News

New Finance Minerva Menu - Adj Past Payroll Transactions & New Approval Process for FFMs

Published: 8 December 2020

This message is sent on behalf of Julie Ghayad, Director Finance System Support and Transaction Services

Hello,

Effective Wednesday, December 9^th at 6:00 P.M., a new Finance Fund Administration Menu will be made available: Adjust Past Payroll Transactions (previously known as the Retro FOAPAL HR Minerva Menu).

When to Use the Adjust Past Payroll Transactions Menu (PA Minerva Menu)?

In order to use the PA Minerva Menu, payroll actuals must have posted to funds (Banner FIS).
Back-dated payroll adjustments (maximum 3 years) can then be submitted to correct funds/activity codes.
Payroll adjustments will only be reflected in Banner FIS and will not feed back to Workday.

What is the Change for FFMs?

Payroll adjustments submitted via the PA Minerva Menu will be forwarded electronically to Fund Financial Managers (FFMs).
FFMs will receive emails twice a day notifying them of pending approvals.
FFMs can then access the PA Minerva Menu to provide their electronic approval.
Once approved by FFMs, payroll adjustments will be electronically approved Centrally and will post to Banner FIS.

Who Can Submit Payroll Adjustments and How to Obtain Access?

All FIS Users with Payroll Details can access the PA Minerva Menu and submit payroll adjustments.
To become a FIS User with Payroll Details please refer to: https://www.mcgill.ca/financialservices/gfm/fis-system/fis-access

When to Update Workday?

Since payroll adjustments submitted via the PA Minerva Menu do not feed back to Workday, payroll adjustments should also be processed in Workday to ensure both Workday and Banner FIS are aligned.
It is especially important to make the change in Workday if the new funds/activity codes are applicable going forward.
Please note that any fund and/or activity code changes made in Workday will only take effect for the next pay period.
To limit the number of payroll adjustments, please refer to the following: Important Information About Missing and Expired Costing Allocations in Workday

Future Enhancements

Ability to correct payroll actuals posted to account code 699999 – Misclassified Student Appointments.
Delegation Menu (to allow delegates to be set-up on behalf of FFMs).
Approval History Menu (to permit FIS Users to track payroll adjustments.

Help?

A new Payroll Report has been created to assist you in preparing payroll adjustments: Payroll Details by McGill ID by Pay Numbers

The Guide to Financial Management has been updated: Adjustments on Past Payroll Transactions
How To’s have been added: How To Use Minerva
For support with the PA Minerva Menu, please contact the Finance Help Desk at Fishelp.acct [at] mcgill.ca or by phone at 514-398-3463
For support in Workday, please contact the HR Service Centre at hrhr [at] mcgill.ca