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    Alternate Labor Distribution (LD)

Alternate Labor Distribution (LD)

Quick Access Page Sections:

Description

Alternate LD Start Date – If a NEW PAF it should be the PAF Effective Date. If a CHG PAF for a Faculty or Graduate Assistant reappointment, then the LD Start Date should be the first of January or the first of August.

Alternate LD End Date – This date represents when the account will no longer be charged. If the appointment is ending and it is a 'Salary' or 'Hourly Paid Salary' appointment, then use the last day of the month. If the appointment is 'Hourly', then the LD End Date should be the last day of the next month.

GUIDELINES

Error Messages

The system will display an error message if...

  • the Percent of Salary does not equal 100%.
  • the account code is set to expire on or before the Effective Date.
  • all the Start Dates are not the same.
  • all the End Dates are not the same.
  • the account is invalid. In these cases, double-check your data entry. If you feel it is correct, contact the Budget Office at 273-2383 or brenda.neff@uni.edu to request a new Labor Distribution account be added.

LD Tab Processing Rules

On the LD tab, Summary tab, and PDF file, the LD which will be used for processing is designated by [PAF LD]. This text will appear to the right of the LD heading in light grey text. The following is the logic in processing order:

  1. If an alternate LD is present it will be used.
  2. If an alternate LD is not present, then the "Labor Distribution as of Effective Date" LD will be used if the End Date on this row is blank or the "Labor Distribution as of Effective Date" LD End Date is AFTER the PAF Effective Date. Note: This row only appears if an alternate LD was provided in a previous PAF.
  3. If #1 and #2 in this list do not apply, then the Default LD will be used.
STEP-BY-STEP

Viewing Account Descriptions

  1. Move your mouse icon over the beginning LD account code and pause, the account description pop-up should appear.

Adding an Alternate Labor Distribution

  1. Click once on the Create Alternate LD Schedule button.
  2. Either:..
    1. Click on the Select a Favorite Account down arrow and select your saved LD account. For more information on how to manage your favorite LD accounts, see the next sub-section Managing LD Favorites.

    or

    1. Click in the Fund number field and type the four digit fund account code.
    2. Click the Tab key on the keyboard to move the cursor to the Ay number field and type "00".
    3. Click the Tab key on the keyboard to move the cursor to the Org number field and the appropriate five digit organization account code.
    4. Click the Tab key on the keyboard to move the cursor to the Obj number field and the appropriate five digit object account code.
    5. Click the Tab key on the keyboard to move the cursor to the Prog number field and the appropriate four digit program account code.
    6. Click the Tab key on the keyboard to move the cursor to the Func number field and the appropriate two digit function account code.
    7. Click the Tab key on the keyboard to move the cursor to the Acty number field and the appropriate four digit account code.
    8. Click the Tab key on the keyboard to move the cursor to the Line number field and type "000".
  3. Click the Tab key on the keyboard to move the cursor to the Budget Line number field and type the appropriate account code.
    Special Note 1: The Budget Line field is not a mandatory field when completing the Labor Distribution tab. If you click the Request link, it generates an email requesting a line number. You can submit PAFs without a line number.
    Special Note 2: The Budget line numbers are not used on Summer Appointment or Special Compensation PAFs.

  4. Click in the Percent of Salary number field and indicate the percent of salary/payment this account code will fund.
  5. If an Start and/or End Date automatically appears, typically the dates should not be modified. If you need the LD to be split mid-month, please modify the Start Date; however, read Special Note 3, 4, & 5.
    Special Note 3: All Alternate LD Start Dates must be the same. If the preparer needs to add additional LD accounts, with different start dates, this can be accomplished by creating a new Labor Distribution (LDC) PAF. However, the preparer should not create this second PAF until after the first PAF has been processed.
    Special Note 4: The LD End Dates are not required for all appointments, except when the appointment is grant-funded then the End Date is required.
    Special Note 5: The LD Start and End Dates cannot be modified on a Summer Appointment (SMR) PAF or Special Compensation (SPC) PAF.

