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FastFactsFeature Presentation:

July 22, 2008

Date Characteristics in BW Payroll Reports

Shannon TownerJohns Hopkins Bloomberg School of Public

HealthWe are using audio during this session, so please dial in to our conference line…

Phone number: 877-322-9648 Participant code: 182500

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Q&A

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Section 1

Agenda

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Today’s Agenda

Four date characteristics in BW Payroll ReportsThe major difference between Posting Date and Period End (End of Pay Period)Which date characteristics to use, depending on task

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Assumptions

Participant has access to BWParticipant is proficient in basic BW navigationParticipant has access to Payroll Reports

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Section 2

Description of Date Characteristics

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Multitude of Date Characteristics*

* Characteristics taken from Complete Labor Distribution report

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BW Date Characteristics Defined

Date that the charge hit the financial system

=

Date that the employee was paid for work

=

Month that the charge hit the financial system

=

Period that the employee worked

=

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BW Date Characteristics Defined

Date that the charge hit the financial system

=

Date that the employee was paid for work

=

Month that the charge hit the financial system

=

Period that the employee worked

=

No matter how many transfers are done later, the End of Pay Period will always show the time period that the employee actually worked.

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BW Date Characteristics Defined

Date that the charge hit the financial system

=

Date that the employee was paid for work

=

Month that the charge hit the financial system

=

Period that the employee worked

=

A new posting date will be generated each time a transfer is done for a given pay period. Posting date shows the exact date the transaction was posted in SAP.

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BW Date Characteristics Defined

Date that the charge hit the financial system

=

Date that the employee was paid for work

=

Month that the charge hit the financial system

=

Period that the employee worked

=

Shows the fiscal month that the transaction was posted.

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BW Date Characteristics Defined

Date that the charge hit the financial system

=

Date that the employee was paid for work

=

Month that the charge hit the financial system

=

Period that the employee worked

=

Shows the date that the check was cut/wire sent to pay the employee. Will be very similar to Period End for semi-monthly employees.

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Today’s Focus

Date that the charge hit the financial system

=

Date that the employee was paid for work

=

Month that the charge hit the financial system

=

Period that the employee worked

=

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Section 3

Example

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Example of Differences

Period End/End of Pay Period: will always show the period the person did the workPosting Date will show the date the charge posted, regardless of the period in which the person did the work

Today’s Example

Employee Frank Foley was charged to a sponsored award in December, 2007, by mistake.

The error was found in March, 2008, and his salary was moved to Control Salary on 3/11/2008.

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Explanation

This example is based on a Complete Labor Distribution reportThe definitions of the different date characteristics hold true for all payroll reportsWe will run this fictitious report two different ways for a single employee, Frank Foley

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Report 1

Posting Date in the columns (across the top)

Report 1/Posting Date

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Report 2

Period End in the columns (across the top)

Report 1/Posting Date

Report 2/Period End/End of Pay Period

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Explanation of Today’s Example

Instead of real cost objects, the text “Sponsored Award” and “Control Salary” are used

Report 1/Posting Date

Report 2/Period End/End of Pay Period

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Frank Foley Payroll Reports

Frank Foley was charged to a Sponsored award in December, 2007

Report 1/Posting Date

Report 2/Period End/End of Pay Period

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Report 1/Posting Date

Report 2/Period End/End of Pay Period

Frank Foley Payroll Reports

Note that the two date criteria give very similar results with slight differences in dates

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Identify Errors

In March, 2008, the department realized that Frank should not have been on the Sponsored Award; his salary was moved from the Sponsored Award to Control Salary on 3/11/2008Report 1/Posting

Date

Report 2/Period End/End of Pay Period

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Report 1/Posting Date

Report 2/Period End/End of Pay Period

Identify Errors

Posting Date: reflects change in March (when transaction occurred)Period End: reflects change in December (when employee worked)

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Example Walk-Through

Report 1/Posting Date

Report 2/Period End/End of Pay Period

Original Transaction

Reversal of Original Transaction on Sponsored Account

Movement of transaction to Control Salary

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Result: All Charges Shifted to Control Salary

Posting Date: shows date the correction was made

Report 1/Posting Date

Report 2/Period End/End of Pay Period

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Result: All Charges Shifted to Control Salary

Period End/End of Pay Period: shows dates employee worked

Report 1/Posting Date

Report 2/Period End/End of Pay Period

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Section 4

Further Information

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Task-Based Approach

Choose your date characteristics based on the task you are doingThe following suggestions are based on the assumption that you put your employee names in the rows of your payroll reports and your dates in the columns

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Task: Analyzing Effort or Correcting Errors

For analyzing what accounts were charged for certain periods worked (Effort), use:

Period End or End of Pay Period

For correcting errors, use:Period End or End of Pay Period

Note: This is a suggestion for columns only. Other dates may be used in rows.

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Task: Reconciling

For reconciling financial statements (FS910, FS911, FS912), use:

Fiscal Year/Period

Note: This is a suggestion for columns only. Other dates may be used in rows.

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Task: Finding E-Form Dates

For finding the date the ISR/E-Form was done, use:

Posting Date

Note: This is a suggestion for columns only. Other dates may be used in rows.

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Task: Finding the Date a Check Was Cut

For finding the date a check was cut (commonly used for a student), use:

Payment Date

Note: This is a suggestion for columns only. Other dates may be used in rows.

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Timing of Postings in BW

E-forms and B15s are processed twice a month with the semi-monthly payroll runsBW Upload Schedule (myjohnshopkins will first prompt you to sign in to access the page if you are logged out)

http://www.jhu.edu/hopkinsone/Support/Performance%20Reporting.htm ; select BW Upload ScheduleMost Finance Admin payroll reports and Complete Labor Distribution are updated every Sunday and Wednesday in BW

See the Administrative Calendar for payroll cutoff dateshttp://www.controller.jhu.edu/pubs/calendar/index.html

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Timing Example

Date Action

3/1/08 Find error

3/3/08 Do E-form to correct error

3/7/08 Semi-monthly payroll cutoff for 3/15 payday

3/11/08 Payroll run: E-form posted in R/3

3/12/08Salary correction shows up in BW on Control Salary on the next Wednesday or Sunday with a posting date of 3/11/08

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Conclusion

Be aware of the differences in dates in BW Payroll ReportsChoose date characteristics according to your task

Use Posting Date or Fiscal Year/Period in BW when you want to know the month/date the charge postedUse End of Pay Period or Period End in BW when you want to know the period the employee actually did the workUse Payment Date in BW when you want to know the date the employee was paid

Keep track of cutoff dates on the administrative calendarRemember that Payroll Finance Admin reports and Complete Labor Distribution reports are updated in BW on Sundays and Wednesdays

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Thank You for Participating!

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Thank You!

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