MSU Human Resources >> Ebshelp >> Hrpayrollformscostredistribute >> Pay Change and Cost Redistribution System Messages Explanations and Resolutions


Pay Change and Cost Redistribution System Messages Explanations and Resolutions

System messages may appear on the screen while a pay change or cost redistribution is being created.  They may also appear during the approval process while the item is in workflow. There are 2 types of messages:

  • Hard stop messages – must be corrected before user can continue
  • Warnings – provided to alert the initiator or approver.  Once reviewed, user may continue by pressing “Enter” on the keyboard to clear the warning.

System Messages and Warnings 

  1. Default Account Charge is not Permissible for This Employee
    1. Explanation: The pay record is not 100% fully funded for the entire length of the pay record. Therefore, the default account is incurring the cost of the unfunded amount. This employee cannot be funded by the default account.
    2. Resolution: View the New Distribution Period Review tab to display the amount and dates in which the employee is unfunded. On the New Distribution tab, account for this amount across the required dates. 
  2. Please create cost distribution with 100% for this hourly employee
    1. Explanation: The total percentage for all permissible accounts does not equal 100%.
    2. Resolution: Ensure the total percentages for all permissible accounts on your New Distribution tab equals 100%. 
  3. Save your entries
    1. Explanation: The pay and cost distribution on the pay record contain no errors and can be submitted for approval.
    2. Resolution: You cannot actually “save” the entries. You can submit the change for approval.
  4. Enter data for payroll past (retroactive accounting)
    1. Explanation: The change you are making is affecting a payroll record which already exists.
    2. Resolution: Ensure the change you are making is correct and press “Enter” on your keyboard to clear the message.
  5. Explanation note for “Funding Change” is required for reason code C1
    1. Explanation: The funding change you are making requires that you input a comment in the “Funding Change” section within the Explanation Notes action screen.
    2. Resolution: Press “Enter” on your keyboard to first clear the message. Then enter the Explanation Notes action screen to input comments regarding the reason for the change.
  6. Attachments are mandatory if Salary Incr. Perc. Is more than 5%
    1. Explanation: The change you are making requires that you add an attachment for further explanation.
    2.  Resolution: Add a Word or PDF document with required explanation.
  7. Period Salary 0.00 is no longer within the range (8.50 – 12.56 USD)
    1. Explanation: The system is looking for a salary amount or the increase in amount is no longer within the permissible range.
    2. Resolution: Adjust the rate to be within the permissible range if required.  Rates for students must be within the range specified to continue.  For other employee types, this is a warning messages.  If the rate is acceptable, press “Enter” on your keyboard to clear the warning and continue. If you are working with an hourly employee who does not have a salary press “Enter” on your keyboard to clear the warning.
  8. The reason code C1 is not permitted for PerSub Area and EE Sub Group
    1. Resolution: Press “Enter” on your keyboard to clear the message. Click in the Reason Code field, click the search help box and select a reason code.
    2. Explanation: The reason code selected is not permitted for the employee type you are working with. This warning will appear for all invalid reason code/employee type combinations. *Refer to the Reason Code Reference Guide for more information.
  9. Account MSGA012401 closed on 01/01/2016 please choose another Account
    1. Explanation: Account closed in Finance system.
    2. Resolution: Clear/delete the value entered in the fund field. Either manually enter a new fund (OR) click on the drop down; in the “KFS account search help tab” enter Org Unit, Sub fund group code values and click enter. This brings up funds based on the criteria entered. *Approvers receiving this message must reject the transaction.
  10. Account MSGA012401 does not accept salary expense
    1. Explanation: Account in the Finance system does not allow salary expense.
    2. Resolution: Clear/delete the value entered in the fund field. Either manually enter the right fund (OR) click on the drop down; in the “KFS account search help tab” enter Org Unit, Sub fund group code values and click enter. This brings up funds based on the criteria entered.
  11. Account MSGA012401 Sub Fund does not allow salary expense
    1. Explanation: Sub Fund in the Finance system does not allow salary expense.
    2. Resolution: Clear/delete the value entered in the fund field. Either manually enter the right fund (OR) click on the drop down; in the “KFS account search help tab” enter Org Unit, Sub fund group code values and click enter. This brings up funds based on the criteria entered.
  12. Account MSGA013041 expired on 01/01/2016
    1. Explanation: Account in the Finance system has expired and cannot be used on employee funding record.
    2. Resolution: Clear/delete the value entered in the fund field. Either manually enter a new fund (OR) click on the drop down; in the “KFS account search help tab” enter Org Unit, Sub fund group code values and click enter. This brings up funds based on the criteria entered.
  13. Account MSGA013041 Sub Account MSGA013041-JONES combination is deactivated
    1. Explanation: The Sub Account has been deactivated in the Finance system.
    2. Resolution: Clear/delete the value entered in the WBS element field. Either manually enter a new WBS element (OR) click on the drop down; in the “KFS sub-account search help tab” enter KFS chart, KFS Account values and click enter. This brings up sub-accounts based on the criteria entered. *If the funding line with the deactivated sub account is not being changed and needs to remain on the record, contact the MSU IT Service Desk (itsupport@msu.edu or (517) 432-6200) for assistance.
