Web-Enabled Salary Distributions
(WESD)
User Guide
Document Last Updated October 5, 2004
Table of Contents
Overview 3
Contacts 5
Glossary of Terms 6
WESD Features 7
Proxy 8
Access and Security 9
Logging on to WESD 10
Payroll - Navigation 12
Field Names 12
Buttons 13
Color Coding 14
Compare to Payroll 16
Messages 18
Warning Messages 18
Fatal Error Messages 19
Salary Plan 21
Accessing the Salary Plan 21
Buttons 21
Importing Distributions from Payroll 22
Adding Distributions 23
Saving Salary Plan 25
Moving Distributions from the Notepad 26
Updating Data 27
Select and Move Distributions to Payroll 29
Add a Job Class 32
Add a Job 33
WESD Non-Payroll Error Messages 34
Appendix A: Updates to WESD User Guide 36
Overview
PennERS
The PennERS (Effort Reporting System) project is an initiative sponsored by the Vice Provost for Research, the Division of Finance, the School of Medicine, and Information Systems & Computing. The project is designed to increase awareness of the regulatory requirements and provide better technological tools to meet the effort reporting needs of Penn’s research community. The goals of PennERS are:
· To provide the research and administrative communities enhanced tools to develop, manage, maintain, and report effort at the University of Pennsylvania
· To provide education and training for research personnel related to the general requirements for effort reporting
· To develop and provide a secure infrastructure, standard processes, and tools that will allow research faculty, staff, and administrators:
o To reduce the administrative burden of effort reporting
o To reduce the number of retroactive payroll adjustments resulting from the effort reporting process
o To provide more accurate and timely effort reports as required by the federal government
Components
The PennERS project is composed of three primary components
· WESD (Salary Distribution/Salary Planning)
o Real-time web access to current payroll job distributions to establish, review, and modify salary distributions
o Can be used as a tool to help facilitate future salary planning
· Effort Certification
o Web-based application for reviewing, adjusting, and certifying effort on sponsored projects
o Will be able to generate cost transfers (reallocations)
o Allows for home organization Business Administrator (BA) to assign another qualified BA to review effort reports for an individual in their home organization
· Tool(s) to assist certifiers in better understanding the effort report in order to accurately certify effort
Important URL Addresses
Accessing WESD
http://www.finance.upenn.edu/comptroller/payroll
PennERS
http://project.pennera.upenn.edu/penners/
Payroll Department
http://www.finance.upenn.edu/comptroller/payroll/
Payroll Forms
http://www.finance.upenn.edu/comptroller/forms/
University Payroll Closing Schedule
http://www.finance.upenn.edu/comptroller/accounting/closingsch/payroll
University Payroll/Personnel Procedures Manual
http://www.finance.upenn.edu/comptroller/payroll/manual/
Payroll Forms
http://www.finance.upenn.edu/comptroller/forms/forms.shtml#Payroll
Human Resources
http://www.hr.upenn.edu/
Required Forms for Foreign National Students/Scholars
www.finance.upenn.edu/comptroller/tax/forms
Handbook for Faculty and Academic Administrators
http://www.upenn.edu/assoc-provost/handbook/
U@Penn –Faculty and Staff Individual Payroll Information
https://sentry.isc.upenn.edu/uatpenn/
Contacts
WESD Help
University of Pennsylvania
Payroll Department
310 Franklin Building
3451 Walnut Street
Philadelphia PA 19104-6284
215-898-6301 (phone)
215-573-2554 (fax)
University of Pennsylvania
Human Resources
3401 Walnut Street
Philadelphia PA 19104-6228
http://www.hr.upenn.edu/
CPUP Human Resources
Benefits Specialists
3001 Market Street, Suite 320
Philadelphia PA 19104
Gail Dorn
215-349-5435
Elizabeth Berwick
215-349-5789
Penn Benefits Center
1-888-736-6236
Retirement Call Center
1-877-736-6738
U@Penn
Faculty and Staff Individual Payroll Information
https://sentry.isc.upenn.edu/uatpenn/
Glossary of Terms
Distribution
A line of payroll information which includes account number, earnings type, pay per amount, start and end/stop date
Mouse Over
Placing you mouse over a field of data to see additional information or values stored
Payroll
In WESD, the view of salary distributions as they exist in the Payroll/Personnel system. Distribution updates can be made here or in the Payroll/Personnel system.
PennERA
Penn Electronic Research Administration
PennERS
Penn Effort Reporting System
Proxy
An individual who is granted access to and individual(s) in WESD by the Home ORG
Salary Plan
On-line work area to allow planning for current and future payroll distributions. Eligible payroll information can be easily uploaded to Payroll/Personnel System.
