# **Labor Distribution**

# **Finance Council Presentation**

# **November 8, 2001**

AGENDA

## Overview

-   Labor Distribution

-   Generation of Labor Feeders

## Special Topics

-   Reports

-   Varying Costs for Monthly Employees

-   Overtime and shift pay

-   Closing Projects

-   Leave time corrections

-   Accruals and Reversals

-   Union Accruals

### **Contacts**

#### Questions

![](media/image1.png){width="7.7340277777777775in"
height="8.744444444444444in"}

**MONTHLY SALARY EXAMPLE**

![](media/image2.png){width="5.998611111111111in"
height="7.723611111111111in"}

![](media/image3.png){width="5.998611111111111in"
height="7.723611111111111in"}

**LABOR DISTRIBUTION TABLE -- ZZ_LABOR_DIST**

+----------------------+------------+----------------------------------+
| **PS column Name**   | **Length** | **Description**                  |
+======================+============+==================================+
| ACCT_CD              | Char (25)  | Account code. Account being      |
|                      |            | charged. Either Project ID or    |
|                      |            | Account code will be used as the |
|                      |            | charge-to account.               |
+----------------------+------------+----------------------------------+
| DATE_UNDER_RPT       | Date       | LETS reporting period end date   |
+----------------------+------------+----------------------------------+
| EMPL_RCD#            | Number     | Employee Record Number. Not      |
|                      | (38)       | used.                            |
+----------------------+------------+----------------------------------+
| EMPLID               | Char (11)  | Employee ID                      |
+----------------------+------------+----------------------------------+
| JOBCODE              | Char (6)   | Job code.                        |
+----------------------+------------+----------------------------------+
| LBR_DIST_AMT         | Number     | Actual Labor cost. Actual cost   |
|                      | (10,5)     | is total payroll eligible for    |
|                      |            | distribution divided by the      |
|                      |            | total number of hours reported   |
|                      |            | times the reported hours.        |
+----------------------+------------+----------------------------------+
| PAY_END_DT           | Date       | Payroll period end date          |
+----------------------+------------+----------------------------------+
| PAYGROUP             | Char (3)   | BWK -- Biweekly                  |
|                      |            |                                  |
|                      |            | MON -- Monthly                   |
|                      |            |                                  |
|                      |            | GST -- Guest (Contract Labor)    |
+----------------------+------------+----------------------------------+
| PROJECT_ID           | Char (15)  | Project ID. Project that is      |
|                      |            | being charged. Either Project ID |
|                      |            | or Account code will be used as  |
|                      |            | the charge-to account.           |
|                      |            |                                  |
|                      |            | When project id is invalid or    |
|                      |            | closed, project id is copied to  |
|                      |            | zz_bad_project_id field and      |
|                      |            | replaced with the project's      |
|                      |            | superseding project or the       |
|                      |            | employee's dropout project. Each |
|                      |            | Division must have at least one  |
|                      |            | dropout project.                 |
+----------------------+------------+----------------------------------+
| REPORTED_HRS         | Number     | Number of effort hours. This is  |
|                      | (8,5)      | a required field in the system.  |
|                      |            | Some adjustments carry an        |
|                      |            | insignificant amount of hours    |
|                      |            | (.001) so that the transaction   |
|                      |            | will not fail.                   |
+----------------------+------------+----------------------------------+
| UNION_CD             | Char(3)    | Employee union code.             |
+----------------------+------------+----------------------------------+
| ZZ_ACTUAL_FMS_DT     | Date       | Date the actual cost was sent to |
|                      |            | FMS.                             |
+----------------------+------------+----------------------------------+
| ZZ_ADJ_DT            | Date       | Adjustment Date. If it is late   |
|                      |            | or corrected time from LETS, the |
|                      |            | date is the period that is being |
|                      |            | adjusted. If it is an HRIS Labor |
|                      |            | Adjustment, it is the date the   |
|                      |            | adjustment was entered.          |
+----------------------+------------+----------------------------------+
| ZZ_ADJ_TYPE          | Char (1)   | A -- Adjustment -- no longer     |
|                      |            | used                             |
|                      |            |                                  |
|                      |            | B -- Burden                      |
|                      |            |                                  |
|                      |            | C -- LETS Correction             |
|                      |            |                                  |
|                      |            | L -- LETS late time              |
|                      |            |                                  |
|                      |            | U -- Union accrual               |
|                      |            |                                  |
|                      |            | M -- Manual                      |
+----------------------+------------+----------------------------------+
| ZZ_ADJUSTED_YN       | Char (1)   | Flag to identify that this       |
|                      |            | record has been adjusted (to     |
|                      |            | prevent future adjustments).     |
+----------------------+------------+----------------------------------+
| ZZ_ADJUSTMENT_TO     | Char (10)  | If this record is an adjustment, |
|                      |            | this field will contain the key  |
|                      |            | to point to the record that was  |
