6 - Hourly - Enter / Edit in the Employee Account Allocation Data Entry Grid
o HINT - to plan for a specific employee or account key, it is easiest to use Filter Row on both grids to limit the view to the relevant data, i.e., the employee’s last name. This allows you to see the Quarterly Totals and Overall Totals for the employee.
o To add a new row or new account for an individual, use “Add Row Copy”
o The Hourly Allocation Grids allow editing of the data entry cells; you can change a cell and save and it will not create another record; the change is saved.
o NOTE - Budget Type for salaries defaults to "New Funds", so this needs to be changed if another budget type is needed. Typically "Expected Funds" is used for TBD and placeholder keys.
· Select an Employee via Filter Row and make necessary changes to planned account key assignments. (It’s much easier to make and verify changes looking at just one person at a time in each Grid.)
o To add a new record – select a row and press ADD ROW COPY top obtain a new row to edit.
o To change a record – simply type over the entries you wish to change and save.
o Within the new Row you can make the necessary changes as follows:
o Change Employee Name Field – use Filter Row to filter by the name of the person you are working on, to add a new employee to the grid, use add row copy, begin typing the new last name and select from the drop down box that appears.
o NOTE – If you add a new employee via “Add Row Copy”, you will need to re-filter on that name to see them.
o Position # Field - typically this is “1” except for a few employees who have two or more distinctly different appointments, job titles and associated salaries.
o Change Account Key Field - begin typing the account key and select from the drop down box that appears
o Change Budget Type Field – defaults to "New Funds", this needs to be changed if another budget type is needed. The drop down arrow provides a list of types from which to select. Typically the budget type would be “New Funds” and typically "Expected Funds" is used for TBD and placeholder keys. This entry is most critical for budget uploads.
o Change / Add Hours for each Quarter or Month – type planned hours in each quarter.
o NOTE – The Workable Hours Report Grid calculates the Hours that are available within each Quarter. It’s much more accurate than multiplying the available hours by work time and FTE, it also take into account actual available hours based on workable days and when pay days and accruals fall. This can be quite useful in planning hours by Quarter or Month.
o NOTE - You can add any UCAR employee to your keys and salary plan, but you cannot put employees on keys outside your Lab / Program. Assignments on others keys need to be coordinated with the administrator within that Lab/Program.
o NOTE - For unfunded or unknown portions of an employee’s time, use the TBD placeholder account key with Budget Type "Expected Funds"