  6. Click once on the Add button to add the alternate account code. An "Error Invalid account number" message will appear if the account was miss typed or does not currently exist. In these cases, double-check your data entry. If you feel it is correct, contact the Budget Office at 273-2383 or brenda.neff@uni.edu to request a new Labor Distribution account be added.
  7. Repeat these steps until all the alternate LDs have been added.
  8. Before proceeding to the next tab, click once on the Save, Go to Previous button, Save button, OR Save, Go to Next button.

Managing LD Favorites

PAF Preparers have the ability to save their most used LD accounts. Complete these steps to add, edit, and delete favorite LD accounts.

Add an LD Favorite
  1. Click once on the Create Alternate LD Schedule button.
  2. Click once on the Manage Favorites link.
  3. Click in the Description field and type a short description.
  4. Click in the Fund number field and type the four digit fund account code.
  5. Click the Tab key on the keyboard to move the cursor to the Ay number field and type "00".
  6. Click the Tab key on the keyboard to move the cursor to the Org number field and the appropriate five digit organization account code.
  7. Click the Tab key on the keyboard to move the cursor to the Obj number field and the appropriate five digit object account code.
  8. Click the Tab key on the keyboard to move the cursor to the Prog number field and the appropriate four digit program account code.
  9. Click the Tab key on the keyboard to move the cursor to the Func number field and the appropriate two digit function account code.
  10. Click the Tab key on the keyboard to move the cursor to the Acty number field and the appropriate four digit account code.
  11. Click the Tab key on the keyboard to move the cursor to the Line number field and type "000".
  12. Click once on the Add button. An "Error Invalid account number" message will appear if the account was miss typed or does not currently exist. In these cases, double-check the data entry. If the PAF Preparer feels it is correct, contact the Budget Office at 273-2383 or brenda.neff@uni.edu to request a new Labor Distribution account be added.
  13. Repeat these steps to add additional LD accounts.
  14. --CRITICAL STEP-- Click once on the Save Favorite Accounts button to save your changes.
Edit an LD Favorite
  1. Click once on the Create Alternate LD Schedule button.
  2. Click once on the Manage Favorites link.
  3. Update the desired field.
  4. Click once on the Save button. An "Error Invalid account number" message will appear if the account was miss typed or does not currently exist. In these cases, double-check the data entry. If the PAF Preparer feels it is correct, contact the Budget Office at 273-2383 or brenda.neff@uni.edu to request a new Labor Distribution account be added.
  5. Repeat these steps to edit additional LD accounts.
  6. --CRITICAL STEP-- Click once on the Save Favorite Accounts button to save your changes.
Delete an LD Favorite
  1. Click once on the Create Alternate LD Schedule button.
  2. Click once on the Manage Favorites link.
  3. On the desired LD account row click once on the Delete button.
  4. Repeat these steps to delete additional LD accounts.
  5. --CRITICAL STEP-- Click once on the Save Favorite Accounts button to save your changes.

LD Object Codes

Job Category Salary
(Salary & Hourly Paid Salary)
NEW, CHG, LDC, SMO, INT
Hourly
NEW, CHG, LDC, SMO, INT
Salary
SPC
Hourly
SPC
AWD BNP
Academic Administrator 50110 50320     66030  
Faculty 50210 50220     66030  
Faculty Temporary 50290 50220     66030  
Faculty Non-Unit 50310 50340 50320 50320 66030  
Grad Asst 50910       66030  
Institutional Official 50010 50320     66030  
Merit Blue Collar 52310 53310 52620 53620 66030  
Merit Clerical 52110 53110 52620 53620 66030  
Merit Clerical Conf 52410 53410 52620 53620 66030  
Merit Clerical Sup 52410 53410 52620 53620 66030  
Merit Public Safety 52150   52620   66030  
Merit Security 52210 53210 52620 53620 66030  
Merit Supervisory 52410 53410 52620 53620 66030  
Merit Technical 52010 53010 52620 53620 66030  
Merit Temporary 53610       66030  
P&S 51010 51020     66030  
P&S Contract (Appt Status equals Contract) 51150 51150 51020   66030 51030
P&S Annual 51110 51020     66030  
P&S Hourly (Appt Status does not equal Contract) 51040 51020 51020   66030