Functional Area: Manager Self Service (MSS) / MSS One Time Payment
Purpose MSS
Use this procedure to initiate a one-time paymentfor an employee in your organization, (such as a bonus or award.) The One Time Payment PCR will create a payment that will occur only once, and must be dated with today's date, or a future date.
Prerequisites
Manual processes existing outside of the PCR are still performed in the organizational business office and require coordination with HR Comp. as applicable. Some of the processes prior to the submittal of a PCR are documented in the Business Process Information below.
URL Address
Use the followingURL to begin this transaction:
- Login tothe UC Flex Portal at
- "PCR/New Hire Processing Schedules" -- is a good document regarding Payroll due dates for PCRs. Itcan be found on the Payroll Operations Web Site.
- The "PCR Overview" tab in MSS provides a PCR Status Report for PCRs you have initiated.
- The "Overview" tab will contain all PCRs that have been returned to you as the initiator to edit and resubmit.
- Click on the "Overview" tab to locate PCRs that have been returned to you for further processing, or the Status of PCRs you have created..
- On certain screens you may have to scroll to view some data entry fields.
- The Effective Date field is the effective date for the action. Today's date is the default date automatically pre-filled in the PCR. You can change it to another date by typing the date in the format: MM/DD/YYYY; or you can use the calendar control to select the effective date for the action by clicking a the end of the date field itself.
- Standard Search allows you to find the employee by either the Last Name, First Name or Personnel Number (PERNR); or
- Advanced Search provides more criteria to search for the employee: Organizational Unit, Personnel Area, Personnel Subarea.
One Time Payment PCR
Tips and Tricks
Any action which requires salary changes must follow additional levels of approvals and decision-making. Decisions regarding one-time payments are often approved by the HR Compensation Department, and also Government Cost Compliance (GCC). Workflow rules are in place to route the PCRs in support of the business requirements. The updated MSS solution will continue to utilize workflow rules that are in place now for the One Time Payment PCR approvals. The revised workflow rules will in future always require Unit Level and VP Level Approvals, and sometimes (based upon the reason code) will require a special handling approver. Designated Special Handling approvers in workflow (based upon the wage type/reason code) include: GCC (based upon reason code for Extra Compensation) and HR Comp (reason code(s) for bonus and award).
The account line information funding the One Time Payment PCR will override the cost elements that are used in the position to which that employee is assigned. If account line information is not provided, the funding for that additional payment to the employee will again reflect the cost elements of the position to which he is assigned.
Many enhancements made to the PCRs in general have been made since the initial go-live. A summary of improvements are listed below:
-- Edit checks for account lines against the FI Master Account Tables
The One Time Payment PCR cannot be successfully submitted unless the account line data provided is accurate. Any invalid FUND-COST CENTER-FUNCTIONAL AREA-GRANT combination provided for the cost elements will result in system generated messages to alert and stop the initiator from submitting a PCR containing information that is not valid.
-- Date Specific Edits
Date-specific edits in the system enhance the functionality of the One Time Payment PCR. All grant-related costing elements related to the One Time Payment PCR are verified by a system edit check. One Time Payment PCRs can only have an effective date “today”. System edits are in place to disallow back-dated one-time payments.
-- 0EXC Wage Type Automation Process
Government Cost Compliance developed a new automated process for what was once performed manually. The One Time Payment PCR was further customized to accommodate the 0EXC business requirements. The customizations included the creation of a new wage type 0EXC [Intersession compensation] and a new workflow rule created to route all PCRs with the 0EXC wage type to route to GCC for approval. Edit checks were also required for the One Time Payment PCR to validate the employee subgroup eligible for the wage type (employee subgroup restriction: F2 [Faculty 9/12]). Extra comp for 9/12 faculty is calculated on Base Pay (IT0008) plus Salary2 (IT0014).
-- Background Update Process
All PCRs have been designed to update the employee master record using the automated back-end update routine which does not require completion by the HR Data Operations staff. Greater efficiencies have been achieved by this enhancement for both HR and FI.
Following the automated update into SAP, a notification will be sent to the initiator of the PCR stating that the PCR has been processed.
Valid Wage Types
- Valid Wage Type Payable on One-Time Payment PCRs
0ATO [Auto allowance]: Additional payment to employees when the use of their automobile is required for performance of their duties. Only applicable if payment is included in the employee's employment contract.
0AWD [Award]: Payment to employees for various departmental awards - i.e. teaching award, employee of the year award, etc. (All student awards must be processed through Catalyst via the E-160)
0BNS [Bonus]: Additional payment for outstanding performance. Such payments must abide by the criteria of the approved bonus plan for the employee's dept/college/area and/or applicable union contract.
0EXC [Intersession compensation]: Additional payment based upon effort expended on grant activities. The academic departments initiate the extra compensation payment via a PCR process in the UCFlex payroll system.
0HOU [Housing allowance]: Additional payments to cover the cost of housing. Only applicable if payment is included in the employee's employment contract.
0MOV[Moving Exp-Non taxable]: Since the University of Cincinnati recruits for talented faculty and staff positions nationally and internationally, employment offers may result in relocation for a new hire. Payments are made for eligible staff members for relocation expenses incurred from moving to the University of Cincinnati on the One Time Payment PCR. Reimbursable expenses include the reasonable costs of transporting household goods and personal effects from the previous residence to the new residence; and the reasonable costs of travel and lodging for members of the employee's household in moving from the old location to the new location (one trip per person). If moving includes traveling by automobile, non-taxable reimbursements may be based on actual expenses (such as gas and oil, but not repairs, maintenance, depreciation, and insurance), or at the Internal Revenue Service mileage reimbursement rate plus tolls and parking fees (per written agreement).
