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Labor Distribution

When can I expect the wage and transfer I submitted to be posted to FAS?

• Wage transfers are generally posted once a week on Friday. Viewing in FAS should be available on Monday or Tuesday of the following week providing the transfer was prepared appropriately and the account is valid.

Definition of labor transaction types:

SPX - Suspense transaction correcting a labor distribution error
JMX - Journal transaction to correct old fiscal year charges involving Grant accounts.
LDR - Adjustment to a prior labor distribution charge
LDB - Labor distribution from the non exempt staff payroll
LDS - Labor distribution from the non exempt student payroll
LDM - Labor distribution from the exempt monthly payroll
LDP - Labor distribution of QuickPays/Balance Adjustments/Reversals for prior payrolls

Where do I send labor distribution questions?

• Labor questions should be addressed to Employee.Information.Services@Dartmouth.edu. Please provide the account number, subcode, date of the transaction, type of transaction (SPX, JMX, LDR, LDB, LDS, LDM), and the dollar amount.

When can I expect to receive the monthly labor distribution reports?

• Monthly labor reports are mailed from Payroll with the FAS close schedule. Labor reports are run on the fourth business day of the following month and are delivered via Hinman Mail in Confidential envelopes.

Who do I contact to receive additional labor distribution reports?

• The approval of the fiscal officer is required before Payroll can release a labor distribution report. The fiscal officer can e-mail Employee.Information.Services@Dartmouth.edu the specific account/s and the individual to whom the account/s should be mailed to on a monthly basis. If you are the designated individual that normally receives the labor distribution reports and you need another copy you can e-mail Employee.Information.Services@Dartmouth.edu with the specific account needed.

What are the instructions for completing the Retroactive Labor section of the Labor Account Distribution Change & Wage Transfer form?

Instructions Section 1-Labor Distribution

Begin Date - Enter the pay period begin date of the first payroll to be changed.

End Date - OPTIONAL - Enter the pay period end date of the last payroll to be changed. NOTE: If optional End Date is entered and the assignment is continued past that date, a new Labor Distribution must be submitted prior to the end date, listing new distribution.

Account Number and Subcode - Enter all accounts, including those with no change. Distribution total must equal 100%.

Instructions Section 2-Retroactive Labor Charges (Wage Transfer)

Begin Date - Enter the pay period begin date of the first payroll that was incorrectly charged.

End Date- Enter the pay period end date of the last payroll that was incorrectly charged.

Account Number and Subcode- Enter only the account number(s) that need to be transferred to another account(s). Fringe subcodes should not be listed on the labor form. The fringe will calculate based on the subcode as it is sent to FAS. Fringe is not included on the HRMS labor distribution reports.

When using the begin and end dates for several pay periods list the total salary amount to move.
(2275.00 x 2months =4550.00

Reminder: Total dollars to transfer must match the actual and retroactive to be charged.

Example: John Doe
Section 2: Retroactive Labor Charges (Wage Transfer)
Begin Date: 7-1-02 End Date: 8-31-02
(1)Actual Labor Distribution Charged (2) Retroactive Labor Distribution To Be Charged
534025.110 $3500.00 534025.110 $2500.00
259110.110 $1050.00 259110.110 $2050.00
Totals $4550.00 Totals $4550.00

(1) Enter the account number and dollar amount originally charged that needs an adjustment.
(2) Enter the new account number and dollar amount you want to charge.

When a transfer moving only a partial amount off an account number, the results to FAS list a credit for the total amount originally charged along with a debit to the same account for what was transferred on the request form.
Note: When wage transfers are processed that include several pay periods, FAS will show several amounts that will require adding the sums together to match the total listed on the wage transfer form. In FAS use the Ref (Reference) column to see LDR (Labor Distribution Reallocation).

On the Labor Distribution Reports wage transfers are identified in the Adjust columns (both
Month to Date Adjust and Fiscal Yr to Date Adjust)
See Examples below.
Dartmouth College
Labor Distribution by Account
As of 1/31/2003
Account: 534025
Employee Asg# Pos# Subcode 1st period 2nd period 3rd period Month to Date Fiscal Yr to Date
Direct Adjust Direct Adjust
Doe, John 45281 01101 1100 1750.00 1750.00 -1000.00 12250.00 -1000.00


Dartmouth College
Labor Distribution by Account
As of 1/31/2003
Account: 259110
Employee Asg# Pos# Subcode 1st period 2nd period 3rd period Month to Date Fiscal Yr to Date
Direct Adjust Direct Adjust
Doe, John 45281 01101 1100 525.00 525.00 1000.00 4200.00 1000.00

Labor reports are mailed out from the Payroll Office with the FAS Close Schedule- generally the 3rd business day of the beginning month.

Prior fiscal year wages- move only old year wages on the form and NOTE “Old Fiscal Year”
Do not include new fiscal year wages on this form.

Subcode Summary: *New since HRMS Implementation

Exempt Staff and Faculty Subcodes: Fringe Charge FY03

1050 Exempt Staff 33%
1055 Exempt Faculty/Special 33%
1060 Exempt Faculty Department Adm 33%
1070 Exempt Cost Sharing 33%
1080 Exempt Temporary Staff 9%
1090 Exempt No Pension 20%
1095 Exempt Regular No Benefits* 9%
1100 Tenured Faculty 33%
1110 Faculty No Pension* 20%
1120 Tenure Track Faculty 33%
1130 Non-Tenure Track Faculty 33%
1140 Research Associate C 33%
1150 Research Associate A 9%
1160 Research Associate B* 20%
1170 Research Associate C Part Time* 9%
1180 Visiting Faculty Temporary 9%
1190 Visiting Faculty Full Time 33%
1300 AP II Monthly Exempt 33%
4490 Research Fellow N/A
4494 Research Fellow Health Insurance N/A

Exempt Student Subcodes:

1400 Student Enrolled N/A
1420 Student Not Enrolled 9%
1430 Graduate Fellowship N/A
1434 Graduate Student Health Insurance N/A
1450 Work Study Enrolled N/A
1470 Work Study Not Enrolled 9%


Non-Exempt Staff Subcodes:

1260 Non-Exempt Dept Admin 33%
1270 Non-Exempt Cost Sharing 33%
1300 Non-Exempt Staff 33%
1310 Non-Exempt Regular No Benefits 9%
1320 Non-Exempt Temporary Staff 9%
1340 Trainers 33%
1350 Medical Personnel 33%
1360 Non-Exempt Hopkins Center 33%
1370 Non-Exempt Front House Hopkins Center 33%
1510 FO&M Service/Other 33%
1520 Special FO&M Labor 9%
1530 FO&M Service/Other 33%
1560 Police - Regular 33%
1570 Police –Extra 9%
1730 Kitchen & Dining 33%
1750 Food Service - Temporary 9%

Non-Exempt Student Subcodes:

1400 Student Enrolled N/A
1420 Student Not Enrolled 9%
1450 Work Study Enrolled N/A
1470 Work Study Not Enrolled 9%