Minimize Salary Transfers from Dump Key

Minimizing Salary Transfers in CPM

What is the “Dump Key”?

In the absence of the iVantage “Home Key”, the “Dump Key” allows Time Cards to be generated when there is no account key on a Time Card.  This common key, which should have no actual charges, is used to easily identify salary costs that did not have a key associated and need to be corrected. The most frequent Dump Key costs that are transferred: 

-        Hours for casual staff with no keys listed or added to their time card, who charged to inappropriate non-work categories.

-        Hours for new employees who do not clearly have the correct key(s) written on the first paper timecard.

How are transfers processed from “Dump Key” to the correct Division/Program Key?

Payroll notifies Divisions/Programs/Labs of salary charges their staff have on the “Dump Key”

The Division/Program/Laboratory completes appropriate salary transfer request and submits to the JEBUD alias, including adequate explanation / justification for the transfer for Katy Schmoll’s authorization, which is necessary for Dump Key transfers.

How to Minimize Salary Transfers from the “Dump Key”:

Provide Regular Reminder to Staff - No Keys on Time Card

 “If for some reason there are NO account keys on your Time Card, or if you have questions about the account keys listed, please see your administrator or supervisor immediately!”

Utilize the Unallocated Employees by Pay Period Report in the UI/ FAB

Regularly view your group for the upcoming pay period to identify unplanned/unallocated staff that do not have keys assigned and make necessary corrections in the UI.

-       Things to check if an employee should be allocated but is not –

*   Plan Employee Salary Grid - Is the current or next record End Date correct?

*   Employee Assumptions Grid - Is Work Time default "0%" WITH Applicable Dates?  ("0%" with no dates means no change from the default 85%, “0%” with dates means 0% Work Time.)

*   Employee Account Allocation Grids - Verify assignment dates in % in Key Application or hours assigned in Hourly Application. 

Casual Employees Who are Unlikely to Work or Very Difficult to Plan and are Currently Unallocated and Unplanned

-        Plan Employee Salary Grid

*   Casual Employee’s FTE defaults to 1.0, leave this

-        Employee Allocation Grid

*   Assign the employee to the appropriate account key(s) at 0.10%

-        Employee Assumptions Grid

*   Override the Casual Employee’s PLANNED Work Time to 0.10%

*   Set the Start Date for Work Time change to 10/1/2013 or as applicable

*   Set the End Date for Work Time change 9/30/2014 or as applicable

This ensures the casual employee has appropriate keys on a Time Card should they work, while planning / encumbering very minimal funding in your Division/Program/Lab since they are not expected to work on or charge to your keys.    

Casual Employees Who are Planned to Work in FY2014

(For % in Key, this calculates the correct cost and hours.  For Hourly, this calculates the available hours in the Workable Hours Grid.) NOTE:  By default, Casual FTE's are 1.0 in the Plan Employee Salaries Grid and all Work Time defaults to 85%.  You can better estimate casual costs by:

-        Plan Employee Salary Grid

*   Casual Employee’s FTE defaults to 1.0, leave this

-        Employee Allocation Grid

*   Assign the employee to the appropriate account key(s)

-        Employee Assumptions Grid

*   Override the Casual Employee’s PLANNED Work Time to appropriate level – SEE BELOW

*   Set the Start Date for Work Time change to 10/1/2013 or as applicable

*   Set the End Date for Work Time change 9/30/2014 or as applicable

This ensures the casual employee has appropriate keys on a Time Card and estimated costs are reasonably planned / encumbered based on the number of hours you anticipate the casual employee will work.

New Employees

-        First Paper Time Card – If you have not already, please establish a process within your group that allows a qualified administrative staff member to review ALL initial Paper Time Cards for new employees to ensure the correct key is clearly shown on the paper card prior to submission to the Payroll Office.    (Because these paper Time Cards are now generated via Red Carpet, Administrators and/or Supervisors may not see or approve these for exempt employees – if there is no key clearly indicated on the paper card, it will default to the Dump Key and result in later salary transfers for that first pay period.  The initial payroll process for these new employees, because they do not yet have a CPM key assignment, defaults to the “Dump Key” until Tina replaces it with the key identified on the initial paper Time Card.)

-        Time Card Creation Deadline - Friday before the new pay period begins is suggested as an internal deadline for any Account Key Profile creations, updates or changes in FAB / UI to ensure these appear on the next Time Card.  (The CPM load for Account Keys to Time Card is at 5:00 p.m. on the Saturday before the pay period begins and Time Cards are created at 12:00 a.m. on Sunday the first day of the pay period.)  Below is a list of when Friday Deadlines would fall -

Payroll Schedule