|                      |            | adjusted.                        |
+----------------------+------------+----------------------------------+
| ZZ_BAD_PROJECT_ID    | Char (15)  | The project id that was entered  |
|                      |            | by the employee. This project    |
|                      |            | was found to be closed or        |
|                      |            | invalid and was replaced by the  |
|                      |            | default project of the employee. |
+----------------------+------------+----------------------------------+
| ZZ_CRAFT_CODE        | Char (10)  | Contract workers only.           |
+----------------------+------------+----------------------------------+
| ZZ_DIST_HRS_YN       | Char (1)   | Y -- distribute pay to this      |
|                      |            | effort                           |
|                      |            |                                  |
|                      |            | N -- do not distribute pay to    |
|                      |            | this effort                      |
+----------------------+------------+----------------------------------+
| ZZ_EST_DIST_AMT      | Number     | Estimated cost (accrual).        |
|                      | (10,5)     | Estimated cost is reported hours |
|                      |            | multiplied by employee's hourly  |
|                      |            | rate.                            |
+----------------------+------------+----------------------------------+
| ZZ_EST_FMS_DT        | Date       | Date the estimated cost          |
|                      |            | (accrual) was sent to FMS        |
+----------------------+------------+----------------------------------+
| ZZ_LDRS_COMMENT      | Char (200) | Field to document labor          |
|                      |            | transactions and adjustments     |
+----------------------+------------+----------------------------------+
| ZZ_LDRS_KEY          | Char (10)  | LDRS Key. A sequential number    |
|                      |            | assigned to a record coming from |
|                      |            | each of the labor sources. See   |
|                      |            | ZZ_TL_SRC_IND.                   |
+----------------------+------------+----------------------------------+
| ZZ_LETS_BASIS        | Char (1)   | 1 -- Monthly employee, weekly    |
|                      |            | reporting                        |
|                      |            |                                  |
|                      |            | 2 -- Biweekly employee, weekly   |
|                      |            | reporting                        |
|                      |            |                                  |
|                      |            | 3 -- Firefighters                |
|                      |            |                                  |
|                      |            | 4 -- Monthly employee, reporting |
|                      |            | in days                          |
|                      |            |                                  |
|                      |            | 5 -- Monthly employee, reporting |
|                      |            | in hours                         |
|                      |            |                                  |
|                      |            | 6 -- Contract Labor              |
+----------------------+------------+----------------------------------+
| ZZ_OVERTIME          | Char (1)   | Flag to indicate that the time   |
|                      |            | reported is overtime hours.      |
|                      |            |                                  |
|                      |            | Blank -- not overtime effort     |
|                      |            |                                  |
|                      |            | Y -- overtime effort             |
|                      |            |                                  |
|                      |            | O -- overtime effort             |
+----------------------+------------+----------------------------------+
| ZZ_PROJ_OVRD_TYPE    | Char (1)   | Indicates whether a superseding  |
|                      |            | project or a default project was |
|                      |            | used to override a bad project   |
|                      |            | id.                              |
|                      |            |                                  |
|                      |            | Blank -- default project was     |
|                      |            | used                             |
|                      |            |                                  |
|                      |            | S -- superseding project         |
+----------------------+------------+----------------------------------+
| ZZ_PURCHASE_ORDER    | Char (8)   | Contract labor only.             |
+----------------------+------------+----------------------------------+
| ZZ_REV_FMS_DT        | Date       | Date the reversal cost was sent  |
|                      |            | to FMS. This field is no longer  |
|                      |            | used.                            |
+----------------------+------------+----------------------------------+
| ZZ_SIBLING_OF        | Char (10)  | Key to relate burden records,    |
|                      |            | standard rate variance records,  |
|                      |            | and union accrual records with   |
|                      |            | the labor record.                |
+----------------------+------------+----------------------------------+
| ZZ_TL_SRC_IND        | Char (1)   | A -- Adjustment                  |
|                      |            |                                  |
|                      |            | B -- Burden                      |
|                      |            |                                  |
|                      |            | F -- Missing monthly effort      |
|                      |            |                                  |
|                      |            | G -- GSRA                        |
|                      |            |                                  |
|                      |            | L -- LETS                        |
|                      |            |                                  |
|                      |            | S -- Standard rates              |
|                      |            |                                  |
|                      |            | U -- Union accrual               |
|                      |            |                                  |
|                      |            | V -- Standard rates variance     |
+----------------------+------------+----------------------------------+

