September 7, 2008 - September 13, 2008 Archives

Updates on Fiscal Administration Web Page

A section for PeopleSoft Financials (EFS) Documents and Resources has been added to the Fiscal Administration Web Page. We have several spreadsheets with Chartfield Values, Program Codes, CUFS Area - DeptID equivalents, etc. We will add job aids as they are created and other resources as they are made available.

Many of these resources were taken out of the mapping workbook created during the FY09 budgeting process. If there are documents that you would like to see added please send an email to Deb Ludowese (ludow06) and she will follow-up on your request.

You can find the PeopleSoft Financials (EFS) Documents and Resources by clicking this link

Effective immediately: Civil Service and Bargaining Unit positions

Effective immediately, for Civil Service and Bargaining Unit positions, the "starting hourly rate" on all requisitions submitted to the online employment system will list the minimum wage for that job code followed by the phrase, "commensurate with qualifications and experience".

For professional and administrative positions, you can either state, "commensurate with qualifications and experience", or you can include a minimum annualized amount that you anticipate paying, followed by that phrase. This is a change from listing the minimum and maximum of a range, in an effort to provide applicants with reasonable starting salary expectations, while allowing flexibility to negotiate salary.

Attention CLA Financial Service Teams: Post-PeopleSoft Entry

It is critical that the PeopleSoft entries made by staff in the CLA Payroll Office are audited once the entry worksheets are returned to your cluster. Let us know immediately if you find an error so that it can be corrected it as soon as possible.

Items to Check in PeopleSoft:

  • Missing Short Work Break, Suspension or Termination row that would result in over payments if not entered in People Soft
  • Check to make sure the pay rate is correct
  • Is the percentage of time entered correctly?
  • Make sure the appointment dates are correct
  • Are the action/reason codes correct?
  • Make sure the account string is correct
  • Check to make sure the entity # is correct
  • Has work study been placed? (if applicable)

Other issues: If you are submitting a revised worksheet, please write REVISED in large print at the top of the worksheet. If you have a grad student (or undergrad student) being paid from two different accounts but the job code, pay rate and percentage of time are all the same, prepare only ONE worksheet and list both account strings on the same form along with the number of hours to pay from each account.

Also, remember to fill in the "WORKSTUDY EFFECTIVE DATE" field on the entry worksheet if the student you are hiring has been assigned workstudy funds. It will be much easier for us to notice that a student has workstudy if this field is completed.

Remember: Auditing the PeopleSoft appointments we enter for your departments is a crucial part of the payroll auditing process. It is the final step in making sure your employees receive the correct pay on the correct pay day.

Central Human Resources now requires that colleges include additional information in PeopleSoft for their new and rehire employees. In order to help track new and rehire employee information, the CLA HRMS Entry Worksheet has been updated to include the HIRE TYPE information. This new field can be found near the bottom of the new worksheet between the UM Appointment and Employee Data fields. When you fill out this new worksheet for a new hire or rehire for a unit in your cluster, check the appropriate box: NEW (new position in your department) or REPLACEMENT. Use replacement if the new employee is replacing an employee who has left your department, then include the previous employee's ID # in the REPLACEMENT ID # field on our new worksheet.

Do NOT include the HIRE TYPE information for the following employee groups: undergrad students, grad students, temp/causal employees. For more detailed information see the Business Process: Replacement Hire Tracking at

Please start using this new entry worksheet immediately (it is dated 08/08/08 on the bottom of the second page) and recycle all previous versions of the CLA HRMS Entry Worksheet. You can find the new form on the CLA Fiscal Administration web site under Payroll Documents - Documents and Information at

CLA Financial/Human Resources Monthly Meeting

The next CLA Financial/Human Resources meeting will be on Thursday, September 25 in the Minnesota Population Center Seminar Room (50 Willey Hall - West Bank). The meeting begins at 9:00 a.m.

Mark Your Calendar

September 19
CLA Payroll cutoff for the 09/15/2008 - 09/28/2008 pay period, 4:30 pm

September 25
Joint CLA Financial / Human Resources Meeting, 50 Willey Hall, 9:00 am

October 3
CLA Payroll cutoff for the 09/29/2008 - 10/12/2008 pay period, 4:30 pm

About this Archive

This page is an archive of entries from September 2008 listed from newest to oldest.

August 31, 2008 - September 6, 2008 is the previous archive.

September 14, 2008 - September 20, 2008 is the next archive.

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