Modifying and Distributing Position Costs

This section provides an overview of how the system distributes position costs and discusses how to:

View and modify salary distributions.
Enter earnings.
View and modify distributions for earnings and allowance costs.
Enter benefits data.
View and modify distributions for benefit costs.
Enter employer-paid taxes.
View and modify distributions for employer-paid tax costs.

Pages Used to Modify and Distribute Position Costs

Page Name	Definition Name	Navigation	Usage
Position Data - Salary Distribution	BP_SALARY_DISTR	Click the Salary Distribution link on the Position Data page. For an employee, click the Salary amount link on the Position Data - Employee Job History page.	View and modify dimension distributions for the salary costs of a position or for an employee assigned to a position.
Position Data - Earnings/Allowance	BP_EARN_CD	Click the Earnings/Allowance Defaults link on the Position Data page. For an employee, click the Subject Earnings, Allowance, or OTP amount link on the Position Data - Employee Job History page.	View and modify earnings and allowance costs for a position or for an employee assigned to a position. Define earnings as part of gross pay.
Position Data - Earnings/Allowance Distribution	BP_EARN_DISTR	Click Distribution on the Position Data - Earnings/Allowance page.	View and modify dimension distributions for the earnings and allowance costs that are associated with a position or an employee who is assigned to a position.
Position Data - Benefit Plan	BP_BNFT_PLAN	Click the Benefits Defaults link on the Position Data page. For an employee, click the Benefits amount link on the Position Data - Employee Job History page.	View and modify benefits for a position or for an employee assigned to a position.
Position Data - Benefits Distribution	BP_BNFT_DISTR	Click Distribution on the Position Data - Benefit Plan page.	View and modify dimension distributions for the benefits costs that are associated with a position or an employee who is assigned to a position.
Position Data - Tax Rate	BP_TAX_RATE	Click the Tax Default link on the Position Data page. For employee, click the Tax amount link on the Position Data - Employee Job History page.	View and modify employer-paid taxes for a position or for an employee who is assigned to a position.
Position Data - Tax Distribution	BP_TAX_DISTR	Click the Distribution button on the Position Data - Tax Rate page.	View and modify dimension distributions for the employer-paid tax costs that are associated with a position or an employee who is assigned to a position.

Understanding How the System Distributes Position Costs

You can distribute position costs across multiple planning centers. For example, if your planning center is defined as Department, you can distribute position costs across multiple planning centers when one or more departments share the cost of a position. In the case of a shared position, you assign one planning center as the owner of the position. The planning center owner of the position must enter the distributions for other planning centers. Users of the other planning centers see the distributions in their personnel line item activity after the planning center owner copies or submits their master version and the system recalculates the planning model.

Distributions are a percentage of the position cost to be distributed. Dimensions and members that are available for use on the distribution pages are dependent on those defined for positions in the Activity Group and related account default setup.

Use the Position Data - Salary Distribution, Earnings/Allowance Distribution, Benefits Distribution, and Tax Distribution pages to view and modify distributions for a position or for an employee assigned to a position. If you are working with distributions for a position, the system uses the distribution definition for each whole and partial FTE that is assigned to the position. The total FTE for a position appears on the Position Data page. If you are defining distributions for an employee that is assigned to the position, the system uses the distribution definition for the FTE that is associated with the employee ID, employee record number, and position. The FTE for the employee appears on the Position Data - Employee Job Detail page. The Position Data - Salary Distribution page also displays the FTE for a position or employee.

Note: If you add a position but the coordinator has not defined a distribution profile for the job code default, then the salary, earnings, benefits, and tax distributions at the position level default to use 100 percent for the planning center dimension. You must enter any other dimension distributions for the position using the distribution pages.

If the coordinator sets up the system to use the default dimension values in a distribution profile, the system populates the dimension values on the Position Data - Salary Distribution, Earnings/Allowance Distribution, Benefits Distribution, and Tax Distribution pages after you save a new position.

There is no online validation for dimension combination in the position activity during save. If you select Enforce Budgets on the parent line item activity, the system validates dimension combinations when inserted into that activity. If the system finds an invalid dimension combination in line item, the system displays an error message. You will need to make the correction to the dimension combination in the position activity, the source of the combination in error.

Warning! If you distribute compensation costs for a position across different line item ledgers, you will need to enter the data into each of the scenarios separately with its prorated share of the position costs. One position activity is associated with only one parent line item activity that is tied to a single ledger ID for the scenario. For this reason, there is no system constraint on the distribution pages that force 100 percent distribution of the position costs. You can enter distribution percentages for the position that do not total 100 percent on the distribution pages. Therefore, ensure that the distribution percentages that you enter across multiple scenarios add up to 100 percent. Within a planning model, the system does validate that the entered distribution percentage does not exceed 100 percent.

