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The new Insight Reporting Tool soft-launches Dec 14!
Important Note: This content will be available in CORE Payroll once the system is live. These transactions are not activated for end users at this time.
Home > Labor Allocation > Job Aids > Perform a Mass Change for Labor Distribution (MAS6)
Use this Perform a Mass Change for Labor Distribution job aid to reallocate posted payroll costs for many employees at once. When completed, this process corrects accounting entries in the CORE Financial system so that the expenses are recorded correctly. This process cannot be used to change payment amounts. If an employee was paid an incorrect amount, those errors will need to be corrected by entering correcting pay-related transactions (e.g., one-time deduction or one-time payment).
The Mass Change for Labor Distribution (MAS6) page sets the selection and exclude criteria used to generate Labor Cost Redistribution Request (LCRR) transactions for multiple employees’ payroll expense and fringe expense journal records. Revised distributions are entered using a Labor Distribution Profile (LDPR), or by entering Chart of Accounts (COA) values directly.
A mass change redistributes costs by percentage. Use this process when a Labor Distribution Profile applies, or when more than one record needs to be corrected. To move a specific dollar amount for a single journal record, use the Labor Cost Redistribution Request (LCRR) process instead. Labor Distribution Profiles cannot be used on a single LCRR transaction.
Key topics include:
Enter Selection Criteria
Enter Exclude Criteria
Enter Revised Attributes (Revised Distribution)
Run the Mass Change in Report Mode
Review the Report and Mark the Request Ready for Redistribution
Verify the Labor Cost Redistribution Request (LCRR) transactions
Prerequisites:
Before you begin, make sure:
Payroll has been processed and the payroll accounting journal records that need to be redistributed exist in CORE Payroll.
The related financial transactions have been posted in the CORE Financial system. A correction cannot be created before the original entry posts.
The Labor Distribution Profile (LDPR), or the Chart of Accounts (COA) values, that the selected records should be redistributed to is known. Each department has a default profile named CLEAR.
Any records that should be excluded from the correction are known.
Individuals completing the MAS6 transaction have access to Insights Reporting to view the redistribution request in Report Mode prior to committing the correction.
Steps to Perform a Mass Change for Labor Distribution
Access the Mass Change for Labor Distribution (MAS6) Page
On the Home Page, use Global Search to navigate to the LDA page: Click the expand/collapse icon in the global search bar, select Page Code, enter LDA, and select LDA Labor Distribution Adjustment from the drop-down list.
The Labor Distribution Adjustment (LDA) page opens to a query.
2. Click the tab for the journal containing the labor cost you want to redistribute: Payroll Expense Journal or Fringe Expense Journal.
Note 1: Contract Pay Expense Journal and the Leave Accrual Expense Journal are not currently in use by the State of Colorado.
Note 2: Each journal is stored separately, so only one journal can be searched at a time. If you are not sure which journal contains the expense to be redistributed, start with the Payroll Expense Journal, which contains employee wages.
3. Populate one or more of the filters to locate the expense entries you wish to review. For example: GTN Run Number, Employee ID, Home Department, Payroll Transaction ID.
Note 1: Click Show More (>) to see the full list of available filters (e.g., LDPR, Payroll Transaction ID, Program, Event, etc.). This will allow you to search for very specific records that need to be corrected.
Note 2: You must enter criteria in at least one field to search.
4. Click Search.
Expense records that match entered search criteria are displayed in the Grid Results table.
Note: The first time you view this journal, you may wish to customize your columns to include additional fields that will help in your review of journal entries. To do so, select the Gear icon above the grid results table. Add the following fields:
Amount (Contract Pay Amount or Fringe Amount, depending on the journal you are searching).
Labor Distribution Profile
Other fields that are useful to you
6. Select a record from the grid to be reviewed.
Note: Only the current distribution of payroll and fringe expenses show in this activity folder. Previous distributions, if any, can be viewed via reports.
Before creating the redistribution request, click the expand/collapse arrow (>) for the record to see additional information. Expanding the record shows three subtabs where you can get additional information related to the selected expense entry:
The General Information Subtab displays information related to the labor posting, including employee name and the corresponding Pay Cycle.
The Journal Information Subtab displays information related to the financial posting such as Fiscal Year, Accounting Period, Amount, and Payroll Transaction ID; and
The COA Subtab displays the chart of accounts elements associated with the financial posting, such as Fund, Object, Department, Unit, and Appropriation Unit.
Create the Labor Cost Redistribution Request (LCRR) Transaction
7. For the journal record you wish to correct, click the row-level, 3-dot menu. Under Related Actions, choose one of the three available options:
Note: The three options available depend on the journal you have selected.
Create Labor Cost Redistribution Request. Select this option to correct the selected line item.
