Enter a Retro Labor Schedule - Process Help (R12)

Use these processes to enter a labor schedule to distribute an employee’s payroll charges for a retroactive pay element when one was not present for the retroactive dates, or to indicate different charging instructions (Project, Task, Award, Organization, and Expenditure Type - PTAEO, %) for the retroactive dates in the retroactive pay element.

Prerequisites

• Completed paperwork must have been approved and on file.
• The employee must exist in the Human Resource (HR) module.
• The project, task, and award must be set up in the Grants module of Oracle.
• The addition or change in the labor schedule must be for a retroactive pay element that has not been processed through the Labor Distribution (LD) module of Oracle.
• If the person has multiple assignments, you must know which assignment to schedule.
• New or different charging instructions only need to be entered to avoid the payroll charges from posting to the labor schedule in effect for the retroactive dates or to avoid posting the payroll suspense award if a labor schedule was not entered for this time period.

To enter charging instructions when a retroactive pay element has been created in the HR module

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. Access the Retro Schedule Lines form through either the LD or HR modules.
   1. Using the LD Module.
      1. Select the Labor Distribution from the Navigator to go to Labor Scheduling form.
      2. Select Find to go to the Find Employees form.
      3. As required, complete the following fields:

   Field Name	Required (R) or Optional (O)	Description
   Full Name	O	Last name followed by first name.
   Employee No.	O	Employee number.

   1. Click the Find button to return to the Labor Scheduling form.
   2. Click on the Assignment No. of the assignment you need to schedule or update and click on the Schedule Lines button. If the person does not have any labor schedules entered, a Decision form appears asking if you want to create a labor schedule hierarchy. Click Yes to go to the Schedule Lines form. If the person has labor schedules, the Schedule Lines form opens.
   3. From the Schedule Hierarchy area, select the Element button and search for the appropriate element.
   4. As required, complete the following Schedule Lines fields using the scroll bar:

   Field Name	Required (R) or Optional (O)	Description
   Project	R	Project number to charge retro payment.
   Task	R	Task number to charge retro payment.
   Award Number	R	Award number to charge retro payment.
   Expenditure Organization	R	The organization assigned to the task.
   Expenditure Type	R	Expenditure to charge retro payment.
   Start Date	R	Retro period start date.
   End Date	R	Retro period end date.
   %	R	% amount to charge to the PTAEO

   1. Save the retro labor schedule.
   2. A retro labor schedule has been created.
   1. Using the HR Module
      1. Navigate to People > Enter and Maintain to go to the Decision form.
      2. Click Yes to go the Alter Effective Date form or No to go to the Find Person form.
      3. Complete any of the following fields:

   Field Name	Required (R) or Optional (O)	Description
   Full Name	O	Last name of employee The last name search narrows choices for selection.
   Employee Number	O	Employee ID number.
   Social Security Number	O	Employee's Social Security Number

   1. Click Find to go to the People form.
   2. Click Assignment to go to the Assignment form.
   3. Click Entries to go to the Element Entries form.
   4. Select the retro pay element and click the Entry Values button.
   5. Click Tools on the menu bar at the top of the form and select Retro PTAEO to go to the RF Retro Schedule Lines form.
   6. As required, complete the following fields. Use the scroll bar beneath the fields to view all fields.

   Field Name	Required (R) or Optional (O)	Description
   Project	R	Project number to charge retro payment.
   Task	R	Task number to charge retro payment.
   Award Number	R	Award number to charge retro payment.
   Organization	R	Organization assigned to the Task.
   Expenditure Type	R	Expenditure to charge retro payment.
   Start Date	R	Retro period start date.
   End Date	R	Retro period end date.
   %	R	Percentage amount to charge to the PTAEO

   1. Save the retro labor schedule.
   2. A retro labor schedule has been created.