Position Data - Salary Distribution Page

Use the Position Data - Salary Distribution page (BP_SALARY_DISTR) to view and modify dimension distributions for the salary costs of a position or for an employee assigned to a position.

Navigation

Click the Salary Distribution link on the Position Data page.
For an employee, click the Salary amount link on the Position Data - Employee Job History page.

Image: Position Data - Salary Distribution page

This example illustrates the fields and controls on the Position Data - Salary Distribution page. You can find definitions for the fields and controls later on this page.

Salary

Account Default

The default account that salary distribution amounts are associated with. You cannot edit this field.

Budget Impact

Total Salary

The total salary amount for the position or employee for all of the effective dated rows. You cannot edit this field.

Total FTE Adj. Salary (total full time equivalent adjusted salary)

The total FTE adjusted salary amount for the position or employee for all of the effective dated rows. You cannot edit this field.

Effective Dated Distributions

Use this section to view and modify salary distributions over time. If changes occur during the budgeting cycle, click the Add icon to insert additional effective-dated rows and enter the new values. Click View All button to view all of the distributions on a single page, or use the arrows to scroll through them individually. Each row contains distributions amounts for the period of time defined by the start date and end date for that row. Rows are arranged in descending order from top to bottom. The End Date field does not appear for the most current row, or if there is only one effective dated row. You can add future-dated rows but if the start date is beyond the last day of the budget year then no values are calculated since there is no budget impact, otherwise the amounts are calculated for the time period defined by that row. Each effective-dated distribution row includes the following fields:

Select Flag

Click to select a row so that you can duplicate it or delete it by clicking the appropriate action button.

Start Date

The first date for which the distribution applies.

End Date

The last date for which the distribution applies. If blank, the distribution applies from the start date through the budget end date. When you add a new effective-dated row, this value is automatically populated with the date that is one day less than the start date of the next sequential effective dated row.

FTE (full time equivalent)

Lists the full time equivalent value for each job row. You cannot edit this field.

Account

Lists the expense account used for salary costs. You can modify the account only if the coordinator selected Allow Account Override for the salary on the Salary Group page.

Apply Salary Distributions

Select to apply the same salary distributions to all of the other cost components (such as earnings, benefits, and tax).

The Apply Salary Distributions option, and grids to alter the distributions on the earnings, benefits, and tax pages are unavailable when you select this check box. If you want to apply different dimensions distributions to the other cost components, deselect this check box.

Distribution

For each distribution line, select values for the dimensions that represent the budget to which you are distributing the salary costs. Click the Add icon to insert additional distribution lines. You may distribute position costs to multiple planning centers as the owner of the position.

Enter the Percentage of the total salary to be charged to each distribution line.

Total Salary

The actual salary amount for the position or employee assigned to the position. You can only edit this amount only if the coordinator selects Amount Override Allowed for the salary on the Salary Group page.

Total Salary Applied

The actual amount of salary distributed for the position or an employee assigned to the position for all of the distribution lines. You cannot edit this field.

FTE Adj. Salary (Full time equivalent adjusted salary)

The calculated amount of FTE times the Total Salary Applied. You cannot edit this field.

Unapplied Percentage

The percentage of the salary that is not applied. You cannot edit this field.

Action Buttons

Delete Selected Rows

Click to delete the selected effective-dated distribution rows.

Duplicate Selected Rows

Click to copy the selected effective-dated distribution rows and insert them as new effective-dated distribution rows (to save data entry time). Edit the new rows as needed after you copy them.

Recalculate Budget Impact

Click to update the budget impact amounts for Total Salary and Total FTE Adj. Salary to reflect any changes you make to the effective-dated distributions.

Position Data - Earnings/Allowance Page

Use the Position Data - Earnings/Allowance page (BP_EARN_CD) to view and modify earnings and allowance costs for a position or for an employee assigned to a position.

Define earnings as part of gross pay.

Navigation

Click the Earnings/Allowance Defaults link on the Position Data page.
For an employee, click the Subject Earnings, Allowance, or OTP amount link on the Position Data - Employee Job History page.

Image: Position Data - Earnings/Allowance page

This example illustrates the fields and controls on the Position Data - Earnings/Allowance page. You can find definitions for the fields and controls later on this page.