WESD
Web-Enabled Salary Distribution
WESD Features
Below is listing of features regarding Web Enabled Salary Distribution:
· The system will provide view access to the following fields:
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o PennID
o Employee Name
o Home ORG
o ORG Description
o Job Number
o Job ORG
o Job Class
o Job Title
o Pay Cycle
o Employee Type
o Term
o Job Begin Date
o Job End Date
o Sponsor Name and Grant End Date
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· The system will allow modifications to the following fields*
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o Chart of Account
o Earnings Type
o Pay Period Amount
o Distribution Start Date
o Distribution End Date
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* All documentation requirements currently in place for each School/Center are still required for WESD updates.
General Features
• Uses current payroll data as primary source
• Updates payroll files in real-time
• Utilizes current account validation modules
• Searches based on Name or Penn ID’s vs. Name or SSN
o Name search shows only employees you have access
o Name search in Payroll system displays all names
• Displays Fund description, sponsor name and grant end date
• Calculates pay period amount by month
o Not available in current payroll system
o Distributions that don’t equal the job level pay period amount are highlighted
– Reduces over/underpayments
Salary Planning Features
• Ability to plan future salary distributions
• Easily move distributions entered in Salary Plan to Payroll
o Reduces keystroke errors
• Allows for more than eight distributions in planning
o However, only eight may be active/uploaded in payroll at any given time
Additional Features
• Ability to export data to Excel
• Proxy and update access by individual
• Ability to access salary distributions for all weekly and monthly salaried employees
F Will not be available for executive paid or positive paid employees
Proxy
· The system will provide the ability for a RESP ORG Payroll Administrator to view and update salary distributions for individuals outside of their Home ORG provided the Home ORG has signed-off on the access. The “Proxy” responsibilities are defined as follows.
o The “proxy” may create or change payroll distributions in the web-enabled system for future payments to individuals to whom they are assigned by the home organization’s BA. The ability to perform these functions must also remain in place for the home organization BA.
o The web-enabled system must permit the Payroll “proxy” access to all salary compensation payments – regardless of fund - for an individual to whom he/she is assigned as proxy. The ability to see all salary payments for an individual must also remain in place for that individual’s home org BA.
o The Payroll “proxy” is not responsible for transactions outside of the scope of those listed above. Those responsibilities are to remain with the home organization BA; e.g., add new job, change positions, promotions, change of marital status, etc.
o Proxy can add, modify & update distributions in payroll or in the salary plan
F Proxy cannot perform any other actions
o Changes need to be communicated between Proxy and Home ORG
Procedure for Obtaining Proxy
In order to receive ‘Proxy’ access for inquiry and/or update purposes, complete a WESD Proxy Security Request Form which can be found at the following web address:
http://www.finance.upenn.edu/comptroller/forms/
Access and Security
Below is a list of the information and instructions regarding WESD access and security:
· New Payroll Users
o WESD incorporated into on-going Payroll/Personnel System training
o Complete Request for Administrative Logon ID form
o Check off Update or Inquiry access to Job Assignment 004 screen
· Users will logon and be authenticated through PennKey NOT UMIS ‘P’ number
· WESD system contains application level security on an individual basis
o Access to all individuals you have in payroll
o Proxy access based on separate authorization form and by individual
· WESD security table built nightly
o Access 1 business day after Payroll access
· WESD verifies that the user is an active member of the Penn Community
o Inactive members cannot access WESD
· WESD a web-based system and will support PC & MAC based clients
o Both on & off-campus locations
· WESD available on the same schedule as Payroll/Personnel System
· If UMIS mainframe is down WESD will not be accessible
· WESD is calculation intensive. Performance can seem slow at times, especially after 2:00 p.m. when the mainframe is the busiest.
· To use export feature you need to install Excel
Logging on to WESD
From the Comptroller’s Homepage http://www.finance.upenn.edu/comptroller/payroll
· Click on the WESD link; click on Launch App link from the side bar or the WESD icon in the middle of the page
Logging on to WESD (cont.)
· Enter your PennKey
· Enter your Password
· Click on [log in]
· From the Person Search window, enter either the PennID or the Name Prefix
· Click on [submit]
F Click on [exit] to logoff WESD
Payroll - Navigation
The information shown here corresponds to the information in the Payroll/Personnel System.
Field Names
1. Employee, Penn ID, Home ORG, FY Salary*
2. Job Class, Job Title
3. Annual salary (by Job), Job ORG, Pay period amount, Begin date, End date
F The Pay Cycle, Employee Type and Term appear when you hover over any of the above fields.
