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Adjustment Run Schedule document from UA HR

Note: January is the only exception to this while the System Office processes W-2’s. Once HR begins this process (usually the middle of December), the university budget offices will not provide final approval (to move the LRs to disposition 60) until HR provides notification that LR processing may resume.  Originators can enter LRs and departmental and fund approvers can approve them, but there will be a delay on when they are processed.

All dates are subject to change and updates are made accordingly.

Key elements of labor reallocation:

• Timeliness in identifying and correcting accounting errors is critical, especially at year end.
• Always process labor redistributions immediately once an error is identified and as soon as possible after the pay period ends.
• There are cutoff dates for processing labor reallocations from the prior calendar year.
• Grant funds must be open and active for keying and processing.

Labor redistributions are initiated and approved through UAOnline. These are the different roles throughout the process:

• Originator: Designated department personnel who have access to initiate labor redistributions through UAOnline.
• Approver: UA employees who have the responsibility to review and approve labor redistributions through UAOnline.   Approvers may include the employee, unit fiscal or other administrative staff, and project or fund principals, as appropriate.
• Superusers: Specific budget and grants and contracts staff who have the ability to initiate, approve, and return for correction all labor redistribution, no matter the department to which it belongs. 

NOTE: If PHAREDS is used to enter the LR, approval routing will initiate through UAOnline and must be used for the approval process. 

Labor Redistribution - Entering an LR

Video:

Labor Redistributions are entered for each employee and can only be submitted for payroll transactions that are complete (Disposition 70).

• Search for a Payroll Transaction
• Open the desired payroll action by clicking on the select box and then the “Open” button.
• Confirm that you have the correct payroll transaction by checking the current distribution block and the details on the right-hand side of the page.
• Enter the change by clicking on the pencil icon
  • Changes to leave are not permitted. Make sure you are choosing the correct earnings code on the right-hand side of the LR
• Update the distribution accounting as needed
  • Posting date will default to today’s date. Do not change this unless instructed differently by your university budget office.
  • You can add a new funding line by clicking on the “Add Line” button.
  • Add a new line of funding
  • Type the fund number, and it will be highlighted in the drop-down list. The default org will automatically populate. NOTE: Closed funds are not on the drop-down list. Contact Grants and Contracts to request that the fund be opened (there may be a delay between the update being keyed and the fund being displayed in UAOnline, so plan ahead!). 
  • You need to retype the default org for the correct program code to automatically populate.
  • Enter the labor code that matches the labor code of the original distribution.
  • Enter the Activity code if needed.
  • Enter the hours or percent that should be charged to this funding.
• OK Changes
  • Click on the “OK Changes” button. If the labor distribution does not equal 100%, an error will show. Update the percent distribution to total 100%.
• To adjust the current funding line, click on the carrot on the left-hand side. If you need to remove a funding line, click on the x on the right-hand side.
• You must click on the “OK Changes” button to go to the next step. Sometimes, even after changing the percent to equal 100%, the system will give you an error message. Click the “Round” button to set the total distribution to 100%.
• The current distribution and the updated distributions will now be displayed. Double-check to make sure it is correct. If you need to change it, click on the “pencil” icon.
  • Click the “Save” button.
  • If you would like to start over or choose not to redistribute, click the “Delete Updates” button.
• Click on the justification tab and add the justification as instructed on the page.
  • Follow the instructions on the page to make sure the proper information is included.
  • For sponsored projects, follow these instructions from the university Grants and Contracts/OSP offices:

Each BSS9 LR must clearly address the following:

1. Role and Activities
   Provide a brief description of the individual’s role on the project and the activities performed during the period being moved.
2. Benefit to the Receiving Project
   Explain how the work performed supports the receiving project’s scope of work. The relationship between the salary expense and the project must be clear and reasonable.
3. Reason for the Original Error
   Clearly explain why the labor was not originally charged correctly. General statements such as “administrative error” are not sufficient. The root cause must be identified.

LRs that do not sufficiently address these elements will be returned for revision; any “return for revision” LRs require full reapproval through the process outlined above.

