Payroll Reallocation

Is the expected Payroll Reallocation due to an individual being paid under an incorrect Job Classification in Workday?

Yes

No

Has the original payroll transaction been reallocated previously?

Yes

No

Was the original payroll transaction processed in the PennWorks/UMIS (Legacy) Payroll System? This would include any pay period from July 2018 through June 2019.

Yes

No

Does the Payroll Reallocation need to be completed due to a disabled account segment in the original transaction?

Yes

No

Does the Payroll Reallocation need to be completed due to a Frozen Grant Fund in the original transaction?

Yes

No

Does the original transaction appear on an Effort Report that is now in a closed reporting period?

Yes

No

Does the Payroll Reallocation need to be completed in order to make a correct to a (Non-CPUP) Object Code?

Yes

No

Does the Payroll Reallocation need to be completed in order to update/correct in Object Code for a Clinical Practices of the University of Pennsylvania (CPUP) transaction?

Yes

No

Some payroll transactions—while still needing to be corrected—do not actually need an entry in the Payroll Reallocation Application.

Example 1: An individual in your area has changed jobs, perhaps from one type of Postdoctoral appointment to another, from a Postdoc to a Faculty appointment, or any other job change in which the person has been paid under their “old” job classification for a period in which they should have been paid under the “new” classification.
Example 2: A student whose eligibility changes over the course of the year from/to a federal work-study from/to a student worker, or one who was entered into the Workday system under an incorrect Student Employment Office designation and who was paid under the “old” (or incorrect) type in a period in which they should have been paid under the new type.

In each of these cases, correcting these transactions would require completing the Change Job and Retroactive Pay process in Workday. No additional entries or corrections need to be made in the Payroll Reallocation Application.

For more information on the Workday Change Job and Retroactive Pay functions, see:

https://www.workday.upenn.edu/home/training/tip-sheets

If the original payroll transaction has already been reallocated, it will be flagged as such in the Payroll Reallocation Application and cannot be again reallocated.

Any correction or update to an already reallocated payroll transaction will need to be completed as a new entry in the Payroll Reallocations Application.

If the original transaction was processed in PennWorks/UMIS--the Legacy Payroll System and was not previously reallocated, you will be able to enter a corresponding reallocation in the new Payroll Reallocation Application. This would apply to any pay period from July 2018 through June 2019.

Note that reallocations for Legacy transactions will require the entry of all 26-digits of the Chart of Accounts.*

This entry can be processed as a Regular Payroll Reallocation, as long as:

The Object Code is not changed from the original transaction and,
The are no additional factors which would require this entry to be completed as a Restricted Reallocation

*Transactions originally processed in Workday will have certain Chart of Account segments--including the Object Code--pre-populated.

If an original payroll transaction did not process properly due to one of the account segments being disabled, the charge will go into Suspense. To make the proper correction, you will need to investigate why the account segment was disabled and determine whether the charge should have be applied to that particular combination—or locate another appropriate resource.

Your Senior Business Administrator should be able to assist you with this. In some cases, you or your Senior Business Administrator may need to contact Financial Systems and Training for additional information.

Note that, if the disabled segment is a 5-fund, you will instead need to contact the Office of Research Services for assistance.

For information on disabled Chart of Account Segments, see:

https://www.finance.upenn.edu/sites/default/files/Payroll_Reallocations_COA_Segment_User_Tip_Sheet.pdf

If an original payroll transaction did not process properly due to a grant fund being frozen, the charge will go into Suspense. To make the proper correction, you will need to contact the Grant Manager and/or your Senior Business Administrator.

If it is determined that the charge needs to be applied to this grant fund, you will need to get in touch with your Post-Award Contact in the Office of Research Services to request that the fund be unfrozen.

Any transaction appearing on an Effort Report that is now in a Closed Reporting Period will require approval from the Office of Research Services prior to being reallocated. To request approval to process such a Payroll Allocation, you will need to contact your Post-Award administrator.

Once you have received approval from the Office of Research Services, you may enter the correction/update as a Restricted Payroll Reallocation. The approval documentation must be uploaded as part of the request.

Note that the relevant Effort Reports will be automatically updated in the Penn Effort Reporting System (PennERS) once these changes have posted. The responsible Pre-Reviewer will likewise be notified of this update and will need to Recertify the effort.

In many cases, correcting transactions requiring an Object Code change will be resolved via the Change Job process in Workday. If this is the only reason for the change, then no additional entries or corrections need to be made in the Payroll Reallocation Application.

Otherwise, a Payroll Reallocation requiring an Object Code change will need to be processed as a Restricted Payroll Reallocation.

Documentation verifying the business purpose of the change must be uploaded as part of the request.Tip for more information on the use of Object Codes in Workday, see:

https://www.finance.upenn.edu/sites/default/files/Object-codes-rules-in-Workday.pdf

Clinical Practice of the University Pennsylvania (CPUP)or Children’s Hospital (CHOP) Transactions are an exception to the general rule about changes in object codes and may be processed as Regular Payroll Reallocations.

Please note, however, that CPUP/CHOP transactions may also require the use of new Program Codes, as described in:

https://www.finance.upenn.edu/sites/default/files/Object-codes-rules-in-Workday.pdf

Unless previously identified, no other Payroll reallocation to which the user has access will require additional approvals or being processed as a Restricted Request. You may complete a Regular Payroll Reallocation.