4. Distribution account number CNAC, ORG, BC, FUND, OBJ, PROG, CREF
F The Fund name and Sponsor name and Grant end date (if applicable) appear when you mouse over the Fund number.
5. Sub-total pay period amount by month per Job Class– note the current month is highlighted
6. Grand-total pay period amount by month for all Jobs – note the current month is highlighted
7. Earning Type
8. Pay Per Amount
9. Begin date for distribution account number
10. End date for distribution account
Payroll – Navigation (continued)
Buttons
1. Click here to go to the Salary Plan (See separate section in Table of Contents)
2. Click here to export information to excel
3. Click here to print screen
4. Click here to exit the application
5. Click here to cancel and return to Summary screen
6. Click here to commit the changes made
7. Click to see the current month plus the next 12 months
8. Click here to see the following:
- Annual salary divided by 9
- Annual salary divided by 12
- Annual salary divided by 12
F The default for these radio buttons is based on the Term code recorded in Payroll. Mouse over the job number to see the Term code.
F For the 9/9 calculation the sub-total dollar amounts will be highlighted in red for the months of June through August.
9. Click here to re-calculate data entered
Payroll – Navigation (continued)
Color Coding
· White – current distribution
· Grey – past distribution
· Blue – future distribution
· Yellow – distribution ending this month
· Red – error on the page
· Green – highlights changes/edits
F If the calculated monthly amount does not equal the job pay period amount that is recorded in payroll, the monthly amount will be highlighted in red. Mouse over the monthly amount to see what the amount should be.
Payroll – Updating
The system will allow modifications to the following fields:
o Chart of account
o Earnings Type
o Pay period amount
o Distribution start date
o Distribution end date
F Once these updates are confirmed the information is automatically updated in the Payroll/Personnel System.
For example, let’s add a distribution for additional Grant funding (527981) of $3,000 received for the period October 1, 2004 thru September 30, 2005. We’ll also need to reduce the General Unrestricted fund (000000) by $3,000 annually or $250.00 per pay period.
F The total annual salary (per Job) cannot be adjusted (i.e. increased/decreased) in WESD.
· Click on [commit]
Payroll – Updating (continued)
Compare to Payroll
The entered payroll information is compared to the current payroll information in the Payroll/Personnel System. The new information is highlighted in green.
F Note the message that appears at the top of the screen. You can mouse over the new values to see the old values.
· Click on [confirm update]
F
Click on [Cancel] to disregard any changes. The pop-up window will appear below. Click on [OK] to return to the Person Search window or [Cancel] to continue with the changes.
Payroll – Updating (continued)
The payroll updates are now updated in both WESD and the Payroll/Personnel System.
· If transaction completed, click [exit] to logoff
F
To select another individual click on [cancel]. From here you can click on [search] to enter a new Name prefix or PennID.
Payroll – Updating (continued)
Messages
There are two types of errors that will appear at the top of the screen:
· Informational – which may include the next step(s) to be followed to process an update(s)
· Errors – which may include a ‘warning’ or a ‘fatal error’ message
F Note the error messages that appear on the Payroll screen are the same error messages that appear in the Payroll/Personnel System.
Warning Messages
For example, if you type the wrong distribution amount in a current distribution (5,000 instead of 500) the message at the top of the screen will appear. In this case you would want to click on [cancel] and change the amount to 500.00
F There may be situations where you need to enter an amount greater than the current pay period amount. For example - a CPUP Variable Pay (CVP) or Administrative Stipend (CST). In these cases you would receive the ‘Warning’ message but would continue to [confirm update]*
* All documentation requirements currently in place for each School/Center are still required for WESD updates.
Payroll – Updating (continued)
Messages (continued)
Fatal Error Messages
As in the Payroll/Personnel System, there are error messages that must be corrected prior to proceeding with an update. These error messages will also appear at the top of the screen as well as highlight the location of the error in red. In addition, you will be able to click on a link and be taken directly to the error on the screen.
For example, type a ‘1’ instead of a ‘4’ in the BC field on Distribution line 3 for Job 1. When you click on [commit] and then click on [confirm update] a fatal error message will appear at the top of the screen.
F Note in the case of the ‘fatal’ error message the message does not appear until after clicking on [commit] and then [confirm update]. In the case of the ‘warning’ message, the message will appear after clicking on [commit].
The fatal error must be corrected before the information can be confirmed and saved to the payroll system. In other words, this is a ‘fatal’ or terminal error and you can’t proceed until it is corrected.
Payroll – 12 Month View
In order to view salary payments for the current month through the next 11 months
· Click on [12 month view]
F
If you would like to remove the full chart of account number (with the exception of the Fund which will continue to be displayed) click on [Hide]