Learn about Submitting Labor Accounting Forms

The Salary Distribution and Additional-Compensation Form (Labor Accounting) should be used for any salary distributions or add compensations that you are unable to accomplish in the PAC Labor Accounting system.

Examples of when to submit Salary Distribution and Additional-Compensation Form include:

Salary Distribution Transactions

• Stipends/Fellowships 
• To redirect fringe to an alternate combo-code

Additional Compensation Transactions

(Note: Morningside and CUMC Campuses require appropriate approvals)

• To immediately stop an add-compensation payment due in the current pay period.
• To retroactively change use of an add-compensation earnings code (i.e. to change a payment that was made as benefits ineligible [009] to one that should have been benefits eligible [007] due to a continuation of additional duties that exceeds 8 months total). Can only be done during calendar year (Jan - Dec 15th)
• To retroactively change the payment composition of an add comp transaction (i.e. for a clinical faculty member, to change salary amounts already paid on 005 and 004).  Can only be done during calendar year (Jan - Dec15th)
• To pay an add comp more than 75 days retroactively
• To pay an add comp to an employee who is on a tax treaty
• To pay an add comp to an Hourly Officer
• Payments that cannot be accomplished electronically in PAC, such as:
  • terminated employees or position change
  • unpaid leave of absence

The Labor Accounting - Cost Transfer ServiceNow Form should be used for Cost Transfers only if you are unable to use the PAC Labor Accounting module to complete the transaction.

The following is required for all Cost Transfers prior to submitting the form:

• Appropriate detailed back-up documentation (i.e. FDS Detailed Payroll Report or PAC Payroll Actuals Report)
• Confirm that combo codes/projects are active and valid – not ended
• Percentages must not exceed 100%

Examples of when to submit Labor AccountingCost Transfer ServiceNow Form include:

• Cost Transfers on grant projects (GG, PG) “over 90 days” require detailed justification in addition to active and valid end dates.These cost transfers will be forwarded to Research Policy and Indirect Cost Group for approval prior to being processed by Payroll Labor Accounting. Note the following exceptions:
  • Terminated employees
  • Departments with no access to an employees’ specific record number
•  Accounting transactions for casual employees outside of their administrative department
•  Retroactive cost transfers originally generated by a Time Entry form (or in FFE Casual and Support Staff Time Entry module).
• To transfer funds due to salary adjustments as requested by the grant award for fiscal year periods outside the allowable (current FY and one prior FY) time frame for departments to process via PAC LA
• Terminated employees
• Employees with more than one (1) EMPL RCD for which the department does not have access to the specific record. This includes cost transfers to be posted to and from foreign departments outside the access of the administrative department . Authorized approval signatures are required for all parties.
• To clear suspense on stipend/fellowships or to change the combo code (combo code must include natural account 6xxxx); use the Central HR job aid on PAC ChartFields, ChartStrings and Combo Codes for more information.

Forms

• Labor Accounting - Cost Transfer ServiceNow Form
• Labor Accounting ChartString Codes
• Salary Distribution and Additional-Compensation Form

Training

For all training job aids pertaining to Labor Accounting, visit Human Resources Documents.