Enter an IFR or Cost Sharing Record - Process Help (R12)

Use these instructions to enter a new Income Fund Reimbursement (IFR) or Cost Sharing (CS) record into the human resource (HR) module of the Oracle Application.

Prerequisites

1. Complete paperwork with the appropriate approvals must have been received.
2. The person’s annual academic or calendar SUNY salary must be known.
3. The beginning and end dates of the SUNY annual academic or calendar salary must be known.
4. The start date of the IFR/CS appointment must be known.
5. For a record to process when RF SUNY payroll is run, ensure that
   • SUNY is entered in the Payroll field of the Assignment form
   • Non Employee is entered as the Salary Basis in the Assignment form
   • A 0.00 value is entered in the Salary Administration form.
   • An IFR or cost sharing participant must have a labor schedule.

To enter an IFR or cost sharing record

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 People > Enter and Maintain to go to the Decision form.
   1. If the current effective date is not the start date of the IFR or Cost Sharing appointment, click Yes to go to the Alter Effective Date form.
      1. Complete the Effective Date fields:

   Field Name	Required (R) or Optional (O)	Description
   Effective Date	R	Begin date of the IFR/Cost Sharing appointment.
   Today's Date	R	System generated - current date.

   1. Click OK to go to the Find Person form.
   1. If the current date is the start date of the IFR or Cost Sharing appointment, click No to go to the Find Person form.
2. Click New on the Find Person form to go to the People form.
3. As required, complete the following fields:

   Field Name	Required (R) or Optional (O)	Description
   Last	R	Last name
   First	R	First name
   Title	R	Title For example: MS.
   Prefix	O	The person's prefix name.
   Suffix	O	The person's name suffix For example: Jr., Sr., III.
   Middle	O	Middle name or initial.
   Gender	R	Gender will default based on the Title field. If the title is Dr., select either male or female.
   Action	R	Select Create Employment from the drop down box.
   Person Type for Action	R	System generated
   Identification	R	System generated
   Social Security	R	A nine-digit, unique personal identification number (SSN) issued by the U.S. Social Security Administration.

4. If, after you enter the social security number and go on to the next field:
   1. an error is displayed, click OK to go back to the People form. Do NOT proceed with entering this record.
      1. Select File > Close Form to display the error message again.
      2. Click OK to go to the Forms form.
      3. Click Yes to go back to the Navigator form. You have aborted this procedure. Do not continue. Contact your supervisor or central office for further instructions.
   2. an error is not displayed, complete, as required, the following fields in the Personal tab of the People form.

   Field Name	Required (R) or Optional (O)	Description
   Birth Date	R	Date of birth. Enter in the format DD-MON-YYYY. or select form the calendar List of Values. For example: 01-JAN-1979

5. Select the Employment tab.
6. As required, complete the following fields from the Lists of Values.

   Field Name	Required (R) or Optional (O)	Description
   I-9 Status	R	I-9 document status.
   I-9 Expiration	O	Work authorization expiration date. For non-citizen employees in the U.S. on a Visa, enter the I-9 expiration date (i.e., the date of expiration for authorization to work in the U.S.).
   VETS100	O	Select from the List of Values.
   New Hire	R	Select from the List of Values:
   Child Support	O	Click box if required.
   Opted for medicare	O	Click box if required.
   VETS100A	O	Select from the List of Values.

7. Select the Additional Personal Details flex field in lower right corner. Note: IFR employees do not need to be E-Verified by the RF. If SUNY is required to E-Verify and provides information back to the RF, complete the following fields:

   Field Name	Required (R) or Optional (O)	Description
   E-Verify Status	R	Outcome of E-Verify system verification. Value = No (Unless information received back from SUNY regarding the verification)
   Date Authorized	O	N/A
   Case Verification Number	O	N/A
   SUNY Notification	O	If IFR on covered contract, was SUNY notified (Yes/No)
   Termination Date	O	N/A

8. Select File > Save. An employee number is assigned by the system and displayed in the Identification region, Employee field.
9. Click the Address button to go to the Address form.
10. As required, complete the following fields:

    Field Name	Required (R) or Optional (O)	Description
    Address	R	Street address. Address may be the university or campus address for IFR/cost sharing records.
    City	R	City of residence. Use the List of Values to select a city and have the State, Zip Code, and County fields system generated.
    State	R	State of residence.
    Zip Code	R	Zip code
    Telephone #1, #2	O	Telephone number
    Type	R	Address type. Select from the List of Values.
    Primary	R	A primary US address is required for everyone who is being processed through the Research Foundation (RF) payroll. This box must be checked.
    Effective Dates Region	R	Date From is system generated. Date To indicates the end date of the address.

11. Select File > Save.
12. Select File > Close Form to go back to the People form.
13. Click the Assignment button to go to the Assignment form.
14. As required, complete the following field:

    Field Name	Required (R) or Optional (O)	Description
    Organization	R	Location number and SUNY IFR Cost Sharing This field, which defaults to RF as the organization, must be changed to reflect the accurate organization for the person record. If SUNY IFR Cost Sharing is not entered, all earnings not allocated by the labor schedule will got to suspense. For example: 655 SUNY IFR Cost Sharing

15. Click Update in the Choose an Option form to go to the RF_HR_People_Group_Flexfield form. When changing data fields in Oracle, the system may prompt you to Update the record and keep a history of changes or to Correct the previous entry without keeping a history. Always select to Update a record. However, if you change data on the day it was entered, OK the correction after the system prompts you.
16. Complete the following RF_HR_People_Group_Flexfield fields:

    Field Name	Required (R) or Optional (O)	Description
    Operating Location	R	Location code of the IFR or Cost Sharing participant. Select from the List of Values.
    Assignment Group	R	Employee group. Select SUNY EE from the List of Values.

