Understanding FWL Job Data

Purpose: Use this document as a reference for understanding how Job Data in Human Capital Management (HCM) is viewed and used in Faculty Workload.

Audience: HR\Payroll Staff

Navigation:  Main Menu → Curriculum Management → CTC Custom → Faculty Workload → Faculty Workload Transaction → Maintain Faculty Workload

Overview of Job Data (HCM Data - Position/Job Summary)

Job Data in FWL appears in the Position/Job Summary section of the HCM Data page, which is part of the Maintain Faculty Workload component. The Maintain Faculty Workload component is the heart of the Faculty Workload process in that it serves as a "workspace" to store pertinent data. This page, sits half way through the business flow of processing Faculty pay, between adding the instructor assignments in class and generating an online contract to send pay to payroll.

The HCM Position Job Summary section allows staff to view summary information on active job records in HCM for Part-Time (PTF) and Full-Time Faculty (FAC), as well as providing 'view only' access into the actual Job Data component in HCM, by following the 'View Job Data' link.

HCM Data Page tab

Warning: While a job record is visible in FWL if the HR Status is 'Active', if the Payroll Status is not also set to 'Active', pay cannot be sent to payroll for that job.

View Job Data link

On the HCM Job Data record, the CTC Earnings Distribution page will store all of the 'budget' codes that payroll can be expensed against for that job.  The HCM system stores the Earnings Code and Combination Code (referred to as Combo Code or Account Code).  The CTC Earnings Distribution page will store all the available Earnings Codes that an employee could be paid with, but not all of these codes are used in FWL.  Typically only MLC (Moonlight/Overtime) and PTF (Part-Time Faculty - Adjunct) are applicable in FWL, however at this time any of the Earnings Codes on the job record are visible on the FWL Pay Line.

On the CTC Earnings Distribution page, the Earnings Codes are stored with their associated Combination Code(s).  If the job is paid from multiple budgets, then the Earnings Code will be added more than once and each budget (Combo Code) will be added on a separate line.  The Percent of Distribution will be split equally to total 100%.  Faculty Workload does not use the distribution percentage from this page, as the actual payments come through the Pay Sheet Upload process and are not put through a distribution process.  The page itself though does require that each Earnings Code total 100% distribution.  Typically the first Earnings Code entered on the CTC Earnings Distribution page is picked up and posted to the FWL Pay Line upon calculation, however the value can be changed on the Pay Line.

The Combo Code in HCM is a representation of the full finance chartfield string, represented by a 12 digit number.  The Combo Code is seen in FWL, not the chartfields behind it, so staff will want to become familiar with the Combo Code that represents budgets for their particular department.  A Query can be run in Campus Solutions to view the chartfield descriptions behind the code, or HR staff can use the Edit Chartfields link to view the accounting string behind the code.

Alert: The HCM Position Job Summary page operates in 'real time' meaning if a job is terminated, it will immediately disappear from the FWL HCM Data page.  Make sure ALL payroll processing for FWL is complete for the instructor BEFORE terminating the job in HCM.