There continues to be some confusion amongst departments as to the proper paper flow for the payroll Change in Labor Distribution and Redistribution (CLDR) forms. Some departments send all forms to either SPA or Employment Services regardless of the situation concerning the change. This brief article is intended to clear up this confusion which will make the process much more efficient and will allow your CLDR to be processed as quickly as possible.

Please note that SPA is only authorized to process CLDR forms that involve changes to SPA accounts. These would include accounts in the Restricted Fund (except Salary Reimbursements, Endowments and Gifts) as well as Cost Sharing accounts. Otherwise, the forms are to be processed by the Controllers Office/Payroll Department.

Not 100% Retroactive - Form needs to be data entered into BANNER

1. No retro-activity involved– send directly to Employment Services (ESC). The form is data entered and no other action is needed.

2. Retroactive forms UNDER 60 days involving either SPA or Non-SPA accounts should be sent directly to ESC. The form is data entered and a copy is sent back to SPA who will make a determination as to who is responsible for the retro redistribution. Non-SPA changes will be sent to the Payroll department.

3. Retroactive forms OVER 60 days involving SPA accounts should be sent directly to SPA who will either approve or send the form back to the department. Approved forms are sent on to ESC for data entry. A copy of the form is sent back to SPA for the retroactive redistribution.

4. Retroactive forms OVER 60 days involving Non-SPA accounts should be sent to the Controllers Office for approval. Once approved, the form is sent to ESC for data entry. A copy is sent back to SPA who in turn will forward to Payroll for the retroactive redistribution.

100% RETROACTIVE-Form doesn’t need to be entered into BANNER

1. 100% retroactive forms UNDER 60 days involving either SPA or Non-SPA accounts should be sent directly to SPA who will make a determination as to who is responsible for the retro redistribution. Non-SPA changes will be sent to the Payroll department.

2. 100% Retroactive forms OVER 60 days involving SPA accounts should be sent directly to SPA who will either approve or send the form back to the department. If approved, SPA will schedule the retroactive redistribution.

3. 100% Retroactive forms OVER 60 days involving Non-SPA accounts should be sent to the Controllers Office for approval. Once approved, the form is sent to Payroll for the retroactive redistribution.

We hope you now have a better understanding of where CLDR’s are to go. By following the above paper trail will ensure the quickest turnaround time for your CLDR. If you have any questions regarding the flow of Change in Labor Distribution and Redistribution forms, feel free to contact Patrick Maher in SPA.

Patrick J. Maher
Assistant Director
SPA Institutional Support