0MVT [Moving Exp-taxable]: Payments made for additional expenses associated with an employment related move are fully taxable as wages, regardless of the source of funds. Examples of such expenses include a portion of the auto mileage, meals while en route to the new location, all costs associated with house-hunting trips, temporary living expenses at the new location, and any costs incurred in selling the old residence or acquiring the new residence. In certain instances, the Internal Revenue Service restricts the tax deductibility of various reimbursements. Individuals should check with their own tax advisors to determine the taxability of these reimbursements (per written agreement).
0RET [Retirement Payment]: Payout to qualified employees for early retirement incentives as applicable.
0ROY [Royalty Payment]: Compensation for an agreed amount of the income from a work, paid to its author, composer, patent holder, etc.
11/7/2017
Ver: Rev 2016-1 / MSS One Time Payment PCR.udc
© University of Cincinnati / 1/1
Work Instruction
Functional Area: Manager Self Service (MSS) / MSS One Time Payment
Procedure
1. / Login to the UC Flex portal at
Welcome - UCFlex Enterprise Portal - Windows Internet Explorer
2. / Click the Manager Self-Service tab .
Work Overview - UCFlex Enterprise Portal - Windows Internet Explorer
3. / Click the Personnel Change Request tab .
Select Employee
4. / As required, complete/review the following fields:
Field / R/O/C / Description
Last name: / Required / Employee's last name
Example:
uet*
First Name: / Optional / Employee's first name
Example:
george
Personnel Number: / Optional / Unique number assigned to an employee's job assignment
Example:
1373
/ Advanced Search provides more criteria to search for the employee: Middle Name, Organizational Unit, Personnel Area, Personnel Subarea.
Select Employee
5. / Click the Start button .
/ Remember to use the PCR "Step Road Map" toknow the phase of thePCR initiating process.
Select Employee
6. / Click the button to select an employee.
Employee Details
7. / Click Next button .
Select Process for Uetz George
8. / Click the button to select the One Time Payment PCR.
Select Process for Uetz George
9. / Click the Next button .
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer
10. / Click in the Effective Date field.
Start Process for Employee - UCFlex Enterprise Portal - Internet Explorer
11. / As required, complete/review the following fields:
Field / R/O/C / Description
Effective Date / Required / Date the changes become effective for the employee's record or Effective date of plan data (Benefits)
Example:
11/01/2016
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer
12. / Click the wage type pick list button .
/ Use the save as a Draft to complete the PCR later. A draft creates a collision (just like an earmark). Finish processing as soon as possible to not block other PCRs.
Start Process for Employee - UCFlex Enterprise Portal - Internet Explorer
13. / Click .
Fill Out Form UC One Time Payment for Uetz George W: Step 3 (Fill Out Form)
14. / Scroll down to view more fields.
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer
15. / As required, complete/review the following fields:
Field / R/O/C / Description
Amount / Required / Amount to be processed
Example:
500
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer
16. / As required, complete/review the following fields:
Field / R/O/C / Description
Cost Center / Required / Organizational unit for capturing costs
Example:
715400998
Functional Area / Required / Organizational unit in accounting that classifies the expenses of an organization by functions; i.e. Instruction (0), Research (1), Public Service (2), Academic Support (3), Student Services (4), Institutional Support (5), Operation and Maintenance (6), Scholarship and Fellowship (7), Auxiliaries (8), Hospital (9), None (X)
Example:
0
Grant / Optional / Award to the university as additional resources normally to support instruction, research, public service and scholarship with specified guidelines for spending and reporting; At UC the term Grant includes Grants, Contracts, Cooperative Agreements and Sub-Awards.
Example:
1000240
Order / Optional / Cost Collector; Can vary from simple activities to complex projects and can cross an organization's fiscal years, funding sources, and organizational units
Example:
P34913
WBS Element / Optional / Work Breakdown Structure Element utilized to track plant projects
Example:
10042A10
Fill Out Form UC One Time Payment for Uetz George
17. / Scroll down to view the New Comments text box.
Start Process for Employee - UCFlex Enterprise Portal - Windows Internet Explorer
18. / As required, complete/review the following fields:
Field / R/O/C / Description
New Comments / Required / Comments add to a PCR tofurther explainthe reason for the action
Example:
Award due to creating large cost savings
/ Comments must be provided so the approvers know the reason for the PCR. and to make clear the intent of the PCR.
Fill Out Form UC One Time Payment for Uetz George
19. / Click the Next button .
Review Form UC One Time Payment for Uetz George W: Step 4 (Review and Send)
20. / Scroll up to review the data.
Review Form UC One Time Payment for Uetz George
21. / Click the Send button .
/ This is the last screento check the accuracy of the entered data beforesending the form.The form can't be changed on this step. Click the previous button toedit the data.
Step Completed
22. / Click .
/ It's very important to logoff before closing the browser window. Your session could hang or remain open.
Welcome - UCFlex Enterprise Portal - Internet Explorer
23. / Click Yes .
End of simulation.
24. / End.
11/7/2017
Ver: Rev 2016-1 / MSS One Time Payment PCR.udc
© University of Cincinnati / 1/22
Work Instruction
Functional Area: Manager Self Service (MSS) / MSS One Time Payment
Result
You have initiated an One Time Payment PCR.
11/7/2017
Ver: Rev 2016-1 / MSS One Time Payment PCR.udc
© University of Cincinnati / 1/22