Special Account #'s:

221402 Vacation

221406 Terminal Vacation

999901 LWOP (LETS and Labor Distribution Only)

Special Project ID's:

356001 Sick Leave

356002 Other Leave

356003

356005 Workers Comp

356011 Holiday ( used to be acct #221503)

356091 Contract Labor Holiday Expense

356007 Vacation Earned

Other Accounts:

615502 DROPOUT_ACTUAL

615504 DROPOUT_ADJ

615501 DROPOUT_PAYROLL

615503 DROPOUT_ACCRUAL

615101 DROPOUT_CLS

615102 DROPOUT_CLJ

221501 PAYROLL_OFFSET

221502 UAX_OFFSET

211189 CLS_OFFSET

Pay Burden Assignment:

evaluate \$empl_class

when = \'H\' !special scientist

when = \'N\' !indefinite

when = \'D\' !division fellow

when = \'P\' !postdoc fellow

if \$full_part_time = \'P\'

if #std_hours \< 20

let \$high_low_fte = \'L\'

else

let \$high_low_fte = \'H\'

end-if

end-if

break

when-other

let \$high_low_fte = \' \'

end-evaluate

**LDRS ADJUSTMENTS TABLE -- ZZ_LDRS_ADJ**

+----------------------+------------+----------------------------------+
| **PS column Name**   | **Length** | **Description**                  |
+======================+============+==================================+
| ACCT_CD              | Char (25)  | Account code. Account being      |
|                      |            | charged. Either Project ID or    |
|                      |            | Account code will be used as the |
|                      |            | charge-to account.               |
+----------------------+------------+----------------------------------+
| DATE_UNDER_RPT       | Date       | LETS reporting period end date   |
+----------------------+------------+----------------------------------+
| EMPL_RCD#            | Number     | Employee Record Number. Not      |
|                      | (38)       | used.                            |
+----------------------+------------+----------------------------------+
| EMPLID               | Char (11)  | Employee ID                      |
+----------------------+------------+----------------------------------+
| JOBCODE              | Char (6)   | Job code.                        |
+----------------------+------------+----------------------------------+
| LBR_DIST_AMT         | Number     | Actual Labor cost. Actual cost   |
|                      | (10,5)     | is total payroll eligible for    |
|                      |            | distribution divided by the      |
|                      |            | total number of hours reported   |
|                      |            | times the reported hours.        |
+----------------------+------------+----------------------------------+
| PAY_END_DT           | Date       | Payroll period end date          |
+----------------------+------------+----------------------------------+
| PAYGROUP             | Char (3)   | BWK -- Biweekly                  |
|                      |            |                                  |
|                      |            | MON -- Monthly                   |
|                      |            |                                  |
|                      |            | GST -- Guest (Contract Labor)    |
+----------------------+------------+----------------------------------+
| PROJECT_ID           | Char (15)  | Project ID. Project that is      |
|                      |            | being charged. Either Project ID |
|                      |            | or Account code will be used as  |
|                      |            | the charge-to account.           |
|                      |            |                                  |
|                      |            | When project id is invalid or    |
|                      |            | closed, project id is copied to  |
|                      |            | zz_bad_project_id field and      |
|                      |            | replaced with the project's      |
|                      |            | superseding project or the       |
|                      |            | employee's dropout project. Each |
|                      |            | Division must have at least one  |
|                      |            | dropout project.                 |
+----------------------+------------+----------------------------------+
| REPORTED_HRS         | Number     | Number of effort hours. This is  |
|                      | (8,5)      | a required field in the system.  |
|                      |            | Some adjustments carry an        |
|                      |            | insignificant amount of hours    |
|                      |            | (.001) so that the transaction   |
|                      |            | will not fail.                   |
+----------------------+------------+----------------------------------+
| UNION_CD             | Char(3)    | Employee union code.             |
+----------------------+------------+----------------------------------+
| ZZ_ACTUAL_FMS_DT     | Date       | Date the actual cost was sent to |
|                      |            | FMS.                             |
+----------------------+------------+----------------------------------+
| ZZ_ADJ_DT            | Date       | Adjustment Date. If it is late   |
|                      |            | or corrected time from LETS, the |
|                      |            | date is the period that is being |
|                      |            | adjusted. If it is an HRIS Labor |
|                      |            | Adjustment, it is the date the   |
|                      |            | adjustment was entered.          |
+----------------------+------------+----------------------------------+
| ZZ_ADJ_TYPE          | Char (1)   | A -- Adjustment -- no longer     |
|                      |            | used                             |
|                      |            |                                  |
|                      |            | B -- Burden                      |
|                      |            |                                  |
|                      |            | C -- LETS Correction             |
|                      |            |                                  |
|                      |            | L -- LETS late time              |
|                      |            |                                  |
|                      |            | U -- Union accrual               |
|                      |            |                                  |
|                      |            | M -- Manual                      |
+----------------------+------------+----------------------------------+
| ZZ_ADJUSTED_YN       | Char (1)   | Flag to identify that this       |
|                      |            | record has been adjusted (to     |
|                      |            | prevent future adjustments).     |
+----------------------+------------+----------------------------------+
| ZZ_ADJUSTMENT_TO     | Char (10)  | If this record is an adjustment, |
|                      |            | this field will contain the key  |
