Benefit Expense Transfer and Year End Benefit Expense Transfer

Overview

The Benefits Expense Transfer (BT) and the Year End Benefit Expense Transfer (YEBT) documents are used to transfer benefit charges for a particular accounting period or set of periods from one or more accounts to one or more other accounts. Object codes are defined as fringe benefit in the Labor Object Code table by setting the Financial Object Fringe or Salary Code value to F. For more information refer to Setting up Labor Distribution to calculate benefits.

The Year End version behaves the same except for the following: 

• Entries post into period 13. 
• The document does not route to the Fiscal Officers. It routes for Organization Review. 

Corrections are typically needed to remove benefits erroneously charged to wage-only contracts and grants accounts. 

Ledger Balance Importing

The Ledger Balance Importing tab allows a user to enter criteria to search for the Labor Ledger record that needs to be corrected.

 

After an Account and Chart are entered, click Search to open the Ledger Balance Lookup for Benefit Expense Transfer Document

Select the desired entries, click Return Selected. To Return to the Benefit Expense Transfer document. The FROM line is populated with the selected entries and cannot be changed, other than Amount. Enter the Amount that should be moved. Copy down the lines to the TO section and change the accounting string as desired. 

• An amount may not be transferred if it exceeds the Labor Ledger balance total for the fiscal year, pay period, chart, account, sub-account, object, and sub-object shown in the From section. 
• When moving fringe benefits to an account that has been coded not to accept fringe benefits, select the Non-fringe Override check box or a different account before the line may be added. 
• When the parameter COPY_SUB_OBJECT_TO_BENEFIT_ENTRIES_IND is set to Y, sub-object codes will be added to the generated benefits lines.
• Benefit transfers between different fringe benefit object codes is not permitted.
• Object codes cannot be changed in the To section even though they appear to be editable.

Labor Ledger Pending Entries

Labor Ledger pending entries are created when a document is saved or submitted.

The Labor Ledger Pending Entries tab displays pending entries stored in the Labor Ledger. These entries have not yet been processed by the Labor Ledger Scrubber.

• In addition to pending entries with a balance type of AC (Actual), Labor Ledger will create two pending with a balance type of A2 (A21 Balances).
• The AC entry and one of the A2 pending entries have blank fiscal years. The labor scrubber sets these entries to the current fiscal year and period after the document is approved. The other A2 entry is set with a year and period equal to that of the original labor entry being moved.
• The A2 entries post only to the Labor Ledger and Salary Expense Transfer A2 entries are used by Effort Certification to correctly reflect the period when salaries were earned. AC entries post to the General Ledger and reflect when benefits are moved. If you are not using Effort Certification, you can turn off the A2 entries by setting parameter A2_ENTRIES_IND = No. 

Routing

• Fiscal Officers for all From and To accounts must approve the BT document.
• The following additional approvals are available: 
  • Organization Hierarchy Review
  • Object Code
  • Sub-fund
  • Award (Contracts and Grants) review.