New and Existing Distributions
New distributions are required when an employee is first hired or is rehired on a different employee record number. A new distribution is also necessary if there is a transfer to a new department as well as at the beginning of a new fiscal year.
Entering Distributions in myUFL
To access an employee’s job data, login to the myUFL system and navigate to Workforce Administration > Job Information > Job Data.
Key in the employee’s UFID and search, then choose the correct employee record number and view the details.
Ensure the employee’s job data reflects where he or she has been hired; if the job data is still pending, a distribution will be able to be entered. Verify you are using the correct employee record and department. Also verify that the effective start date is correct. If not, a distribution cannot be entered until the EPAF is corrected. Be sure to save all distributions created in the Department Budget Table.
Working with Other Departments
Distributions are set up based on employee’s home department and funding source; you will be able to view only employees under your department and those for whom you have security to view. If you need to view employees in another department with whom you are collaborating, you will want to request the UF_KA_Budgeting_Inquiry role. The collaborating department would provide you with this role.
Temporary and 9/10-Month Appointments
When hiring a temporary, 9- or 10-month employee, you will still distribute for the entire year. Please note that a distribution only indicates where to charge a payroll expense and does not calculate a check for the employee. The employee only gets charged against the distribution when there is an active job data that applies to that distribution.
The system requires that a distribution is posted for 9- and 10-month faculty from hire date through the end of the fiscal year, as the short work break constitutes continued employment. The posted distribution will not affect the funds paid; that is, the employee will not be paid during the short work break. Please ensure that job data is updated to reflect short work break and return to work.
Distributions are only effective after time and labor has been approved. Therefore, please make sure that there is no time approved for an employee after his or her effective date of termination in order to ensure the employee does not continue to receive a paycheck. Information in the Department Budget Table is used to identify which fund to charge a payroll expense to once a paycheck is computed.
Payroll Distributions for Prior Employees
There is flexibility with the start date in the department budget tables. Because of this flexibility, a date prior to the employees start date in job data can and may be entered. If the employee has been a prior employee in PS, an error message will probably be generated. Please see the Prior Employees in Commitment Accounting instruction guide for more information.