|                      |            | to point to the record that was  |
|                      |            | adjusted.                        |
+----------------------+------------+----------------------------------+
| ZZ_BAD_PROJECT_ID    | Char (15)  | The project id that was entered  |
|                      |            | by the employee. This project    |
|                      |            | was found to be closed or        |
|                      |            | invalid and was replaced by the  |
|                      |            | default project of the employee. |
+----------------------+------------+----------------------------------+
| ZZ_CRAFT_CODE        | Char (10)  | Contract workers only.           |
+----------------------+------------+----------------------------------+
| ZZ_DIST_HRS_YN       | Char (1)   | Y -- distribute pay to this      |
|                      |            | effort                           |
|                      |            |                                  |
|                      |            | N -- do not distribute pay to    |
|                      |            | this effort                      |
+----------------------+------------+----------------------------------+
| ZZ_EST_DIST_AMT      | Number     | Estimated cost (accrual).        |
|                      | (10,5)     | Estimated cost is reported hours |
|                      |            | multiplied by employee's hourly  |
|                      |            | rate.                            |
+----------------------+------------+----------------------------------+
| ZZ_EST_FMS_DT        | Date       | Date the estimated cost          |
|                      |            | (accrual) was sent to FMS        |
+----------------------+------------+----------------------------------+
| ZZ_LDRS_COMMENT      | Char (200) | Field to document labor          |
|                      |            | transactions and adjustments     |
+----------------------+------------+----------------------------------+
| ZZ_LDRS_KEY          | Char (10)  | LDRS Key. A sequential number    |
|                      |            | assigned to a record coming from |
|                      |            | each of the labor sources. See   |
|                      |            | ZZ_TL_SRC_IND.                   |
+----------------------+------------+----------------------------------+
| ZZ_LETS_BASIS        | Char (1)   | 1 -- Monthly employee, weekly    |
|                      |            | reporting                        |
|                      |            |                                  |
|                      |            | 2 -- Biweekly employee, weekly   |
|                      |            | reporting                        |
|                      |            |                                  |
|                      |            | 3 -- Firefighters                |
|                      |            |                                  |
|                      |            | 4 -- Monthly employee, reporting |
|                      |            | in days                          |
|                      |            |                                  |
|                      |            | 5 -- Monthly employee, reporting |
|                      |            | in hours                         |
|                      |            |                                  |
|                      |            | 6 -- Contract Labor              |
+----------------------+------------+----------------------------------+
| ZZ_OVERTIME          | Char (1)   | Flag to indicate that the time   |
|                      |            | reported is overtime hours.      |
|                      |            |                                  |
|                      |            | Blank -- not overtime effort     |
|                      |            |                                  |
|                      |            | Y -- overtime effort             |
|                      |            |                                  |
|                      |            | O -- overtime effort             |
+----------------------+------------+----------------------------------+
| ZZ_PROJ_OVRD_TYPE    | Char (1)   | Indicates whether a superseding  |
|                      |            | project or a default project was |
|                      |            | used to override a bad project   |
|                      |            | id.                              |
|                      |            |                                  |
|                      |            | Blank -- default project was     |
|                      |            | used                             |
|                      |            |                                  |
|                      |            | S -- superseding project         |
+----------------------+------------+----------------------------------+
| ZZ_PURCHASE_ORDER    | Char (8)   | Contract labor only.             |
+----------------------+------------+----------------------------------+
| ZZ_REV_FMS_DT        | Date       | Date the reversal cost was sent  |
|                      |            | to FMS. This field is no longer  |
|                      |            | used.                            |
+----------------------+------------+----------------------------------+
| ZZ_SIBLING_OF        | Char (10)  | Key to relate burden records,    |
|                      |            | standard rate variance records,  |
|                      |            | and union accrual records with   |
|                      |            | the labor record.                |
+----------------------+------------+----------------------------------+
| ZZ_TL_SRC_IND        | Char (1)   | A -- Adjustment                  |
|                      |            |                                  |
|                      |            | B -- Burden                      |
|                      |            |                                  |
|                      |            | F -- Missing monthly effort      |
|                      |            |                                  |
|                      |            | G -- GSRA                        |
|                      |            |                                  |
|                      |            | L -- LETS                        |
|                      |            |                                  |
|                      |            | S -- Standard rates              |
|                      |            |                                  |
|                      |            | U -- Union accrual               |
|                      |            |                                  |
|                      |            | V -- Standard rates variance     |
+----------------------+------------+----------------------------------+

