Labor Distribution

MSCertThe Labor Distribution (LD) module is a solution to the problems associated with the distribution of salary related expenses.   The module is tailored to non-profit organizations which have the additional challenge of dealing with shifting grants; government mandated reporting; and high labor costs.

The Labor Distribution Module (LD) provides for an integrated interface between USL Financials, payroll service providers, and electronic clocks. The interface with USL Financials provides for employee level tracking of expenses by project, funding source, and expense category with encumbrances.

Key product features of the LD module include: custom allocations tailored to payroll needs; salary distributions (including automated payroll gross to net postings); dynamic payroll encumbrancing; user-defined fringe calculations; budget posting by position; the ability to perform easy retroactive adjustments; and the seamless integration of any payroll source with the USL Financials’ General Ledger. Because of the complex subject matter and high level of integration with other systems, the LD system is highly configurable.

LDscreen

Easily define employees and their expense and effort distributions

Features

General
• Enter payroll without keying and re-keying account numbers each pay period (This includes funding sources, projects, and sub-projects)
• Generate the Gross to Net payroll journal entry including fringe benefits and employer share of expenses.
• Automatically record fringe benefit expenses based upon predetermined fringe benefit rates. Each employee can have a different fringe rate.
• Allocate labor expenses, by employee, to an unlimited number of accounts for any number of pay periods.
• Generate payroll allocations by monthly, semi-monthly, biweekly, and weekly pay period cycles. LD can handle individual or combinations of pay period cycles at the same time.
• Record both Actual and Effort time for reporting purposes.
• Generate payroll encumbrances for employees, contract positions and vacant positions.
• Adjust payroll expenses for any sequential number of pay periods, within the same calendar year, by hours, dollars and by percentage of time worked.
• Automatically adjust fringe benefit expenses based upon payroll expense adjustments.

Distribution of Payroll Expense
The core of the LD system is the Salary Distribution Engine – the scope of which goes beyond standard allocations.
• Accepts any payroll source including a third party payroll provider.
• Maintains Step & Grade and scheduled cost of living increases.
• Summary information is posted to the GL.
• Full detail by employee and/or position is available in a subsidiary journal.
• Configured to handle all payroll expenses including taxes, employer/employee fringe contributions, as well as other items such as mileage reimbursement.

Time and Effort Reporting
• Research organizations can meet NIH requirements for Time and Effort approval using the integrated web based system.
• Principal investigators can sign off on employee effort from anywhere.
• This system also hosts a dialogue be-tween the PI and administration creating an audit trail.

Download Labor Distribution Cut Sheet

Maintenance
• Employee master file
• Employee raises
• Pay types
• Pay codes
• Pay periods
• Pay period dates
• Payroll expense distributions by distribution code.
• Effort expenses
• Distributions by distribution code.
• Benefit distribution by fringe codes, control information, and job code.

Processes
• User interface for entering payroll data.
• Excel interfaces for entering payroll data.
• Prepare and validate payroll data for output (Run Payroll).
• Issue payroll and create output for payroll system (Abra, Ceridian, etc.).
• Create direct output to payroll distribution table and process payroll system output.
• Calculate encumbrances.
• Create and process adjustments, including retro adjustments, to payroll.

Minimum System Requirements
SERVERS
• Dual Core, 2.3 GHz or better
• 4GB RAM (32-bit Windows Server) sized by need
• 8GB RAM (64-bit Windows Server) sized by need
• Windows Server 2008 – 2012 (R2 supported) (64-bit recommended)
SQL SERVER
• Microsoft SQL Server 2008 – 2014 (R2 supported) (64-bit recommended)
TERMINAL SERVER (if utilized):
• Dual Core, 2.3 GHz or better
• 4GB RAM (32-bit Windows Server) sized by user count
• 8GB RAM (64-bit Windows Server) sized by user count
• Windows Server 2008 – 2012 (R2 supported) (64-bit recommended)
CLIENT WORKSTATIONS
• Core 2 Processor, 2.3 GHz or better
• 2GB RAM or better
• Microsoft Windows 7 (SP1) – Windows 10 Pro
• Microsoft Office Professional 2007 – 2016 (32-bit only)

Online Help
USL Financials contains context-sensitive, online help for all features and functions of the system.

Security
The Control System module contains comprehensive security functions. Security can be established at various levels: the database, the USL module, the module menu or the individual account level.
• Database level, users can be allowed to access certain database but not other.
• USL module level, user can be prohibited from accessing certain modules.
• Menu level, users can be allowed to access certain activities but not others, thereby seeing only the items necessary for doing their jobs.
• Account level, users can be granted access to data that has certain ac-count numbers, thereby allowing department users to view monthly reports only for their departments.

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