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

Use this procedure to update an existing Income Fund Reimbursement (IFR) or Cost Sharing record in the HR module of the Oracle Application. Perform this process when you have received a SUNY IFR / Cost Sharing Appointment /Change form, which indicates any of the following circumstances:

• IFR appointment should terminate on a certain date
• the SUNY earnings data needs to be updated
• a SUNY cost sharing salary has changed
• IFR appointment dates have changed
• a SUNY retroactive (i.e., retro) payment is needed

Prerequisites

• A SUNY IFR / cost sharing record has been entered into Oracle.
• Completed paperwork with the appropriate approvals has been received.
• For manually entered retros, the total amount of a SUNY retro payment must be calculated before you enter the SUNY retro nonrecurring element.

To update an IFR or cost sharing record

1. Select People > Enter and Maintain to go to the Decision form.
   1. If the current effective date is different than the change date, 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	Date for which the record is effective. Enter the person's original hire date.

   1. Click OK to go to the Find Person form.
   1. If the current effective date is the date of the change, click No to go to the Find Person form.
2. As required, complete the following fields:

   Field Name	Required (R) or Optional (O)	Description
   Full Name	O	Last name of the person whose record needs to be updated. The last name search narrows choices for selection.
   Employee Number	O	System-generated number of the person whose record needs to be updated.
   Social security	O	A nine-digit, unique personal identification number (SSN) issued by the U.S. Social Security Administration.

3. Complete one or all of the following
   1. Change the status of the SUNY IFR/CS appointment
      1. Click Find to go to the People form.
      2. Click Assignment to go to the Assignment form.
      3. Click in the Status field. Select The List of Values (LOV) to go to the Statuses LOV.
      4. Select the correct status from the LOV.
      5. Click OK to go to the Choose an option form.
      6. Click Update to go back to the Assignment 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 Update to the record in order to keep a history of the change.
      7. Select File > Save. The To field of the Effective Dates region will now display the termination date.
      8. If you are finished, select File > Close Form.
   1. Update annual SUNY salary or commitment date:
      1. Complete the following Alter effective Date form fields.

   Field Name	Required (R) or Optional (O)	Description
   Effective Date	R	Beginning date of the new annual SUNY commitment or the date of the new SUNY salary.
   Today's Date	R	Current date

   1. Click OK to go back to the Element Entries form.
   2. Select View >Query by Example > Enter then View > Query by Example > Run.
   3. Click on the line of the Element Name you need to update.
   4. Click Entry Values to go to the Entry Values form.
   5. Update any of the following fields:

   Field Name	Required (R) or Optional (O)	Description
   Annual Salary	O	Person's annual salary.
   Beg Date of Yr of Appt	O	The beginning date of the annual 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 of Appt	O	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 start date in this field.
   Retro Required	O	Whether or not retroactive earnings must be system generated. Select Yes or No from the List of Values. If retro is required, ensure you are date tracked when the retro period begins.

   Note: If retro is required, ensure that you are date tracked to the date when the retro period begins (e.g. if you want retro earnings calculated from 17-JAN-06, then you must be date tracked to that date.

   1. Complete the following fields:

   Field Name	Required (R) or Optional (O)	Description
   Retro Begin Date	R	Date from which the retro calculation of earnings should begin. Select from the calendar List of Values.
   Retro End Date	R	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. Select from the calendar List of Values. If retro is required, ensure you are date tracked when the retro period begins.

   Note: The retro begin date cannot be prior to the date entered into the Begin Date of Yr of Appt field. Retro calculations cannot predate earnings. System-calculated retro earnings cannot be reviewed until after the daily SUNY payroll retro process takes place.

   1. Select File > Save.
   1. Update current SUNY earnings element
      1. Complete the following Alter effective Date form fields.

   Field Name	Required (R) or Optional (O)	Description
   Effective Date	R	Begin date of the IFR/cost sharing appointment.
   Today's Date	R	Current date

   1. Click OK to go to the Element Entries form.
   2. Click entry Values to go to the Entry Values form.
   3. As required, complete the following fields:

   Field Name	Required (R) or Optional (O)	Description
   Annual Salary	O	Person's annual salary.
   Beg Date of Yr of Appt	O	The beginning date of the 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 of Appt	O	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 start date in this field.
   Retro Required	O	Whether or not retroactive earnings must be system generated. Select Yes or No from the List of Values. If retro is required, ensure you are date tracked when the retro period begins. For a totally retroactive appointment, enter No.

   1. Select File > Save to go back to the Element Entries form.
   1. Generate retroactive earnings on a SUNY IFR or cost sharing record that is no longer active (e.g. an all retroactive appointment):
      1. Complete the following Alter Effective Date form fields.

   Field Name	Required (R) or Optional (O)	Description
   Effective Date	R	Date within the current SUNY payroll that has not yet been processed.
   Today's Date	R	Current date

   1. Click OK to go back to the Element Entries form.
   2. Select View > Query by Example> Enter then View> Query by Example > Run.
   3. Click on the Retro Element Name you need to update.
   4. Click Entry Values to go to the Entry Values form.
   5. Update any of the following fields:

   Field Name	Required (R) or Optional (O)	Description
   Amount	R	Manually calculated retro SUNY earnings.
   Begin Date	O	Beginning date of the manually calculated retro SUNY earnings. This provides information only. It is not used in the processing of the retro earnings.
   End Date	O	End date of the manually calculated retro SUNY earnings. This provides information only. It is not used in the processing of the retro earnings. The end date should not be later than the last day of the previous payroll month that ran.

   1. If you need to enter or adjust another element, go to back to step 2.
   1. Enter manually calculated retroactive SUNY earnings
      1. Complete the following Alter Effective Date form fields.

   Field Name	Required (R) or Optional (O)	Description
   Effective Date	R	Date within the current SUNY payroll that has not yet been processed.
   Today's Date	R	Current date

   1. Click OK to go back to the Element Entries form.
   2. Select Query > Find All.
   3. Click on the Retro Element Name you need to update.
   4. Click Entry Values to go to the Entry Values form.
   5. Update any of the following fields

   Field Name	Required (R) or Optional (O)	Description
   Amount	R	Manually calculated retro SUNY earnings.
   Begin Date	O	Beginning date of the manually calculated retro SUNY earnings.
   End Date	O	End date of the manually calculated retro SUNY earnings. The end date should not be later than the last day of the previous payroll month that ran.