LRs are entered by UAF Budget Office and processed in adjustment runs by Statewide Human Resources.

LR dates are found on the Calendar - HR Processing. Look for Adjustment Runs  and run numbers included in that process are documented in parentheses (e.g. Adjustment Run (CY22 R15 – R26)).

Adjustment Run Schedule document from UA HR

Note: January is the only exception to this while statewide processes W-2's. Once statewide starts their process (usually the middle of December), there are no LRs entered until further notice from statewide. All dates are subject to change and updates are made accordingly.

There are cutoff dates for processing labor reallocations from the prior calendar year. Grant funds must be open and active for keying and processing.

It is critical to process labor redistributions immediately once an error is identified, and as soon as possible after the pay period ends.

Timeliness in identifying and correcting accounting errors is critical, especially at year end.

Always use the enterable form on our website:

• Identify the labor distribution error: You can review labor information on the NHIDIST form in Banner or DSD
• Obtain an LR form from our forms webpage 

Prepare the LR with the Following:

• MAU/Major Administrative Unit - This is the regional campus
• Check Distribution - Provide TKL (Time Keeping Location) number used to designate specific University departments
  • It is a “T” followed by a 3 digit number
  • Found on the timesheet or on the NBIJLST form in Banner
• Employee Name - Last name, first name and middle initial; it must match Banner
• Employee Banner ID Number - Found in Banner
• Employee’s Work Phone - Not required
• FY - Designate the fiscal year in which the LR will be processed (must be the current fiscal year)
• Begin Year - Beginning calendar year in which the original labor charges to be corrected were processed
• Begin Pay No - Beginning pay period in which the original labor charges to be corrected were processed
• End Year - End calendar year in which the original labor charges to be corrected were processed
• End Pay No - End pay period in which the original labor charges to be corrected were processed
• Posting Date - Not required
• Position - The position control number (PCN) of employee for labor charges to be redistributed
• EC - Not required but you can use it if only one earnings codes will be moved. If more than one earnings codes is moved, use the earnings code field next to each row to indicate what each earnings code is.
• Fund - Not required.
• Orgn - Not required.
• Acct - Not required.
• Earnings Code - Use this field when you are moving more than one earnings code to indicate the earnings code for each line
• Run No. - Indicate the payroll run number for the original charges. It specifies which run the original charges were processed.
• Change
  • OLD lines are what is currently in Banner that you want moved
  • Enter the new distribution on the NEW lines where you would like it to be moved to.

ONLY USE ONE OF THE FOLLOWING:

• Hours
  • Usually for moving hours for an hourly employee
  • Enter original hours charged on OLD lines
  • NEW lines should equal the OLD lines
• % (Percentage of Effort)
  • Usually for exempt employees or those charging a certain percentage to a match or grant
  • Enter original percent charged on OLD lines
  • NEW lines should always equal the OLD lines
  • Note: If 40% of the effort is charged to one fund/org combination and you want to move all 40%, the percentage is NOT 100%. It is still 40%, the percentage you want to move.
• Amount
  • Usually for closing out a match or grant
  • Enter original amount charged on OLD lines
  • NEW lines should always equal the OLD lines

Fill in the Following:

• Fund, Orgn, Acct
  • The OLD numbers should reflect the FOA that were originally charged for the labor
  • The NEW numbers should reflect where the labor should be charged in Banner HR
• Prog
  • DO NOT ENTER A PROG, unless you are specifically correcting program code errors
  • If you have an activity code that needs added or changed, type it in this field
• Reason for Change - Include full explanation for the redistribution
  • This is a “why” question, not a "what" question
  • Clearly explain why the labor is moving
  • Attach a separate sheet if more room is needed
  • Acceptable reasons include
    • "Employee keyed fund/org mismatch on timesheet"
    • "Employee charged to grant instead of match in error"
    • "Job set up on incorrect org"
    • "HR keyed labor distribution wrong during job set up”
    • “EPAF was not submitted on time”
  • Important: Forms are NOT accepted without this field completed

1. Employee (or PI on grants and contracts)
2. Supervisor or Department Head - This is the person that signs the time sheet as supervisor
3. Grants & Contracts approval from appropriate MAU (restricted funds only that is mostly used with 60 day memo) (Send the LR form, all backup and 60 Day CTM directly to the Budget & Cost Records team, not a specific individual; we will route it to OGCA for approval)
4. Clearly handwritten or typed name of and phone number for the person completing the LR form
   • This is not a signature
   • This is used if questions arise about the LR

Required Back up for Non-Exempt employees:

• Attach a copy of NHIDIST print-screens or other appropriate backup showing the employee’s name and the run number
• Attach a new revised timesheet with correct information, signed by employee and supervisor, or copy of the original timesheet if the original timesheet was correct
  • The HR Coordinator/Fiscal Officer may sign on behalf of an  unavailable employee
• Attach a 60 Day Cost Transfer Memo (CTM) to the LR for any labor moving to or from restricted funds that is more than 60 days old (PI must sign LR form as well as CTM)
  • The template is on the OGCA website under "Post-Award Forms"
• Send the LR form, all backup and 60 Day CTM directly to the Budget & Cost Records team (not a specific individual); we will route it to OGCA for approval

Required Back up for Exempt employees:

• Attach a copy of NHIDIST print-screens or other appropriate backup showing the employee’s name and the run number
• PI must sign LR form for ANY Exempt restricted funds movement of exempt employee labor
• Attach a 60 Day Cost Transfer Memo (CTM) to the LR for any labor moving to or from restricted funds that is more than 60 days old (PI must sign LR form as well as CTM)
  • The template is on the OGCA website under "Post-Award Forms"
• Send the LR form, all backup and 60 Day CTM directly to the Budget & Cost Records team (not a specific individual); we will route it to OGCA for approval

If you have grant labor to move for a PAST GEC period, you must submit a request to the OGCA Director* for an exception to the GEC deadline via email.

In the subject line - include the wording "LR or JPAY Approval" 

In the body of the email include -

• Individual Name(s)
• Run numbers
• Hours
• Amounts
• From: fund/org  To: fund/org
• Reason why you could not meet the deadline and if you are trying to move to another restricted fund, why it should be allowed to post there

If you receive an approval in the email, this is attached to the rest of your backup documentation to send to UAF-Budget@alaska.edu.

*Effective April 1, 2025 - submit to Interim Assistant Director of OGCA for this approval until further notice