17. Click OK to go back to the Assignment form.
18. As required, complete the following fields:

    Field Name	Required (R) or Optional (O)	Description
    Job	R	Person's job title. Enter No Job Required
    Grade	R	Person's pay grade. Enter N/A.0
    Payroll	R	Enter SUNY SUNY must be selected to allow this record to process in the monthly RF SUNY payroll.
    Location	R	Location for reimbursement. For example: 655 SPO This field will default to the organization location when the assignment is saved.
    Status	R	Relationship with the RF. Select SUNY from the List of Values. Status should be changed to Terminated-Do Not Process on the first day of the next month after end date of the IFR/CS appointment.
    Collective Agreement	O	Only Applies to Stony Brook University
    Assignment Category	R	Person status. Use the List of Values to select Not an Employee.
    Employee Category	O	Not Required

19. Select the Salary Inform... tab. Complete the following field:

    Field Name	Required (R) or Optional (O)	Description
    Salary Basis	R	Employee's pay basis. Select Non Employee from the List of Values. A salary basis of Non Employee allows this record to process in the monthly RF SUNY payroll.

20. Select the Supervisor tab. As required, complete the following field:

    Field Name	Required (R) or Optional (O)	Description
    Name	O	Field not used for SUNY payroll.
    Worker Number	O	Field not used for SUNY payroll.

21. Select the Standard Conditions tab. Complete the following field:

    Field Name	Required (R) or Optional (O)	Description
    Working Hours	R	Scheduled weekly work basis The work basis is the hours basis for an employee’s standard work week. Change this field if the employee’s hours basis is other than 37.50 per week (e.g., change to 40.00).

22. Select the Statutory tab. Click in the field to display the GREs and other data form.
23. Complete the following fields:

    Field Name	Required (R) or Optional (O)	Description
    Government Reporting Entity	R	Reporting employment organization Do NOT change the default of The Research Foundation of SUNY.
    Timecard Required	R	Determination of whether a timecard needs to be submitted for payment to the employee Enter No for SUNY appointment.

24. Click on arrow to the right of tabs this will bring up a drop down window select Miscellaneous.

    Field Name	Required (R) or Optional (O)	Description
    Primary	R	Check box - auto generated. Can be change if person has another assignment.

25. Click on [ ] in the bottom right of this form to go to the Additional Assignment Details form. This form, along with the Assignment Group selected in Step 16, determines an employee’s benefit eligibility. This form does NOT affect compensation.
26. As required, complete the following field:

    Field Name	Required (R) or Optional (O)	Description
    FTE	R	Enter 0.00 for SUNY appointment.
    Benefit Hours	—	System generated. Do NOT use this field to enter data.
    Annual Benefit Pay	—	System generated. Do NOT use this field to enter data.

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

27. Click OK to go back to the Assignment form.
28. Select File > Save.
29. Click the Salary button to go to the Salary Administration form.
30. Complete the following fields in the Salary Proposal region:

    Field Name	Required (R) or Optional (O)	Description
    Change Date	R	Effective date of the salary or wage rate.
    New Value	R	Person's salary or wage rate. Enter 0.00 An approved value of 0.00 allows this record to process in the monthly RF SUNY payroll.
    Reason	R	Select Not an Employee from List of Values.

31. Ensure that the Approved box is checked. Do not use the [ ] field in this form for IFR or Cost Sharing records.
32. Select File > Save.
33. Select File > Close Form to return to the Assignment form.
34. Click the Entries button to go to the Element Entries form.
35. Complete the following field:

    Field Name	Required (R) or Optional (O)	Description
    Element Name	R	Earnings element. Select SUNY Earnings from the List of Values.

36. Click Entry Values button to go to the Entry Values form.
37. As required, complete the following fields:

    Field Name	Required (R) or Optional (O)	Description
    Annual Salary	R	Person's annual academic or calendar SUNY salary.
    Beg Date of Yr of Appt	R	The beginning date of the annual academic or calendar SUNY commitment. The start date should reflect either a calendar year (i.e., 12 months) or an academic year. Do NOT enter the IFR or cost sharing appointment start date in this field.
    End Date of Yr Appt	R	The end date of the annual SUNY commitment. The end date should reflect either a calendar year (i.e., 12 months) or an academic year. Do NOT enter the IFR or cost sharing appointment end date in this field.
    Retro Required	C	Defaults to No. If retro is required, select Yes from the List of Values
    Retro Begin Date	O	Date from which the retro calculation of earnings should begin This date cannot be earlier than the beginning date of the IFR appointment.
    Retro End Date	O	Date that the retro calculation of earnings should end. This date should be the last day of the month prior to the current payroll period.

38. Select File Save.
39. Select File > Close Form.