Finance Roles
Finance: Grants: Create Payroll Accounting
Adjustments
This is the replacement to the FEI (monthly and
bi-weekly employees paid on grants) and FA10 (biweekly employees, not paid from a grant) salary cost
transfer forms (i.e. “salary journals”).
Corrections to salary posted in the University’s legacy
systems (FRS/DHRS) prior to 3/26/2015 must be
completed via the legacy salary journal process.
Reasons

Continuation of Sponsored Funds to
Subsequent Period


A pending Principal Investigator verification/approval
of personnel; or waiting for agency approval

Expenses posted to prior budget year and being
transferred to new year
Delay in Establishing Award or No-Cost Extension
Delay in Establishing Award – Award was received late
from the agency

Delay in Establishing Award – Award was received by
the Office of Research Administration, however the Conflict
of Interest disclosure was still pending, which delayed the
opening of the legacy value account
No-Cost Extension – an extension of the award with no
additional dollars. While the University waits for the
approval from the agency, funds are allocated to a
University cost center
Error in Salary Cap Calculation






This is in reference to a multi-year approved project. If year
1 ended and the allocation of salary was not updated in a
timely manner for year 2. This could be due to:
An error in the mathematical calculation of the amounts
paid by the University vs. the amounts paid by the agency.
Salary Cap is a specified maximum rate at which an
individual may be paid from an agency’s funds (Agencies
typically with salary caps: DHHS (including NIH), Florida
Biomedical, Susan G Komen, Crohn’s & Colitis, JDRF)
Reallocation of Effort

During the Effort Certification period, either the award
account is missing or the effort percentage is incorrect, at
which point distribution needs to be reallocated
Initiating Roles


Cost Center Manager
Finance Business Process Initiator
University of Miami Workday Training
Approving Roles


Cost Center Manager
Effort Certification Manager (Office of Research
Administration)
Note: Prior to Workday Finance implementation, all
Payroll Accounting Adjustments will be approved by
ORA. However, from a practical perspective, they will
only be doing a detailed review of those involving
grants
Create Payroll Accounting Adjustment
From Search:
1. Enter create payroll accounting adjustment
2. Click Create Payroll Accounting Adjustment
3. Enter Employee name and press Return. If
additional employee names appear, click on the
relevant name from the list
to select Pay Groups (only Pay Groups
4. Click
that are relevant to the selected Employee will be
available to choose from)
to select Company (for Phase 1 of
5. Click
implementation this will always be
University of Miami)
to select Change Reason (refer to the
6. Click
definitions on the left)
7. Under
Optional Parameters:
to select Pay Periods
 Click
Note: this is the pay period that requires
adjustment. Multiple pay periods can
be selected and preferably to be use with
Using Dollar Amount option

Click All Periods

Select relevant Pay Period
 Leave Payroll Result Type as On-Cycle
Note: On-Cycle is the scheduled journal run
prepared by the Information Technology
Operator. Off-Cycle is non-scheduled (i.e.
special run, emergency run etc.)
Last Updated: 10/7/2015
For additional support please contact:
Coral Gables: itsupportcenter@miami.edu 305-284-6565 | Medical: help@med.miami.edu 305-243-5999
Finance Roles
Page 1 of 3
Finance Roles
Finance: Grants: Create Payroll Accounting
Adjustments
Note: You will not be able to execute this transaction
in Workday if the current posting does not appear. If
this is the case you must complete a Salary Transfer
Journal in FRS.
You may either continue by using Distribution
Percentages or Dollar amounts, see instructions for
both below:
and select file to attach, or drag and drop
10.Click
your file into the dotted box
11.Comments are required explaining the reason for
the cost transfer
12.Click Submit
Using Dollar Amounts
1. Click OK
Using Distribution Percentage
1. Click
to select Position (since some
2. Click
employees may hold multiple positions, it is
important to select the correct position to which
the adjustment is being made)
3. Click
to select Pay Component(s):
 Click Earnings
 Select all Pay Components relevant to
base/regular pay (including Vacation, Sick/EIB
Pay or Floating Holiday)
4. If not using current legacy value, type in a new
one in the Worktag field. Otherwise proceed to
next step
to add another row
5. If splitting allocation, click
and complete Position and Pay Component fields.
Repeat this step if you need to add additional
rows
6. Enter Distribution Percent for all rows
(must total 100%)
7. Click OK
8. Percentages that were entered in the previous
screen will now display as Dollar amounts
When applicable the following attachments are
required (can be obtained from the ORA website):

