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Labor Distribution

Last Updated: May 2025

Labor distribution is the allocation of salary to funding sources (grants, departmental accounts, etc.).

Pre-Planned Distribution: Prospective or anticipated allocation of labor costs
Retroactive Labor Distribution: Changes to previously posted payroll; must be recorded in both Workforce Portal and PS Finance Retro Labor Tool.

All labor changes must be recorded in the PeopleSoft HR Workforce Portal to capture the individual's historical allocations. Retroactive changes must also be recorded in the PeopleSoft Finance Retroactive Labor Distribution tool to update the ledger

Submitting a Retroactive Labor Distribution Request? Provide the following:

Please send the following details to TSS & ECC when requesting a Retroactive Labor Distribution Change:

Employee ID:
Employee Name:
Previous Labor Dept ID:
New Labor Dept ID:
Effective Start Date of Labor Change:
End Date of Labor Change (if applicable):
Download and provide the labor details from Data Warehouse for the affected timeframe/pay periods.

Access & Roles

To access the Workforce Portal or Retro Labor Distribution Tool, request system access.

Local Research Administrators (LRAs)
- Workforce Portal (PSHR) - for submitting Pre-Planned Distributions
  - Sponsored project/grant related access requires Associate Vice Provost of Research Administration approval
- Retro Labor Distribution Tool (PS Fin) - for submitting changes to posted labor changes, especially grant-funded.
  - Send the completed access request form to TSS & ECC
Department Admins
- Workforce Portal (PSHR) - access to make Pre-Planned dept-to-dept labor changes

Labor Change Matrix

The Funding Source Type & Effective Date of the Labor change will determine who can submit the change into each system.

Labor Change Effective Date	Workforce Portal (PSHR)	Retro Labor Distribution Tool (PS Finance)
Current or Future Pay Period	✅☑️
Current Quarter, Past Pay Period	✅☑️	✅⚠️
Past Quarter, Past Pay Period*	⚠️⚠️	⚠️⚠️

_{✅ - LRA with system access can submit labor changes on grants}

_{☑️ - Department Admin with system access can submit labor changes dept-to-dept}

_{⚠️ - Requests must be submitted to TSS & Post-Award to update the ledger and avoid conflicts with other labor changes.}

* All Past Quarter Retroactive Labor Distribution changes impacting a grant will require an accompanying Payroll Recertification Memo

Pay Certification Quarters

The Payroll Certification System or Employee Compensation Certification (ECC) System operates on an Academic Calendar rather than the Fiscal Calendar. Determine whether your Labor Change is effective in the current quarter or a previous quarter before proceeding with your adjustments.

Quarter	Dates
Q1	Sep 1 - Nov 30
Q2	Dec 1 - Feb 28*
Q3	Mar 1 - May 31
Q4	Jun 1 - Aug 31

_{* Feb 29 on Leap Years}

Learn more about the Employee Compensation Certification (ECC) system.

Labor Funding Source

Grant-funded

Local research administrators (LRAs) can request labor distribution changes for employees who are working on grants
- Future Dated (Pre-Planned) - submit a request through the eServe Workforce Portal
- Past Dated - Previously posted pay issued within this same quarter can be processed in the Retro Labor Tool in Peoplesoft Finance.
- Previous Quarter - Labor changes effective from previous quarters must be sent to ECC@tufts.edu for processing
  - Previous quarter labor distribution changes on grants require a Payroll Recertification Memo.

If you do not have an LRA or need assistance with retroactive changes involving grants, contact your school's Lead Research Administrator. The appropriate contact can be found here: https://viceprovost.tufts.edu/local-research-administrator-lra-contacts#schools

Non-sponsored Funds (Hard Money)

Department admins can submit labor distribution changes for employees funded by non-sponsored/hard money:
- Future Dated (Pre-Planned) - submit a request through the eServe Workforce Portal.
- Past Dated - submit the request to ECC@tufts.edu

Make Changes in eServe

You can make changes to Dept ID-related labor distribution changes using eServe.

Go to eServe

Provided by Finance