Define Distribution Adjustments - Process Help (R12)

Use this procedure to adjust the Project, Task, Award, Organization, and Expenditure Type (PTAEO) payroll distribution for an employee for a prior period.

Prerequisites

• Labor distribution has occurred for a prior period.

To define distribution adjustments

When completing the Oracle forms referenced in this procedure, note that a white field indicates optional entry or one that is conditional based on the particular process.

1. Navigate to Distribution Adjustments > Define to go to the Find Distributions form.
2. Complete the following fields:

   Field Name	Required (R) or Optional (O)	Description
   Employee Name	R	Employee’s name whose payroll distribution requires adjustment.
   Assignment	R	Employee's personnel number
   Begin Date	R	Start date of the adjustment.
   End Date	R	End date of the adjustment.
   Currency	R	System generated "USD." NOTE: If no charges are processed for the period input in the beginning and end date fields or if the schedule lines are currently in use, an error message appears stating that the List of Values (LOV) contains no entry and the currency filed will not populate.
   Adjust By Region	R	The Assignment radio button allows you to adjust the total charges by assignment. The Element radio button allows you to adjust the total charges by element.

3. Click Find to go to the Distribution Adjustments form.
4. Select the Transfer box to the right of the Actual Distribution you wish to adjust.
5. Click Done. The actual distribution will now display in the Adjusted Distributions region as a negative amount. This first line will be grayed out and unavailable for change.
6. If you need to adjust dollar amounts, select the Amount radio button. If you need to adjust by percentage, select the Percent radio button.
7. Click the first empty row in the Adjusted Distributions region.
8. As required, complete the following fields the Adjusted Distributions region. Use the horizontal scroll bar.

   Field Name	Required (R) or Optional (O)	Description
   Project	R	Adjusted project number.
   Task	R	Adjusted task number.
   Award	R	Adjusted award number.
   Expenditure Organization	R	Adjusted expenditure’s organization number and name.
   Expenditure Type	R	Adjusted payroll expenditure type.
   [ ]	O	SUNY COA
   Amount	O	Adjusted number of dollars assigned to this PTAEO.
   %	O	Adjusted salary amount to be charged to this PTAEO..

9. If the Unaccounted Balance is not equal to zero, go back to step 6.
10. If the Unaccounted Balance equals zero, click Freeze Set to freeze the line and then click Submit to go to the Submit form.
11. Complete the following fields:

    Field Name	Required (R) or Optional (O)	Description
    Batch Name	R	Name for the adjustment. Use the campus number, the initials of the person submitting the batch, the name of the person the distribution adjustment is for, and the assignment number. For example: 650ABCSmith1234 Remember the name that you create. You will use it in a later step.
    GL Override Date	—	This field is NOT used by the RF
    Comments	R	System generated message appears. Additional information describing the reason for adjustment can be added to the field.

    Note: An em dash (—) in the table above indicates a field that is automatically populated by the system or that is not needed.

12. Click OK to go back to the Find Distribution form.
13. Select View > Show Navigator to go to the Navigator form.
14. Select Distribution Adjustments > Approve to go to the Workflow form.
15. Select the appropriate distribution adjustment from the list.
16. Click Approve to process the transaction or click Reject to reject the defined distribution adjustment.
17. Close Workflow form.