  14. Account MSGA012401 Sub Object 9876 combination is deactivated
    1. Explanation: The Sub Object on the Account has been deactivated in the Finance system.
    2. Resolution: Clear/delete the value entered in the cost center field. Either manually enter the correct cost-center (OR) click on the drop down; in the “KFS sub-object search help tab” enter KFS chart, KFS Account values and click enter. This brings up sub-objects based on the criteria entered.
  15. Entry 9027 C* does not exist in T530E (check entry)
    1. Explanation: The system is not recognizing the reason code entered.
    2. Resolution: Click in the Reason Code field, click the search help box and select a reason code.
  16. Enter cost center, order, or WBS element
    1. Explanation: The red highlighted line item displaying the cost distribution is incomplete.
    2. Resolution: Enter a cost center, order number, or WBS Element in the cost distribution line that has red digits. If not cost center, order or WBS element is to be used, enter No_sub-account in the WBS Element field.  After the change is made press “Enter” on your keyboard.
  17. Fill in all required entry fields
    1. Explanation: You cannot proceed until the required fields are complete.
    2. Resolution: Complete all required fields and press the “Enter” key on your keyboard.
  18. Fund MS00000000 does not exist in FM area MSU1
    1. Explanation: The account entered does not exist (typographical error).
    2. Resolution: Clear/delete the value entered in the fund field. Either manually enter the right fund (OR) click on the drop down; in the “KFS account search help tab” enter Org Unit, Sub fund group code values and click enter. This brings up funds based on the criteria entered.
  19. MSRC061016 Funding Begin Date 10/01/2015 must be within Project Dates 12/01/2016 to 11/30/2017
    1. Explanation: Sponsored research accounts (sub fund RC) can only be used on employee funding records within project begin dates and end dates (90 days added to begin dates for pre-award period).
    2. Resolution: Clear/delete the value entered in the fund field. Either manually enter the right fund (OR) click on the drop down; in the “KFS account search help” tab enter Org Unit, Sub fund group code values and click enter. This brings up funds based on the criteria entered.
  20. MSRC061016 Funding End Date 08/15/2015 must be within Project Dates 01/01/2016 to 12/31/2016
    1. Explanation: Sponsored research accounts (sub fund RC) can only be used on employee funding records within project begin dates and end dates.
    2. Resolution: Clear/delete the value entered in the fund field. Either manually enter the right fund (OR) click on the drop down; in the “KFS account search help tab”
  21. No authorization to maintain NEW DISTRIBUTION CHANGE WF01 exists
    1. Explanation: You do not have the correct security authorization to submit the cost change for approval.
    2. Resolution: Users will need to submit an access request to MSU IT Services for the specific employee group they are trying to change. Employee groups are: FAS (Faculty Academic Staff), Support Staff, Grad Asst, Undergrad, Student, Temp/on-call.
  22. No authorization to maintain NEW PAY AND DISTRIBUTION WF01 exists
    1. Explanation: You do not have the correct security authorization to submit the pay change for approval. You will not receive this message until after you have completed the entire change and are attempting to submit the pay change into workflow for approval.
    2. Resolution: Users will need to submit an access request to MSU IT Services for the specific employee group they are trying to change. Employee groups are: FAS (Faculty Academic Staff), Support Staff, Grad Asst, Undergrad, Student, Temp/on-call.
  23. Person is already being processed by user EBSP0600
    1. Explanation: The pay record is being processed by another user.
    2. Resolution: Return later to make the changes.
  24. Sub Account MSGA013041-JONES does not exist for Account MSRC061016
    1. Explanation: Sub account has not been created in the Finance system or has been entered incorrectly.
    2. Resolution: Clear/delete the value entered in the WBS element field. Either manually enter the right WBS element (OR) click on the drop down; in the “KFS sub-account search help tab” enter KFS chart, KFS Account values and click enter. This brings up sub-accounts based on the criteria entered.
  25. Sub Object Code 9876-001 for Object Code 6504 does not exist for Account MSGA013041
    1. Explanation: Sub object code has not been created in the Finance system or has been entered incorrectly.
    2. Resolution: Clear/delete the value entered in the WBS element field. Either manually enter the right WBS element (OR) click on the drop down; in the “KFS sub-account search help tab” enter KFS chart, KFS Account values and click enter. This brings up sub-accounts based on the criteria entered.
  26. The end date entered is earlier than start date
    1. Explanation: The dates entered on the red highlighted line item are incorrect or missing.
    2. Resolution: Correct the dates to make the start date before the end date.
  27. The same cost distribution already exists from 04/01/2016 to 12/31/9999
    1. Explanation: A line item with the same date range and funding already exists on the employee’s cost distribution record.
    2. Resolution: Change the dates or funding on the line item highlighted in red. If you want to use those dates and funding distribution, delete the entire line item by highlighting the line and click the delete item button. Next, add the amount of the red line item to the existing line item with the same dates and funding.
  28. Retro date violation; please contact Central Payroll Office
    1. Explanation: The begin date of the change is earlier than retroactive changes are allowed.
    2. Resolution:  Contact the MSU Payroll Office for review.
  29. Retro date violation; please reject
      1. Explanation:  The begin date of the change is earlier than retroactive changes are allowed.
      2. Resolution:  Approver must reject the transaction. 

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