Special Account #'s:

221402 Vacation

221406 Terminal Vacation

999901 LWOP (LETS and Labor Distribution Only)

Special Project ID's:

356001 Sick Leave

356002 Other Leave

356003

356005 Workers Comp

356011 Holiday ( used to be acct #221503)

356091 Contract Labor Holiday Expense

356007 Vacation Earned

Other Accounts:

615502 DROPOUT_ACTUAL

615504 DROPOUT_ADJ

615501 DROPOUT_PAYROLL

615503 DROPOUT_ACCRUAL

615101 DROPOUT_CLS

615102 DROPOUT_CLJ

221501 PAYROLL_OFFSET

221502 UAX_OFFSET

211189 CLS_OFFSET

Pay Burden Assignment:

evaluate \$empl_class

when = \'H\' !special scientist

when = \'N\' !indefinite

when = \'D\' !division fellow

when = \'P\' !postdoc fellow

if \$full_part_time = \'P\'

if #std_hours \< 20

let \$high_low_fte = \'L\'

else

let \$high_low_fte = \'H\'

end-if

end-if

break

when-other

let \$high_low_fte = \' \'

end-evaluate

**LABOR DISTRIBUTINO CONTACTS**

# **Contacts for Labor Distribution**

Leave corrections/adjustment requests should be directed to Payroll:

> Monthly employees -- Mary Strickland
>
> Biweekly employees -- Nancy Lee

All other questions should be directed to the ISS HR & Payroll Systems
Group:

## Daisy Guerrero 

# Labor Adjustment User Guide is online:

> <http://www.lbl.gov/Workplace/FMS/>
>
> Click on Training Materials.