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Additional Requirements for Late LRs (Over 60 Days)

If the LR is submitted more than 60 days past the end of the month in which the labor was posted to Banner, the justification must also explain:

• Why the error was not identified and corrected within 60 days, and
• What steps are being taken to prevent similar issues in the future

Late-cost transfers are subject to heightened review and must demonstrate strong internal controls.

LRs that do not sufficiently address these elements will be returned for revision; any “return for revision” LRs require full reapproval through the process outlined above.

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Additional Requirements for Previously Certified Effort

If the LR involves a period that was previously certified incorrectly, the justification must also address:

• Why the effort was certified incorrectly, and
• What steps are being implemented to ensure accurate certification going forward

Please note: If the LR is processed solely to align salary with previously certified effort, this additional recertification explanation is not required. The core business justification must still be complete.

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Approver Review and Return Process

During review, Approvers are responsible for ensuring that LRs meet institutional and compliance requirements. If an LR does not contain sufficient justification or requires correction, the Approver will return the LR to the Initiator for revision.

When returning an LR, the Approver will provide a detailed explanation outlining:

• The specific issue identified, and
• What revisions or additional information are required

Once corrected, the Initiator must re-route the LR through the full approval queue.

Providing complete justifications at the time of submission will help minimize delays and reduce the need for returns and re-routing.

As a reminder, justification quality is critical for compliance with federal regulations and institutional policy. Since no supporting documentation can be attached in BSS9, please ensure the explanation is thorough and self-contained at the time of submission.

Click on the “Add Justification (Required)” button to save,

• If your justification is more than 4,000 characters. You can create a second justification to hold the remaining information.
• Go back to the “Initiator” tab and click the “Submit” button. This will populate the approval queue.
• All buttons should be greyed out, and the LR status is “Submitted”
• Go to the “Routing Queue” tab to see the automatically populated required routing queue.
• Add the department approver(s) as required below, and per your department procedures. NOTE: Once you add someone to the queue, you can not delete them!!
  • Click on the “Add Department Approver” button at the bottom of the approval queue list.
• Add Department Approvers with a sequence number of 19 or below. Do this by typing the person’s last name, then selecting the correct person from the drop-down list. If you have more than one department approver, use different sequence numbers for each approver.
  • NOTE: If the desired person is not on the drop-down list, they will need to obtain the required Banner access by requesting that a GOAEACC record be added in Banner. Please contact your university Security Coordinator.
• Due to LRs no longer requiring revised timesheets or other backup documentation, employees who are paid on sponsored projects, including match and program income funds, will need to be added to the routing queue as sequence 1 under the following circumstances:
  • Salaried employees changing funding from 2025, R15 through 2026, R02
  • Hourly employees changing funding from 2025, R15 through 2026, R10
• Confirm that the correct approvers are populated in the queue. If the incorrect PI is listed, contact the University Grants and Contracts Office to have it corrected.
• Use the “X” to exit the record so the LR will not be locked, and others can view it.

Once the originator initiates a new labor redistribution, the routing queue will automatically populate upon submission. At that time, additional approvers or FYIs may be added to the routing queue in sequence order.

NOTE: The routing queue members cannot be deleted or modified.

Routing Queue

Originator: LR initiated by designated department staff

• Designated personnel in each department
• Requires GOAEACC record, and LABORINITIATOR role in GUAUSRL

Department Approver: Review and approve LR (Sequence 19 or less)

• Defined by the originator during LR initialization
• Requires GOAEACC record, and LABORAPPROVER role in GUAUSRL

Fund PI: Review and approve sponsored projects (Sequence 20)

• Defined by Researcher ID in FTMFUND
• Requires GOAEACC record, and LABORAPPROVER role in GUAUSRL

Grant PI (FYI): Review sponsored projects, approval not required (Sequence 30)

• Defined by 001 personnel indicator in FRAGRNT
• Requires GOAEACC record, and LABORAPPROVER role in GUAUSRL

