Human Resources Management System

Transaction Process for Earnings Distribution Change (JED)

Definition: Use Earnings Distribution Change action to:

• Change chartstring(s) to which earnings will be charged (no change in department)
• Change or add Work Study Program code
• Change existing distribution % and add new distribution lines, such that total percent is not changed and still equals the job FTE.

* = Required Field

Note: Other actions may also include changes to earnings distribution lines. However, if you are going to make a change to job data, choose a different action than Earnings Distribution Change.

1. Go to Home>Administer Workforce>Administer Workforce(GBL)>Use. From the Use Menu, click Job Data.
   1. On the Job Data search criteria page, type in the Employee ID or Last Name and click Search (or press Enter).
   2. If a list of employees is displayed, click the employee ID or name of the employee you are updating. If there are no matching values, review your criteria and change it, as appropriate.

Job Data

2. On the Work Location page of Job Data, click the + symbol to insert the new transaction.
   The system will automatically copy the last row of data into the newly inserted row. Note: Effective Date defaults to the current date.
   1. Type the Effective Date* of the transaction (MM/DD/YY) or use the calendar feature to select a date.
   2. Select Action* "Earnings Distribution Change" from the drop-down list of available Actions.
   3. Type in the Reason* code "DIS" or click the Magnifying Glass to lookup the Reason. Refer to the Action/Reason Codes job aid for definitions of Reason Codes: http://hrweb.berkeley.edu/hrms/actionreason.htm
3. Click the Earnings Distribution link at the bottom of the page.

Earnings Distribution

4. Update information for each distribution line on the Job Earnings Distribution page. For multiple distributions, click the + button to add additional distribution lines, and click Copy Fields on the new line to copy information from the previous line.
   1. Click the - button to delete any expired distribution lines.
   2. Verify and change, as appropriate, the Begin Date* for each distribution, or use the calendar feature to select a date. Type in an End Date if applicable. Note: Begin Date may not be earlier than the effective date.
   3. Type in or select a different Earnings Code if appropriate.
   4. Type in the Distribution % (percent format, not decimal). For example, type 100 (not 1.0) for 100% or 80 (not .8) for 80%. The total of all distribution percents must equal job FTE. Leave Distribution % blank if the Earnings Code indicates that a flat rate should be used in Pay Rate/Amount.
   5. Type in Pay Rate/Amount if the Earnings Code indicates that a flat rate should be used.
   6. Type in Budgeted FTE for permanently budgeted positions (in decimal format, for example, 1.0 ).
   7. Select Work Study Program code for student employees in work-study positions. The program code is on the Work Study Referral form.
      Note: If employee is work study, Distribution % should be less than 50% unless the Work Study Office approved a higher percent. Refer to the Work Study website at: http://workstudy.berkeley.edu
   8. To enter a Speedtype, select the box next to the Speedtype edit box. Type in a Speedtype code or enter a partial value and click the Magnifying Glass to select a code from a list.
   9. Change BU (Business Unit) to "J" if appropriate.
   10. Type in the salary Account* or click the Magnifying Glass to select the account from a list.
   11. Type in the Fund*, Org code*, Program*, Project, Flex that are not populated by Speedtype. Click the Magnifying Glass to select any of the values from a list.
   12. Click Save to save the earnings distribution change transaction.