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Information: Account Distribution and Adjustment Form (ADAF)

When considering using the ADAF form, please keep the following in mind:

  1. Processing labor distribution changes "after the fact" is often problematic. These problems can be avoided if you can anticipate your labor distribution needs, and submit them in advance.
  2. It is important to evaluate the materiality and purpose of your request.  For example, a request affecting 5% of an individual's 39-hour workweek affects less than 2 hours of that week.
  3. Sometimes accounts can be closed or small adjustments made using a non-payroll journal instead of completing the UPAF form. 

 PART I - Employee Information

  • Employee ID: Seven-digit code PeopleSoft uses for employee identification

  • Department ID: Three-digit department accounting code (e.g., G08, 728)

  • Position Number: Assists in multiple-job instances

  • Job Record Number: Critical for individuals holding more than one job


 PART II - Action Needed

  • A - Change current and future distribution without changing retro. This optionindicates that retro is either not material, is being submitted separately, or is otherwise not desired. If you choose this option, complete Part III.

  • B - Change current and future distribution and process automatic retro based on part III effective date. Choosing this option will move charges from specific accounts to accounts designated in Part III. This action is desirable if the form is dated before the current period, or if it is submitted too late for Payroll input. If you choose this option, complete Part III. 

 Caution: Do NOT use Option B if no retro requirement is needed. 

  • C - Process retroactive adjustment only. Choosing this option will result in no change to current or subsequent pay periods. Only retro will be processed. Attach supporting documentation of prior period charges from ADW Labor Reports. On the reports, highlight all amounts affected, and note partial amounts to move. If you choose this option, complete Part IV to summarize the totals to be adjusted. (Skip over part III.)

 Caution: Do NOT specify just the YTD.


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 PART III - Job Level Labor Distribution
Complete this part only if option A or B has been selected in Part II.

  • Effective Date of Change (Start): Insert the effective date the account(s) should start being charged.

  • Effective Date of Change (End): This field has been provided on the form for department planning use only.

     Note: The PeopleSoft system does not use distribution end dates. Therefore, you must submit a separate ADAF indicating a new "start date" for any desired accounting changes. You may anticipate your needs and submit future-dated changes in advance. This may reduce the need for further adjustments.

  • While not required, you may want to write down the original account setup in the border after you have printed your completed form.

  • For multiple accounts, indicate a new or different account by checking the box on the corresponding line.

  • The ADAF handles ongoing changes in distributing charges for an individual position. The ADAF should not be used to modify compensation/supplemental pay at the position level.  Those types of changes must be made using a UPAF form instead.

  • The total distribution percent for all accounts must add to 100% (1.0000).

  • If the change is for prior periods only (retro), do not complete Part III.  Complete Part IV and provide appropriate documentation.


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  PART IV - Prior Periods Adjustment Summary
Complete this part only if option C has been selected in Part II.

  • This section summarizes the total amount by account to be moved from the old account distribution to the new distribution. 

 Note: Remember that debits must equal credits. This is especially helpful when dealing with multiple accounts, multiple payperiods, or partial periods.

  • The supporting documentation should match the summary information (e.g., $1,000 for 5 pays is a summary of accounts consisting of $5,000 in debits and $5,000 in credits).
  • Complete all fields! If additional space is needed, or if additional information is necessary, please attach comparable worksheets to the ADAF.


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 PART V - Department Contact, Approval, and Explanation

  • The preparer is the person who will be contacted if there are any questions with the ADAF.

  • Forms with incomplete information or lack of supporting documentation will be returned to preparer.

  • The approver is a person with signature authority on the department accounts charged for labor distribution transactions. Two signatures may be required if moving charges between departments.

 Note: For FND 471, FND 45X, and FNC 43X, the approvers signature also indica tes agreement that: "...I am indicating that any wage adjustments are appropriate to the account to which they will be charged, and that I have used suitable means of verification to ensure that they are an accurate representation of the effort performed. For sponsored funds, Principal Investigator approval has been obtained for for this change. Prospective changes represent a formal alteration of the "Plan" portion of the Plan Confirmation Process."

  • Reason for Retro: A reason should be provided if either B or C is checked in Part II. Besides providing transaction support, this explanation is an audit requirement for many types of grant funds (e.g., sponsored, state, federal, etc.).
    • Any adjustment to charges spanning more than 90 days also requires a justification of the delay.

    • An explanation is required when adjustments to prior fiscal year charges break certification. Follow the "break in certification" requirements, and send a copy of the explanation to Cost Analysis, 341 Pine Tree Road to file with the original certification.

 Note: For more details on break in certification, please refer to the Annual Certification Process  Web page. 


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