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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
Use Global Search to navigate to the MAS6 page: Click the expand/collapse icon in the global search bar, select Page Code, enter MAS6, and select MAS6 Mass Change for Labor Distribution from the drop-down list.
The Mass Change Requests for Labor Distribution (MAS6) page opens.
2. Click Create to create a new record.
The Selection Criteria tab displays.
Enter the Selection Criteria
Use the Selection Criteria tab to identify the payroll accounting journal records that should be redistributed.
Note 1: Do not select Report Mode or change the checkboxes in the top section of this tab until everything else is entered. Selecting them early locks the other tabs. Leave the default checkboxes as they are. Generate Adjustment Record is selected by default, and Include Unreconciled Records stays cleared.
Note 2: Leave Generate Adjustment Record selected. When it is selected, the correction updates both the HRM journals and the CORE Financial system. When it is cleared, the correction updates the HRM journals only and does not update financials, which leaves the two systems out of sync.
Note 3: To save this request so that it can be reused with a different set of data, select the Template checkbox. If the Template checkbox is cleared, the MAS6 record is deleted after the batch job runs. If it is selected, the request is retained and can be reused.
3. On the Selection Criteria tab, specify the criteria that identify the journal records to redistribute. Enter the following:
Request Code: LCRR.
Journal Selection Option: Select the payroll accounting journal to redistribute. The options include:
Payroll Expense Journal: The employee’s wages need to be reallocated.
Note: This is gross pay, not net pay.
Fringe Expense Journal: Employer-paid benefits. Example: use this to remove fringe expenses when they were charged to a grant that does not allow fringe.
Payroll and Fringe Expense Journal: Both payroll and fringe expenses need to be re-allocated. Example: employee expenses were charged to the wrong unit and both payroll and fringe expenses need to be reallocated for the pay period.
Note: Journal Selection is used to select records for labor expense reallocation only. 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). For additional guidance refer to the following job aids:
4. Selected Criteria General fields: Use these filters to select the records for which labor expenses need to be reallocated. Commonly used fields include:
GTN Run Number
Event
Home Department
Home Unit
Labor Distribution Profile
From Pay Period Start Date / To Pay Period End Date
Payroll Transaction ID
Note: Enter the Payroll Transaction ID to select only expense lines tied to that transaction. When a Payroll Transaction ID is entered, the Payroll Transaction Code (PREXP or PREXC) must also be entered.
5. Selected Criteria-Employee section: Use these filters to correct labor allocation for specific employee(s). Enter Employee ID(s) and corresponding Appointment ID(s), if relevant.
Note: Up to 12 employees can be entered in a single request.
6. Selected Criteria-COA section: Use these filters to correct labor allocation for a specific COA element. Example: Fund, Object, Department, Unit, Appropriation Unit.
Note: At least one field in this section must be entered; Department is recommended since most users will be making corrections based on Department.
Enter the Exclude Criteria (Optional)
Use the Exclude Criteria tab to remove specific records from the group selected on the Selection Criteria tab. Use it when a broad selection would otherwise capture records for costs that should not be redistributed.
Note: The exclusion tab will rarely be used. State entities need to determine who will be completing this function. It should be an experienced user (e.g., a controller or a fund/grant accountant).
7. Click the Exclude Criteria tab.
8. Click the Plus Sign (+) to insert a new line.
9. Enter the item(s) to exclude:
Event
Category
Labor Distribution Department
Labor Distribution Profile
10. Click the expand/collapse arrow (>) to exclude records based on specific COA elements.
11. Repeat steps 8-10 for each additional item to exclude.
Note: A maximum of 20 lines can be entered. Do not leave blank lines. If a line has no data in it, delete the line. The transaction will not be processed with blank lines.
Enter the Revised Attributes (Revised Distribution)
Use the Revised Attributes tab to enter the corrected labor distribution values.