Grants and Contracts: Review and approve sponsored projects 

• Defined by:
  • UAA: Personnel indicator 022 (GCREVIEW- Sequence 40) 021 (GCAPPROV- Sequence 50), 011 (GCMANAGE- Sequence 60) in FRAGRNT  
  • UAF: Personnel indicator 011 (GCMANAGE- Sequence 60) in FRAGRNT
  • UAS: Personnel indicator 022 (GCMANAGE- Sequence 40) and 011 (GCMANAGE- Sequence 60) in FRAGRNT
• Requires GOAEACC record, and LABORAPPROVER role in GUAUSRL, and may need Superuser Role in PTRUSER

Budget: Review and approve all LRs- Sequence 70

• Defined by budget staff assigned to university orgs in NTRELAQ
• Requires GOAEACC record, LABORINITIATOR role in GUAUSRL, and Superuser Role in PTRUSER

Notifications

Automated notifications will be sent to help approvers and FYIs stay informed about transactions awaiting their approval/review.

• Initial Notification: This is sent to approvers and FYIs when an LR is initially placed within the person’s approval/review queue. This process runs twice a day during the workweek (10 am and 3 pm) and includes a list of all new transactions that require their attention, as well as any transactions in their queue that are not new but are still pending.
• Reminder Notification: This is sent to approvers with an LR pending in their queue. This process runs once a day during the workweek (4 pm) and contains a list of all pending transactions. This notification is sent only if an Initial Notification has not been received that day.
• Returned for Correction: This is sent to the originators whose LR was returned for correction. This process runs once a day during the workweek (3 pm).
• Proxy Notification: This is sent to the approver’s proxy and the originator if the LR has been in the approver’s queue for more than three days. This process runs once a day during the workweek (3 pm).

Some security accesses will automatically be provided by running a process each night that will do the following:

• Labor Initiator: LABORINITIATOR role in GUAUSRL will be provided to those who have Finance access in FOMPROF.  If the individual’s finance access is removed, their LABORINITIATOR role will also be removed.
• Labor Approver: The LABORAPPROVER role in GUAUSRL will be granted to those who do not have the LABORINITIATOR role and are listed as a PI in FRAGRNT or as a Researcher in FTMFUND. If the individual’s FRAGRNT or FTMFUND access is removed, or they have the LABORINITIATOR role, their LABORAPPROVER role will also be removed.
• Proxies: To be chosen as a proxy, the proxy must have a PTRUSER account created. This account will be automatically set up for all users with the LABORINITIATOR and LRAPPROVER roles.  

These accesses will be initiated manually:

• Budget: The university budget offices’ role is to review and approve LRs provided in NTRELAQ. Changes to access can be initiated by those with Budget security roles by completing the NTR2LRQ form in Banner Admin. NOTE: If a new orgn is added, budget will need to go to NTR2LRQ to sync the appropriate LR approvals.
• Superuser: An email request should be submitted to ua-hris-helpdesk@alaska.edu requesting LR superuser access. This is typically reserved for university budget offices and select individuals in the university's grants and contracts office.

The following describes the roles and responsibilities of those in the approver queue

LR Initiator

The LR initiator is responsible for the following items:

• Enter the LR for the appropriate employee, pay period, and changes to funding in UAOnline
• Enter the posting date as the current date that the LR was submitted
• Enter the required justification as instructed in the “Justification” tab
• Enter a department approver in the “Routing Queue” tab and assign it as sequence 10. 
• Add other approvers in the “Routing Queue” tab as required by department processes.  All department approvers must be at a disposition number of 19 or lower.
• Review the routing queue to ensure the correct people are listed. If the fund or grant PIs are incorrect or terminated, contact the university grants and contracts office for correction. The LR will then need to be returned for correction and resubmitted for the correct approvers to be populated.
• Ensure the LR is processed on time by monitoring the routing queue tab as needed. 

LR Approver

The LR approver is responsible for the following items:

• Review the LR to ensure it is for the appropriate employee, pay period, and changes to funding
• Review to ensure the justification is appropriate. If needed, add additional justification.
• If everything is correct, approve the LR.  
• If the LR is incorrect, return the LR for correction. Add a justification for why the LR is incorrect.  The originator will correct and resubmit the LR, or cancel it as appropriate. The LR will be routed to all approvers again.

