HCM Newsletter
Volume 3 – 2018
From the Editor:
The focus of this HCM newsletter is the Salary Cost Distribution form.
A Salary Cost Distribution form needs to be submitted when a new cost object needs to be added to the current cost distribution for the employee. This can include updating past distributions or expiring distributions with new cost objects. There is no pre-requisite OM (Org. Management) action needed before submitting this form.
When retroactive changes are made to the cost distributions that involve a Sponsored Programs/PAFO order #, an “Additional Fields” section will automatically appear on the form requiring you to provide explanations as to why a retroactive change is being made.
As always, it is important to be familiar with payroll calendar deadlines for OM & PA actions so that forms are submitted in a timely manner. In the case of a cost distribution form keep the PA deadlines in mind. Also, please email me at srao22@bu.edu if you have any questions or comments regarding the current newsletter or suggestions for future HCM newsletters.
Thank you,
Shuchita Rao
(HCM Trainer)
Salary Cost Distribution Form:
How to access the Salary Cost Distribution form in the BUworks portal:
- Logon to the BUworks Central Portal at https://www.bu.edu/buworkscentral
- Click on the Team Tab
- Click on Personnel Actions
- Enter BUID and click on Find Employee. From the list of actions, select Salary Cost Distribution
For a detailed guide with screenshots for each step please follow this link: https://www.bu.edu/tech/files/2015/12/QRG-Personnel-Admin-Completing-a-Salary-Cost-Distribution.pdf
FAQs:
In what circumstances do I submit a Salary Cost Distribution form vs. an Employee Position Update (EPU)?
If the only information that needs to be changed on an employee’s record is the cost distribution, you need to submit a Salary Cost Distribution form. If anything else is to change: position title, % time, salary grade and salary, the Employee Position Update (EPU) form will need to be submitted along with appropriate position maintenance forms.
Is it possible to get a list of all the distributions that were associated with an employee?
To get a list of all the distributions associated with an employee’s record, click on the Cost Distributions overview button located on the top right corner of the Salary Cost Distribution form.
Can the cost distributions be changed so they are effective retro-actively?
Yes, to make changes to a cost distribution effective retroactively, enter the past date in the Effective Date field on the Salary Cost Distribution form. This effective date will be copied over to the Begin Date in the New Entries section of the form. You will need to specify an end date and a reason for the change in the New Entries section.
NOTE: If the effective date is less than 90 days from the system date, an “Additional Fields’ section that requires a response to two questions will automatically appear. If the effective date is greater than 90 days from the system date, the Additional Fields section will need you to acknowledge that the payroll adjustment may potentially affect a cost distribution outside the initiator’s responsible cost center. You will also need to answer four questions related to the reason of what caused the error and how it was discovered, justification of the necessity of the change, the circumstances for the delay in processing the adjustment and the controls that will be implemented to ensure the action does not occur again. In addition, you will need to communicate the change to one of the Principal Investigators (PIs) associated with the grant. Another email address for an individual other than the PI can additionally be entered.
Am I allowed to enter the cost center of a different department in the cost distribution?
Yes, it is possible to use a different cost center (different from master cost center of home department) in the cost distribution. You will need to check one of the three options in the Acknowledgement section that automatically appears saying that you have communicated the change to the responsible department or that you have received documentation from the responsible cost center requesting the payroll adjustment.
What is the difference between the “Replace” and the “Insert” buttons in the “New Entries” section?
To remove existing distributions and replace them with a completely different distribution, use the “Replace” option. For adding a new cost center/grant and to make a change to an existing distribution for only a specific time period that you designate, click on the “Insert” option. When you use the “Insert” option, the end dates will need to match for the specified cost objects. If they do not, you will see an error message saying that the end dates of the distributions need to be corrected so that they match.
Can a cost distribution be split between cost centers and order #s/grants?
Yes. A cost distribution can be split between a cost center and multiple order#s/grants. Between all the entries made you must make sure the total distribution add up to 100%.
If I enter a percentage in the “New Entries” section, how do I see the equivalent amount?
After you have entered a percentage, click on the Check button to see the amount equivalent. This also works vice-versa. If you enter an amount, click on the Check button to see the equivalent percentage.
What attachments are needed for backup documentation with a salary cost distribution form?
When a retroactive adjustment is made on a Salary Cost Distribution form, a completed Salary Adjustment Request form (SARF) must be attached for review by Office of Sponsored Programs.