Create Labor Cost Redistribution Request for Pay Check. Select this option to correct payroll expense and fringe expense entries associated with the selected employee and paycheck. The related entries are brought into the LCRR together; however, each line must be reviewed and updated individually.
Example: An employee transferred to a new department, but CORE Payroll was not updated before payroll ran. Use this option to redistribute the payroll and fringe expenses associated with the paycheck to the correct department. Each applicable line must be updated individually.Create Labor Cost Redistribution Request for Pay Check Expense Journal (Available from the Paycheck Expense Journal). Select this option to correct all payroll expense journal entries for the selected employee and related paycheck.
Example: An employee selected the incorrect LDPR in UKG, causing wages to be charged to the wrong Chart of Accounts (COA) values. The associated fringe expenses were charged correctly to a different accounting distribution and do not need to be changed. Use this option to redistribute only the payroll expense entries associated with the paycheck.Create Labor Cost Redistribution Request for Pay Check Fringe Expenses (Available from the Fringe Expense Journal). Select this option to correct only the fringe expense journal entries for the selected employee and related paycheck.
Example: The fringe expenses were coded to a grant that does not allow fringe expenses and they have to be moved to a correct funding source.
The Labor Cost Redistribution Request (LCRR) transaction opens.
Note: The dollar amount displayed on the LCRR depends on the journal selected. For records selected from the Payroll Expense Journal, the amount is based on the Contract Pay Amount. For records selected from the Fringe Expense Journal, the amount is based on the Fringe Amount.
Enter Labor Cost Redistribution Request Information
8. Select the Labor Cost Redistribution Request tab and enter or review the following:
Review information defaulted from the selected journal record (for example, Employee ID, GTN Run Number, Pay Cycle).
Verify that Generate Correction Transaction is selected.
Enter an Adjustment Reason describing why the cost is being redistributed.
The Labor Cost Redistribution tab is complete.
Review the Original Distribution
9. Click the Original Distribution tab. This tab displays the original labor distribution.
Note: The data on this tab reflects the reversal entry that will be posted in CORE Payroll. There is no need to worry about negative or positive values. You cannot make changes to this information.
10. Click the expand/collapse icon (>) to display additional accounting details for the original expense distribution. Review information on the following Subtabs:
The Journal Information Subtab contains information about the related payroll transaction such as Payroll Transaction Code and Payroll Transaction ID.
The COA Subtab displays the Chart of Accounts (COA) values for the original expense.
Journal Information and Original Chart of Accounts information associated with the original labor distribution are displayed.
Enter the Revised Distribution
11. Click the Revised Distribution tab. This is where you will enter the corrected labor allocation journal entries.
12. Click the Plus Sign (+) to insert a new line.
13. Enter either the Amount or the Percent of the costs to redistribute.
Important: The revised distribution must account for the full original amount. If you enter amounts, the line items must total the original dollar amount. If you enter percentages, the line items must total 100%. Percentages must be entered as whole numbers (example: 50 = 50%).
If you are redistributing only a portion of the cost, add additional line(s) to account for the remaining balance.
14. Complete the remaining fields on the line based on the cost redistribution changes you need to make (for example, Fund, Department, Unit, Appropriation Unit, Object).
Note 1: All required data elements must be entered for each line. Even if you are only changing one element such as Fund, you must enter all required COA elements.
Note 2: When searching for and entering COA elements, take care to ensure that they are active in the Fiscal Year in which you are performing the redistribution.
15. Click the Expand/Collapse arrow (>) to view additional subtabs.
Journal Subtab: Displays information about the original journal entry and related payroll transaction. The Fiscal Year and Fiscal Year Accounting Period for the correction are also displayed here.
Note: CORE Payroll automatically proposes the last open Fiscal Year / Accounting period. Best practice is to let the system assign that information.General Information Subtab: Displays the default Labor Allocation Override Option. This tab is informational only and cannot be edited.
Revised COA Subtab: Provides additional Chart of Accounts (COA) fields for the revised distribution. Enter any additional COA values that are required for this distribution.
A new entry line is added for the revised distribution instructions.
16. If the revised distribution needs to be split among multiple accounting combinations, create a separate line for each one and enter the revised values.
Note: Entries must be made in all required COA fields for each line.
Save, Validate, Submit, & Close the Transaction
17. Click the Save button at the top of the page. This action saves the data entry and ensures you don't lose your work when validating or submitting the transaction.
18. Click the Validate button at the top of the page. This action validates data entry and checks for errors.
Confirm that the transaction validated successfully.
If errors are returned, correct the issues in the applicable sections and click Validate again.
19. Once validation is successful, click the Submit button at the top of the page. This action finalizes the transaction and routes the transaction for review and approval.
Confirm that the transaction was submitted successfully.
20. Click the Save & Close button at the top of the page. This action returns to the activity folder.
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