Grant and Contracts

The grants and contracts office is responsible for the following items:

• Labor charges are allowable and allocable
• Review justifications to make sure all needed information is included
• Opening closed funds, if needed and appropriate
• If the LR contains errors, return the LR for corrections, providing a justification
• Approve the LR in UAOnline

Budget

The Budget Office is responsible for the following items:

• Review the LR to make sure that the pay period being changed is for the current fiscal year
• Ensure that a department approver was added to the routing queue, and all approvers in the queue have approved
• Review the justification for Fund 1 changes and make sure that it meets university requirements
• Review the posting date to ensure that it falls within an open period. If the date needs to be changed, return the LR for correction, including an explanation of which date should be used for the posting date.  The originator should make the change and then resubmit to the full approval queue. 
• Approve the LR in UAOnline

The Labor Redistribution process has specific justification requirements.  Because BSS9 does not allow attachments within the LR process, all information that was previously included on the paper LR form and the Cost Transfer Additional Justification Form must now be fully documented in the Justification field. The justification must stand on its own and provide enough detail for an independent reviewer to understand the transaction.

Each LR must clearly address the following:

Role and Activities: Provide a brief description of the individual’s role on the project and the activities performed during the period being moved.

Benefit to the Receiving Project: Explain how the work performed supports the receiving project’s scope of work. The relationship between the salary expense and the project must be clear and reasonable.

Reason for the Original Error: Clearly explain why the labor was not originally charged correctly. General statements such as “administrative error” are not sufficient. The root cause must be identified.

LRs that do not sufficiently address these elements will be returned for revision.

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Additional Requirements for Late LRs (Over 60 Days)

If the LR is submitted more than 60 days past the end of the month in which the labor posted to Banner, the justification must also explain:

• Why the error was not identified and corrected within 60 days; and
• What steps are being taken to prevent similar issues in the future.

Late cost transfers receive heightened review and must demonstrate strong internal controls.

LRs that do not sufficiently address these elements will be returned for revision.

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Additional Requirements for Previously Certified Effort

If the LR involves a period that was previously certified incorrectly, the justification must also address:

• Why the effort was certified incorrectly; and
• What steps are being implemented to ensure accurate certification going forward.

Please note: If the LR is solely being processed to align salary with previously certified effort, this additional recertification explanation is not required.  Instead, complete core business justification and note that the LR aligns salary with the previously certified effort.

LRs that do not sufficiently address these elements will be returned for revision.

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Minor Revisions (e.g., “administrative errors”)

UAF recognizes that there are times when the organization, account, program, or activity code may need to change even though the labor charged the correct fund.  In circumstances where the original FOAPAL is largely correct, and needed changes do not affect the Fund code, the originator may submit the LR with the justification limited to the following:

1. Accounting Being Corrected: Clearly note that the LR is making no changes to the funds, and state which portion of the FOAPAL is being changed.
2. Reason for the Original Error: Clearly explain why the labor was not originally charged correctly. General statements such as “administrative error” are not sufficient. The root cause must be identified.

Please reach out to OGCA or OFA *before* submitting such LRs to verify that your circumstance fits the definition in this section.  The originator does not need to add approvers (beyond the minimum required) in this situation.  Instead, add only those required and notify OGCA or OFA upon submission.  When possible, these offices will go into the LR to review and approve it so that the other approvers (fund or departmental) do not need to take their time to advance the routing.

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Approver Review and Return Process

During review, Approvers are responsible for ensuring that LRs meet institutional and compliance requirements. If an LR does not contain sufficient justification or requires correction, the Approver will return the LR to the Initiator for revision.

When returning an LR, the Approver will provide a detailed explanation outlining:

•  The specific issue identified; and
• What revisions or additional information are required.

Once corrected, the Initiator must re-route the LR through the full approval  queue. Providing complete justifications at the time of submission will help minimize delays and reduce the need for returns and re-routing.

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As a reminder, justification quality is critical for compliance with federal regulations and institutional policy. Since no supporting documentation can be attached in BSS9, please ensure the explanation is thorough and self-contained at the time of submission.

If you have questions or would like assistance reviewing a justification before submission, please reach out to OGCA (for LRs involving sponsored programs) or OFA (for all other LRs).

Thank you for your attention to these updates and for your continued partnership in maintaining strong financial stewardship.