% Salary (percentage of salary) and Fixed Amount

Enter the earnings amount as a percentage of salary or as a fixed amount, but not both.

You can only modify these fields if the coordinator selected Amount Override Allowed for the earnings code on the Earnings Group page.

Earnings Amount

Displays the earnings or allowance cost based on the percentage or fixed amount definition that you enter.

Earning Code

Select an earnings code for the position if the coordinator selected the Amount Override Allowed for the earnings code or allowance on the Earnings Group page.

If you are modifying earnings for a position, the earnings code displays the defaults for the position. If you are defining earnings for an employee who is assigned to the position, the earnings code displays for the employee ID, employee record number, and position.

Note: You cannot make changes to earning codes that are identified as used for overtime calculations or hours/shift calculations by hours/shifts earning codes using this page; instead you must use the Position Data - Overtime Earnings Calculation page.

See Position Data - Overtime Earnings Calculation Page.

Add Gross

Displays as either selected or cleared based on the earnings code definition, which you can view using the Earnings Code page. This field is not modifiable.

For position data calculations based on gross pay, the system determines the gross pay amount by summing the base salary and all earnings defined as Add Gross. Allowances are those earnings that are not defined as part of gross pay.

One-Time pay

If the one-time payment uses an earning code that is marked as Add Gross, the amount is added to gross pay amount for percent calculations using gross pay. The system includes the one-time payment amount for that period but does not annualize the amount. One-time payments are associated with the effective date.

If you are assigning an employee to a new position that contains a one-time payment and the employee is entitled to the one-time payment, both the employee's effective date and the new position effective date must be the same so that the system can capture and create the one-time payment for the employee. If you have one-time payments that are defined for an existing employee who fills a position, the system does not carry forward one-time payments when inserting a different effective-dated row. The system captures one-time payments when effective dates are equal but the sequence number is different.

Account

Enter the expense account used for earning costs if the coordinator selected Allow Account Override for the earnings code on the Earnings Group page.

Distribution

Click to access the Position Data - Earnings/Allowance Distribution page and view and modify dimension distributions for the earnings and allowance costs that are associated with a position or an employee who is assigned to a position.

See Position Data - Earnings/Allowance Distribution Page.

Gross Salary

Displays the value that the system uses to calculate earnings that are defined as a percentage of salary.

Earnings (Added to Gross)

Displays the sum of all earnings that are included with gross salary the system uses to calculate benefits and taxes that are defined as a percentage of gross pay.

Allowance

Displays a value representing all earning totals that are not added to gross pay.

Total Earnings

Displays the calculated sum of all earnings and allowance costs associated with the position or an employee assigned to the position.

One Time Pay

Displays the sum of those earnings that are selected as one-time payments for the current effective date.

Position Data - Earnings/Allowance Distribution Page

Use the Position Data - Earnings/Allowance Distribution page (BP_EARN_DISTR) to view and modify dimension distributions for the earnings and allowance costs that are associated with a position or an employee who is assigned to a position.

Navigation

Click Distribution on the Position Data - Earnings/Allowance page.

Image: Position Data - Earnings/Allowance Distribution page (1 of 2)

This example illustrates the fields and controls on the Position Data - Earnings/Allowance Distribution page (1 of 2). You can find definitions for the fields and controls later on this page.

Image: Position Data - Earnings/Allowance Distribution page (2 of 2)

This example illustrates the fields and controls on the Position Data - Earnings/Allowance Distribution page (2 of 2). You can find definitions for the fields and controls later on this page.

Account, Earning Code, and Earnings Amount

Displays default values from the Position Data - Earnings/Allowance page.

The earnings amount is the earning cost that is associated with a particular earning code.

Earnings Applied and Amount Remaining

Displays a running total of the earnings applied and amount remaining.

Compare the earnings amount (the total earnings for the earning code) with the earnings applied (the distributed amount). The amount remaining is the difference between the earnings amount and earnings applied. It is the amount of earning costs that remains to be distributed to dimensions.

Apply Salary Distribution

Click to use the same dimension values that you used for the salary distribution. If the option is disabled, it indicates you are already applying the salary distributions. You will need to go to the Position Data - Salary Distribution page to clear the Apply Salary Distributions check box if you want to apply a different dimension distribution.

Percent

Enter a percentage to indicate the portion of the earnings amount that you want to charge to the associated dimension distribution.

Enter the percentage as a whole number. For example, enter 30 for 30 percent.

Note: If the Percent field is disabled, it may mean that the Apply Salary Distributions check box is selected on the Position Data - Salary Distribution page.

