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

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

Prerequisites

• The person must have an active assignment and an assignment and/or element level labor schedule.
• If the participant has multiple assignments, you must know which assignment to schedule (e.g., know the assignment number).
• The modification being made affects a payroll period not yet imported into Labor Distribution (LD).
• Completed paperwork has been approved and received.

To update IFR or cost cost sharing

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. As required, complete the following fields:

   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. Click on the Assignment Number 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.
6. Click the Schedule Lines button to go to the Schedule Lines form.
7. Click the Refresh Display button to update the 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.
8. Update, Add, or Change
   1. If you need to Update an element level labor schedule if an assignment level schedule exists, click Element Type in the Schedule Hierarchy region.
      1. Select View > Last Record from the top menu to go to the current element-level schedule whose End Date is after the date of the last monthly RF SUNY Payroll run.
   2. To Add a new schedule line for this assignment at this schedule hierarchy, click in the next available Project field.
   3. Change any information including the PTAEO for a schedule that has never been processed in an RF SUNY Payroll run, ensure that the Start Date field is a date after the last monthly RF SUNY Payroll run.
   4. If you need to Change the end date or % for any current schedule, input the change in the End Date and/or % fields. Go to Step 10.
9. Change or enter the following fields using the horizontal and vertical scroll bars.

   Field Name	Required (R) or Optional (O)	Description
   Project	O	IFR or cost sharing project number.
   Task	O	IFR or cost sharing task number.
   Award	O	IFR or cost sharing award number
   Organization	O	Organization on the award
   Exp. Type	O	IFR or cost sharing expenditure type. Examples: CSS Cost Share Sal Regular SWI SUNY IFR Regular
   [ ]	O	SUNY Chart of Accounts. Select from the List of Values.
   Start Date	O	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	O	End date of the labor schedule. If the Human Resource (HR) record ends at end of month than the labor schedule end date should be end of month. Select from the calendar List of Values.
   %	O	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 as long as the assignment is XXX SUNY IFR Cost Sharing.

10. Click the Refresh Display button to update the form.
11. Select File > Save.
12. Select File > Close Form.