12. Click the Revised Attributes tab.
13. Enter one or more lines to capture the revised distributions:
Note 1: The revised distribution line(s) must add up to 100% of the original distribution. If only part of the cost is moving, enter a line for the percentage that needs to be reallocated (Example: 20%). Then, enter a second line with the percentage that should remain the same (Example: 80%).
Note 2: In the Redistribution Percent field, enter whole-number percentages. Example: Enter 100 for 100%, which the field displays as 100.0000.
14. Click the expand/collapse arrow (>) to view two subtabs where revised data elements can be entered:
Revised Attributes-General
Revised Attributes-COA
15. Click the Revised Attributes-General subtab and complete the following fields:
Labor Distribution Department.
Select or enter the Labor Distribution Profile.
Infer Object/Sub-Object: Set to Yes.
Note: Labor Distribution Profiles do not generally carry an object code. The job that normally infers the object and sub-object is not part of the correction cycle, so you must set this value to Yes to ensure the inference is made.
Accounting Period: This field auto-populates to the latest open accounting period. Records can post only to open periods, and costs cannot move across fiscal years.
16. Click the Revised Attributes-COA subtab if you wish to redistribute costs to specific Chart of Accounts (COA) values instead of using a labor distribution profile (LDPR).
Change only the field(s) that need to be corrected. The remaining values will carry forward from the original distribution.
If you wish to clear a value from the original distribution, enter BLNK in the field.
Note: At least one field in the COA (detailed accounting) section must contain a value, or a fund error will occur when the request runs. To satisfy this requirement, enter the Department associated with the corrected entries.
Run the Mass Change in Report Mode
To preview records that will be redistributed before any LCRR transactions are created, run the request in Report Mode.
17. Return to the Selection Criteria tab.
18. Select the Report Mode checkbox.
Note: Report Mode must be selected before the report is run, and only after everything else on all tabs is entered.
Note: The Request Number is used to review the report and to reopen the request later.
19. Scroll to the bottom of the screen and click Run Report. The request is saved and assigned a Request Number, and an informational message displays the Job ID.
20. Click Save and Close to exit the request while the report is generated.
Review the Redistribution Report in Insights
21. Review the results in Advantage Insights using the Request Number. There will be a short delay between report submission and when the data is passed to Insights (data synchronization may take approximately 15 minutes). Confirm the correct records were selected before continuing.
Note: The report lists the employees, departments, events, and GTN Run Number for each selected record, together with the original accounting and the proposed revised accounting.
Mark the MAS6 Transaction Ready for Redistribution
After the Insight report is reviewed and labor cost redistributions are confirmed correct, update the MAS6 transaction to show that it is ready for redistribution. When the scheduled adjustment (correction) cycle runs, the redistribution request will be processed.
22. Use Global Search to navigate to the MAS6 page: Click the expand/collapse icon in the Global Search bar, select Page Code, enter MAS6, and select MAS6 Mass Change for Labor Distribution from the drop-down list.
23. In the Request Number field, enter the Request Number from Step 16, above.
24. Click Search.
25. In the results grid, click the row-level, 3-dot menu for the request and select Edit.
25. Clear the Report Mode checkbox.
26. Select the Ready for Redistribution checkbox. This flag tells the scheduled adjustment (correction) cycle to pick up the MAS6 transaction for processing.
27. Click Save and Close.
Note: The request is saved in the MAS6 table. A scheduled adjustment (correction) cycle, which runs separately from the payroll cycle, reads the MAS6 table, selects the matching journal records, and generates the Labor Cost Redistribution Request (LCRR) transactions.
Note: Redistributions cannot be seen until the adjustment (correction) cycle runs. If the Template checkbox was cleared, the MAS6 record is deleted after the correction cycle runs; if it was selected, the request is retained for reuse.
28. Once the correction cycle runs, use the Labor Distribution Adjustment (LDA) page to review the journal records and the LCRR transactions the mass change generated. Depending on the type of updates you requested, use one of the following job aids to verify the labor cost corrections:
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