Amount

Displays the amount of the earning cost as determined by the percentage that you enter.

For example, if the earnings amount is 20,000 USD and you want to charge 100 percent to one dimension distribution, the default amount is 20,000 USD. To split the earning cost between two dimension distributions, enter 50 for one and 50 for the other. The default amount for each line is 10,000 USD.

For each distribution line, select values for the dimensions that represent the budget to which you are distributing the earning amounts. You may distribute these earning amounts and other related position costs across multiple planning centers.

Total Earnings

Displays the sum of the calculated earnings amount for all earnings that are assigned to the position or an employee assigned to the position.

Total Earnings Applied

Displays the sum of all earnings distributed for the position or an employee assigned to the position.

Amount Remaining

Displays the difference between the total earnings and total earnings applied. It is the earning amount for all earning codes that remain to be distributed to dimensions.

Position Data - Benefit Plan Page

Use the Position Data - Benefit Plan page (BP_BNFT_PLAN) to view and modify benefits for a position or for an employee assigned to a position.

Navigation

Click the Benefits Defaults link on the Position Data page.
For an employee, click the Benefits amount link on the Position Data - Employee Job History page.

Image: Position Data - Benefit Plan page

This example illustrates the fields and controls on the Position Data - Benefit Plan page. You can find definitions for the fields and controls later on this page.

% Salary (percent of salary) and Fixed Amount

Enter the benefits amount as a percentage of the gross pay amount or as a fixed amount, but not both.

You can only modify these fields if the coordinator selected Amount Override Allowed for the plan type on the Benefit Group page.

Benefits Amount

Displays the benefits cost amount based on the percentage or fixed amount definition that you enter.

Plan Type

Select a benefits plan type if the coordinator selected Amount Override Allowed for the plan type on the Benefit Group page.

If you are modifying benefits for a position, the plan type displays the benefit defaults for the position. If you are defining benefits for an employee who is assigned to a position, the plan type displays the benefit defaults for the employee ID, employee record number, and position.

Account

Enter the expense account used for the benefit if the coordinator selected Account Override Allowed for the Plan Type on the Benefit Group page.

Distribution

Click to access the Position Data - Benefits Distribution page and view and modify dimension distributions for the benefits costs that are associated with a position or an employee who is assigned to a position.

See Position Data - Benefits Distribution Page.

Gross Pay

Displays the amount that determines the benefits amount if the plan type is defined as a percentage of salary.

It is the sum of the base salary and earnings that are defined as Add to Gross pay.

Total Benefits

Displays the calculated sum of all benefit costs associated with the position or an employee assigned to the position.

Position Data - Benefits Distribution Page

Use the Position Data - Benefits Distribution page (BP_BNFT_DISTR) to view and modify dimension distributions for the benefits costs that are associated with a position or an employee who is assigned to a position.

Navigation

Click Distribution on the Position Data - Benefit Plan page.

Image: Position Data - Benefits Distribution page

This example illustrates the fields and controls on the Position Data - Benefits Distribution page. You can find definitions for the fields and controls later on this page.

Account, Plan Type, and Benefits Amount

Displays default values from the Position Data - Benefit Plan page.

The benefits amount is the benefit cost that is associated with a particular benefit plan type.

Benefits Applied and Amount Remaining

Displays a running total of the benefits applied and amount remaining.

Compare the benefits amount (the total benefit for the plan type) with the benefits applied (the amount that has been distributed). The amount remaining is the difference between the benefits amount and benefits applied. It is the amount of benefit costs that remains to be distributed to dimensions.

Percent

Enter a percentage to indicate the portion of the benefit amount that you want to charge to the associated dimension distribution.

Enter the percentage as a whole number. For example, enter 30 for 30 percent.

Note: If the percent field is disabled, it may mean you have the Apply Salary Distributions check box selected on the Position Data - Salary Distribution page.

Amount

Displays the amount of the benefit cost as determined by the percentage that you enter.

For example, if the benefit amount is 20,000 USD and you want to charge 100 percent to one dimension distribution, the default amount is 20,000 USD. To split the benefit cost between two dimension distributions, enter 50 for one and 50 for the other. The default amount for each line is 10,000 USD.

For each distribution line, select values for the dimensions that represent the budget to which you are distributing the benefit amounts. You may distribute these benefit amounts and other related position costs across multiple planning centers.

Apply Salary Distribution

Click to use the same dimension values that you used for the salary distribution. If the option is disabled, it indicates you are already applying the salary distributions. You will need to go to the Position Data - Salary Distribution page to clear the Apply Salary Distributions option if you want to apply a different dimension distribution.

