Enter a Labor Schedule for an IFR or Cost Sharing Participant - Process Help (R12)

Use this procedure to enter a labor schedule for an Income Fund Reimbursement (IFR) participant or cost sharing participant.

Prerequisites

• The SUNY participant exists in Oracle and has an active IFR or cost sharing assignment.
• The participant has been given an assignment with an organization of xxx SUNY IFR Cost Sharing, where xxx is the location code of the participant’s operating location. If the participant has multiple assignments, you must know which assignment to schedule (e.g., know the assignment number).
• A project, task, and award that accepts IFR / cost sharing expenditures have been set up in Grants Management (GM).
• A valid suspense account exists for the participant’s organization.
• If applicable, the five-digit SUNY Chart of Accounts (COA) number must be known for an IFR labor schedule.
• A labor schedule must be established before the monthly RF SUNY payroll is processed.
• Completed paperwork must be approved and on file.

To enter a labor schedule for an IFR or cost sharing participant

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 Labor Schedules to go to the Labor Scheduling form.
2. Select View > Find from the top menu bar to display the Find Employees form.
3. Complete the following field:

   Field Name	Required (R) or Optional (O)	Description
   Full Name	O	Last name of the person whose labor schedule you need to change.
   Employee No.	O	System-generated number of the person whose labor schedule you need to change.

4. Click the Find button to return to the Labor Scheduling form.
5. If the person is not found, stop this procedure. The IFR or cost sharing participant must be set up in the Oracle Human Resource (HR) module before a labor schedule can be created. Refer to the process help Enter an IFR or Cost Sharing Record.
6. Click on the Assignment No. of the IFR or cost sharing assignment for which you need to modify the labor schedule. A check in the Distribution Instructions box will indicate if an assignment-level schedule and/or element-level schedule has been entered for an assignment.
7. If the person has more than one assignment, be sure to select the IFR or cost sharing assignment for which you need to create a labor schedule.
8. Click the Schedule Lines button to go to the Decision form. If a labor schedule exists for this assignment, the Schedule Lines form will appear instead. Check to ensure that the correct assignment was selected.
9. Click the Yes button on the Decision form to go to the Schedule Lines form. You will need to use the horizontal scroll bar to view all of the fields. If an assignment level labor schedule exists, it will display before an element level labor schedule.
10. Create an element or an assignment level labor schedule.
    1. Element level labor schedule when an assignment level schedule exists
       1. Select File > New from the top menu.
       2. Click Element Type in the Schedule Hierarchy region.
       3. Click in the field to the right of Element Type to select the element name (e.g., SUNY Earnings Retro) from the List of Values.
       4. Go to step 11.
    2. Element level labor schedule when an assignment level schedule does not exist
       1. Click Element Type in the Schedule Hierarchy region.
       2. Click in the field to the right of Element Type to select the element name (e.g., SUNY Earnings Retro) from the List of Values.
       3. Go to step 11.
    3. Assignment level labor schedule
       1. Select Assignment in the Schedule Hierarchy region, if it is not already selected. An Assignment level schedule will distribute ALL charges to the PTAEO of the assignment. An Element level schedule will distribute charges only to the selected element.
       2. Go to step 11
11. Select File > Save.
12. Complete the following fields:

    Field Name	Required (R) or Optional (O)	Description
    Project	R	IFR or cost sharing project number
    Task	R	IFR or cost sharing task number
    Award	R	IFR or cost sharing award number
    Organization	R	Organization on the award
    Exp. Type	R	IFR or cost sharing expenditure type. Available expenditure types come from the project, task, and award set up in Grants Management. If the expenditure types are not in the List of Values, check the award set up in Grants Examples: CSS Cost Share Sal Regular SWI SUNY IFR Regular
    [ ]	O	SUNY Chart of Accounts number. Select from the List of Values.
    Start Date	R	Start date of the labor schedule This date cannot be prior to the current SUNY payroll date. Select from the calendar List of Values.
    End Date	R	End date of the labor schedule. Select from the calendar List of Values.
    %	R	Percentage of the distribution For SUNY people, the labor schedule lines do not need to add up to 100%. The default account will be used for any remaining distribution if the assignment ORG is xxx SUNY IFR Cost Sharing.

13. Awards with salary limitations (e.g., NIH) can be addressed in this form by entering the PTAEO for a % amount up to the salary cap.
14. Click Refresh Display to update the form.
15. Select File > Save.
16. Select File > Close Form.