Worksheet for Calculating Mid-Period Allocations
and/or Salary Cap Allocations

Agency Approval Documents (obtained based on
change reason, attach proper documentation to
support the cost transfer)
9. Click
Attachments
University of Miami Workday Training
to select Position(s) (since some
2. Click
employees may hold multiple positions, it is
important to select the correct position to which
the adjustment is being made)
3. Click
to select Pay Component(s):
 Click Earnings
 Select all Pay Components relevant to
base/regular pay (including Vacation, Sick/EIB
Pay or Floating Holiday)
4. Click on the box next to Refresh Journal Lines
5. The current journal lines will appear (these are
amounts posted to the Financial Statement for the
specific months selected under Pay Periods)
Note: If you select more than one pay period,
scroll down to see each pay period separately
to delete all the rows that are NOT being
6. Click
journaled out - leave only the rows that need to
be corrected
7. Click
to add lines under Proposed Adjustment
to add additional rows to allocate the
8. Click
costing
to select Position (since some
9. Click
employees may hold multiple positions, it is
important to select the correct position to which
the adjustment is being made)
10.Click
to select Pay Component(s):
 Click Earnings
 Select Relevant Pay Component (it is
important to select all the pay components
relevant to the adjustment)
11.Type in a new Legacy Value in the Worktag field
Last Updated: 10/7/2015
For additional support please contact:
Coral Gables: itsupportcenter@miami.edu 305-284-6565 | Medical: help@med.miami.edu 305-243-5999
Finance Roles
Page 2 of 3
Finance: Grants: Create Payroll Accounting
Adjustments
12.Type the new dollar amount to charge the legacy
value in the Debit Amount field
Note: The sum of the debit amounts for Current
journal lines shown must equal the sum of debit
amount of Proposed Adjustments for each
Position/Pay component combination.
Notes

Worksheet for Calculating Mid-Period Allocations
and/or Salary Cap Allocations

Agency Approval Documents (obtained based on
change reason, attach proper documentation to
support the cost transfer)
13.Click
 PAA’s initiated after the certification period has
closed will not change a previously certified
effort report. If changes are required under
these circumstances, you must contact the
Office of Research Administration for
guidance. Re-certification will be required if the
requested changes are approved
Attachments
and select file to attach, or drag and drop
14.Click
your file into the dotted box
 PAA’s involving sponsored Legacy Values
require the approval of the Office of Research
Administration
15.Comments are required explaining the reason for
the cost transfer
16.Click Submit
If you are initiating a PAA affecting a sponsored
Legacy Value(s), be aware of the following:
 PAA’s should not be initiated after the effort
certification process has begun. Any
reallocation of effort during certification must
be processed through the certifier’s effort
report, which will generate a process for the
adjustments
When applicable the following attachments are
required (can be obtained from the ORA website):

Finance Roles

Effort Certification will continue to take place in
the legacy systems until July 2015
Changes to Initial Screen
If a change needs to be made to the Employee or Pay
Groups, click
at the top of the screen
Related Links & Policies
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
Payroll
Office of Research Administration
Federal Guidelines – Uniform Guidance
NSF – Award and Administration Guide
HHS – Grant Policies & Regulations
Related Tip Sheets
University of Miami Workday Training

Change Organization Assignments

Grants: Assign Costing Allocations

Assign Costing Allocations

Create Payroll Accounting Adjustments

Process Status And Workflow
Last Updated: 10/7/2015
For additional support please contact:
Coral Gables: itsupportcenter@miami.edu 305-284-6565 | Medical: help@med.miami.edu 305-243-5999
Finance Roles
Page 3 of 3