Total Benefits

Displays the sum of the calculated benefit amount for all benefits assigned to the position or an employee assigned to the position.

Total Benefits Applied

Displays the sum of all benefits distributed for the position or an employee assigned to the position.

Amount Remaining

Displays the difference between the total benefits and total benefits that have been applied.

It is the benefits amount for all plan types that remains to be distributed to dimensions.

Position Data - Tax Rate Page

Use the Position Data - Tax Rate page (BP_TAX_RATE) to view and modify employer-paid taxes for a position or for an employee who is assigned to a position.

Navigation

Click the Tax Default link on the Position Data page.
For employee, click the Tax amount link on the Position Data - Employee Job History page.

Image: Position Data - Tax Rate page

This example illustrates the fields and controls on the Position Data - Tax Rate page. You can find definitions for the fields and controls later on this page.

% Salary (percent of salary) and Fixed Amount

Enter the employer-paid tax amount as a percentage of the gross pay amount or a fixed amount, but not both.

You can only modify these fields if the coordinator selected Amount Override Allowed for the tax class on the Employer Tax Group page.

Maximum Gross

Enter the maximum gross pay amount against which employer-paid taxes are applied.

This amount can be defined at the coordinator level using the Employer Tax Group page.

Tax Amount

Displays the system-derived amount for employer-paid taxes.

The system determines the tax amount based on the percentage of gross pay or fixed amount definition that you enter, without exceeding the maximum gross amount defined.

Tax Class

Select the employer-paid tax defaults if the coordinator selected Amount Override Allowed for the tax class on the Employer Tax Group page.

If you are modifying tax for a position, the tax class displays the defaults for the position. If you are defining tax for an employee who is assigned to a position, the tax class displays defaults for the employee ID, employee record number, and position.

Account

Enter the expense account used for the tax costs if the coordinator selected Account Override Allowed for the Tax Class on the Employer Tax Group page.

Distribution

Click to access the Position Data - Tax Distribution page and view and modify dimension distributions for the employer-paid tax costs that are associated with a position or an employee who is assigned to a position.

See Position Data - Tax Distribution Page.

Gross Pay

Displays the amount that determines the tax amount if the tax class is defined as a percentage of salary.

It is the sum of the base salary and earnings that are defined as add to gross pay.

Total Tax

Displays the calculated sum of all tax costs associated with the position or an employee assigned to the position.

Position Data - Tax Distribution Page

Use the Position Data - Tax Distribution page (BP_TAX_DISTR) to view and modify dimension distributions for the employer-paid tax costs that are associated with a position or an employee who is assigned to a position.

Navigation

Click the Distribution button on the Position Data - Tax Rate page.

Image: Position Data - Tax Distribution page

This example illustrates the fields and controls on the Position Data - Tax Distribution page. You can find definitions for the fields and controls later on this page.

Account, Tax Class, and Tax Amount

Displays the default values from the Position Data - Tax Rate page.

The tax amount is the tax cost that is associated with the particular tax class.

Tax Applied and Amount Remaining

Displays a running total of the taxes applied and amount remaining.

Compare the tax amount with the tax applied. The amount remaining is the difference between the tax amount and the tax applied. It is the amount of the tax costs that remains to be distributed to dimensions.

Apply Salary Distribution

Click to use the same dimension values that you use for the salary distribution. If the option is disabled, it indicates you are already applying the salary distributions. You will need to go to the Position Data - Salary Distribution page to clear the Apply Salary Distributions option if you want to apply a different dimension distribution.

Percentage

Enter a percentage to indicate the portion of the tax amount that you want to charge to the associated dimension distribution.

Enter the percentage as a whole number. For example, enter 30 for 30 percent.

Note: If the Percent field is disabled, it may mean that Apply Salary Distributions check box is selected on the Position Data - Salary Distribution page.

Amount

Displays the amount of the tax cost as determined by the percentage that you entered.

For each distribution line, select values for the dimensions that represent the budget to which you are distributing the taxes. You may distribute these tax amounts and other related position costs across multiple planning centers.

Total Tax

Displays the sum of the calculated tax amount for all taxes that are assigned to the position or an employee assigned to the position.

Total Tax Applied

Displays the sum of all taxes that are distributed for the position or an employee assigned to the position.

Amount Remaining

Displays the difference between the total tax and the total tax applied.

This value is the tax amount for all tax classes that remains to be distributed to dimensions.