Effective Date: |
October 19, 2018 |
Function: |
Payroll |
Contact: |
This document provides instructions for completing the SUNY IFR/Cost Sharing Appointment/Change Form.
The following procedure will demonstrate how to process SUNY payroll appointments in the Research Foundation Oracle operating system.
The tables below provide instructions for completing the form fields in Oracle.
Instructions for completing the fields at the top of the form:
Field |
Instructions |
Location |
3-digit campus location number (i.e., 020) |
Action |
|
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:
|
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 |
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. |
Enter a valid e-mail address. |
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. |
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. |
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. |
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. |
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. |
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. |
None
None
IFR/CS Calculation of Award Changes Worksheet (XLS)
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