for which the person is paid through SUNY (i.e., academic or calendar year), These dates may be the same but do not have to be. For example, Dr. Smith is appointed at SUNY for an academic period 26-AUG-2002 through 16-MAY-2003. Either SUNY is being reimbursed or s/he is cost sharing for the time he is expending on an RF award for the fall semester only. The dates for the IFR Appointment Period are:

  1. Start Date 26-AUG-2002
  2. End Date: 27-DEC-2002

People Data

Instructions for completing the fields in the People Data section:

Field

Instructions

Last Name

Person's last name

First Name

Person's first name

Middle Name

Person's middle name or initial

Title

Check the appropriate title for the person

Sex

Check the appropriate sex for the person

Type

This will be Internal unless this is a termination change, then it will be ExInternal

Social Security #

Person's social security number (SSN)

Birth Date

Person's birth date if known, otherwise use 01-JAN-1979

New Hire

Will always be Exclude

Exclusion Reason

Will always be Not an Employee

I-9

Will always be N/A

Assignment #

If this is a new person in Oracle

this number is not known.

If the person already exists but this is a new IFR/CS appointment

then the number will be as it is on the person's existing assignment but will have a 2, 3, etc, added to it.

If this is a change to an existing IFR/CS assignment

the number is exactly as it is on the assignment you are changing

Address

Instructions for completing the fields in the Address section:

Field

Instructions

US (Primary) Address

Person's address if known, otherwise use the campus default address.

Primary

This indicates whether or not the address should be used as the person's primary address. If there is only one this is the primary by default and must be a US address.

E-mail

Enter a valid e-mail address.

Assignment

Instructions for completing the fields in the Assignment section:

Field

Instructions

Organization

XXX SUNY IFR Cost Sharing where XXX is the campus 3-digit location number. The organization should always be the SUNY IFR Cost Sharing organization for the campus as this ensures that any undistributed amounts will be passed to the Other Institutional Activity (OIA) award for the campus and not to the Suspense award.

Group Flexfield

Location

Campus 3-digit location number

Assignment Group

Will always be SUNY EE

 

Job

Will always be No Job Required

Payroll

Will always be SUNY

Grade

Will always be N/A.0

Status

Will always be SUNY unless this is a termination change then it will be Terminated - Processes Pending or Terminated - Do Not Process

Location

Will be the main campus location (i.e., 020 Binghamton)

FTE

Will always be 0.00 (This is a field that drives benefits not percent of effort on an award. As SUNY employees do not receive RF benefits it should always be zero.)

Employment Category

Will always be Not an Employee

GRE & Other Data

GRE

Will always be The Research Foundation of SUNY

Time Card Required

Will always be No

Salary Basis

Will always be Non-Employee

SUNY Statement of Earnings_Verified

Check this when you have verified the SUNY salary for the person.

Salary Administration

Instructions for completing the fields in the Salary Administration section:

Field

Instructions

Change Date

The date the person's IFR is effective - this only needs to be entered for a new record. Will not need to be changed.

Salary

Will always be $0.00 as the SUNY Earnings are recorded in an element and are not an RF salary.

Approved

Will always be checked.

Entry Values - SUNY Earnings Element

Instructions for completing the fields in the Entry Values - SUNY Earnings Element section:

Field

Instructions

Annual SUNY Salary

Person's annual salary on the SUNY payroll

Beg Date of SUNY Appt Year

Date SUNY salary starts - in the example from above Dr. Smith's date would be 26-AUG-2002. If this were a calendar year (12 month) appointment the start date would be the date of the institution's calendar year(i.e., 01-SEP-2002, or 01-JAN-2002),

End Date of SUNY Appt Year

Date SUNY salary starts - as above Dr Smith's date would be 16-MAY-2003. If this were a calendar year (12 month) appointment the end date would be a year from the start date (i.e., from above 31-AUG-2003 or 31-DEC-2003).

Retro Required?

Select Yes if the monthly payroll in which the effective date of the new appointment or change falls, has already past. For example, the effective date of Dr. Smith's appointment is 26-AUG-2002, if the monthly payroll for August has already run then retro would be required. Select No if the monthly payroll in which the effective date of the new appointment or change falls, has not run. To determine if the payroll has run refer to the Payroll and Labor Distribution Schedule for RF and SUNY.

Retro Begin Date

The start date the system should use when calculating the retro amount. This should correspond with the first date of the new appointment or change (from Dr. Smith example 26-AUG-2002).

Retro End Date

The last date the system should use when calculating the retro amount. This should be the last date of the prior payroll period. For example, if Dr. Smith's form is being completed in September then the retro end date should be 31-AUG-2002. If the form was being completed in October then the retro end date should be 30-SEP-2002, and so on.

Input By

Name of person who input HR data.

Date

Date HR data was input.

Top of Form - Second Page

Instructions for completing the fields at the top of the second page of the form:

Field

Instructions

Name

Name of person for which the IFR/CS appointment/change is being processed.

Employee #

Assignment number of the person for which the IFR/CS appointment/change is being processed.

SSN

Social Security Number of the person for which the IFR/CS appointment/change is being processed.

Schedule Lines

Instructions for completing the fields in the Schedule Lines section:

Field

Instructions

Schedule Hierarchy

Assignment

Element

Complete the following fields for each distribution:

Project

IFR or cost sharing project number

Task

IFR or cost sharing task number

Award

IFR or cost sharing award number

Organization

3-digit campus code + department. In Oracle, choose appropriate option from drop down "List of Values."

Exp. Type

Choose one of the following IFR or Cost Sharing expenditure types used in the Labor Distribution module:

IFR

SWI SUNY IFR Regular

SWI SUNY IFR Graduate

SWI SUNY IFR Regular No Fringe

Cost Sharing

CSS Cost Share Sal Regular

CSS Cost Share Sal Summer

CSS Cost Share Sal Undergrad

Start Date

Start of IFR/Cost Sharing appointment (dd-mmm-yyyy)

End Date

End of IFR/Cost Sharing appointment (dd-mmm-yyyy)

%

Percentage of distribution (for IFR/Cost Sharing appointments. The labor schedule lines do not have to total 100%. The Other Institutional Activities account will be used for any remaining distribution.

SUNY Chart of Accounts

Instructions for completing the fields in the SUNY Chart of Accounts section:

Field

Instructions

SUNY COA

For IFR appointments, the SUNY department that will be reimbursed. In Oracle, choose appropriate option from drop down "List of Values."

Input By

Name of person who input the labor distribution data.

Date:

Date labor distribution data was input.

Definitions

None

Related Information

None

Forms

IFR/CS Calculation of Award Changes Worksheet (XLS)

Change History

Date

Summary of Change

October 19, 2018

Removed the Supervisor from the assignment form required fields.

 

 

Feedback
Was this document clear and easy to follow? Please send your feedback to webfeedback@rfsuny.org.

Copyright © 2011 The Research Foundation of State University of New York