· Error correction identified by Principal Investigator
A principal investigator may request salary adjustments after he/she
reviews GRAM or other reports containing expenditures and PI realizes
that the employee has shifted effort to a different project.
An example of an adjustment requested by a PI includes:
a.) Technician A has been paid 100% from project X. Technician A has
actually worked 50% on project X and 50% on project Y.
b.) If a faculty member's salary is above the current NIH cap, the difference
between the NIH Cap and the total salary must be charged to non-federal
If someone has been paid over the NIH salary cap, any excess over the
salary cap needs to be reallocated prior to submission of the FSR and
certification of effort report. To determine the current NIH salary
cap, refer to http://grants1.nih.gov/grants/guide/index.html
· Data Entry error
A Data Entry error correction is needed when any segment of the account
combination was incorrectly entered in the job assignment screen of the
payroll/personnel system, i.e. a wayward transaction.
Examples of data entry error corrections include:
o Suspense correction/wayward transactions
Suspense or wayward transactions occur when a frozen fund is charged or
one of the following errors occur in the account combination entered in
the job assignment screen of the payroll/personnel system:
1: an invalid CNAC/ORG is entered;
2: an invalid BC/Fund is entered;
3: an invalid CNAC/CREF is entered
Note: A wayward transaction occurs when ANY segment is not correct!
To identify payroll suspense transactions see Suspense SOP and Reporting
on Sponsored Programs SOP.
· Salary reallocations must be processed within an active budget
period or adjustment period and must reflect the correct effort certified
for that individual.
· Reallocations must be processed within 90 days of the original
· If the reallocation involves a student retroactively reclassified
from Educational Fellowship Recipient to Research Fellow, or vice versa,
notify the Payroll Accounting office so that a retroactive tax adjustment
· When processing reallocations, make sure that the fund is not
frozen. If a salary reallocation involves a frozen fund, contact the Office
of Research Support Services for approval to initiate the "un-freeze"
process. Refer to Unfreeze Grants SOP.
· Ensure that fund is scheduled to remain unfrozen until the transaction
is scheduled to post to the general ledger.
· Prior to processing the reallocation make sure the payroll distribution
in the Job Assignment screen reflects the proper allocation going forward
that this reallocation will beget. Also confirm that the effort being
reported on this account actually took place during the award period of
· Set up an active salary reallocation folder or binder that contains
the original salary distribution, reason for processing a reallocation,
revised effort report (if necessary) copy of the salary reallocation page
or a completed copy of the payroll reallocation template signed by the
PI. See point 2 under Miscellaneous below. Use this form to elaborate
on the reason for the reallocation; justify the reason.
· A copy should also be maintained in the grant transaction folder
· The status of all pending salary reallocations will be updated
the following day but will not post to Salary Management until weekly
payroll runs, usually Monday evening.
· Pending reallocations can be updated or deleted as necessary
until the close of payroll for the next weekly cycle.
· Because FinMIS is a separate system, the actions you take in
salary management will not update the accounts until Thursday nights.
Therefore, salary management reports and general ledger reports may not
reflect the same information Tuesday through Thursday each week.
PROCEDURES for entering a reallocation
· Compare salary reallocation to be processed with the salary
and/or percent of effort that was originally budgeted against an award/contract
or departmental fund.
· Discuss any salary reallocations/changes with PI and get his
or her approval (i.e. written or electronic).
· Ensure the fund is enabled
· Ensure the fund is not frozen
· Enter the transaction before 3 p.m. on Monday; results in transaction
being posted to the General Ledger Thursday night during GL posting
· Entering payroll reallocations into UMIS
a. Select [06 Reallocations] from the main Function Menu of the payroll/personnel
b. Select [1 Add Reallocations] from the Reallocation Menu. Enter the
name (Last Name, First Name) or Social Security number of the person
for whom you need to do the reallocation.
c. Enter the check date that needs to be reallocated and press [enter].
This brings you to the add reallocations screen. Enter the 26-digit
account combination(s) to which the salary is being reallocated, paying
close attention to the object code. If the reallocation is being split
over more than one account, make sure that the total is appropriately
distributed among the multiple accounts.
d. Select a reason by pressing [PF4]. Once you have selected your reason
by placing your cursor in front of the appropriate choice, press [enter].
After this, press [PF5] to add the reallocation. Note that the explanations
provided on-line may not be adequate to explain the transaction. You
will need to elaborate your explanation on your file copy.
e. At the main screen, select [2 Browse Reallocation]. Note that if
you have done more than one reallocation you need to press [PF11] to
move to another page to check the next reallocation. Reallocations retrieved
are based on the user's access to School/Center or Payroll Home Organizations.
Print browse screens out for file. This is where you should elaborate
your explanation. See bolded section of bullet d. above. Note this also
would be where you would justify if transaction exceeds 90-day rule.
f. You can update and/or delete a pending reallocation under the browse
screen as necessary.
g. Verify pending reallocation(s) has/have posted (can be done Tuesday
after reallocation was entered into the system)
Payroll reallocations for any given Spring term can be done until the
February of the following calendar year; payroll reallocations for any
Fall term can be done until the end of August of the following calendar
Payroll reallocations will remain pending when processed against frozen
or disabled funds. To identify these unprocessed payroll reallocations,
follow these steps:
o Go to Payroll Reallocations from the Payroll Menu (06)
o Choose Browse Reallocations (02)
o Tab past the Name field and enter your Org
o Pending reallocations, if any, will appear
· Deleting unprocessed payroll reallocation(s)
a) Select [06 Reallocations] from the main Function Menu of the payroll/personnel
b) Select [2 Browse Reallocations] from the Reallocation Menu. Enter
the name (Last Name, First Name) or Social Security number of the person
for whom you would like to delete the reallocation.
c) Press [enter]. This brings you to the browse reallocations screen
and displays all unposted reallocations.
d) Type a 'd' in the 'U/D' field on the line(s) reflecting the reallocation(s)
to be deleted. Press [Enter] to update the screen and type 'Y' and [Enter}
to confirm the delete when prompted
A message informs the user that the reallocation has been deleted. A
deleted reallocation will remain visible in the Browse Reallocations screen
until the screen is exited and re-entered.
· Departmental Business Administrators
· Office of Research Support Services
· Research Services
· SOM Department of Finance
FORMS AND ATTACHMENTS
· Payroll Reallocation Form
Also check the following SOPs, if applicable:
Anticipated Resources Account
Reporting on Sponsored Programs
Download Payroll Reallocation Form:
Reallocations needed to correct typographical errors such as wayward
transactions, do not require a PI's signature.
If salary for one of your departmental personnel inadvertently posts
to another department thereby creating a wayward salary transaction, send
a copy of the browse reallocation screen, reflecting the correction, to
the other department.