Presenters: Alan Vorwerck Director Application Development Peter Hefler Sr. Programmer/Analyst

1. Presenters: Alan Vorwerck Director Application Development Peter Hefler Sr. Programmer/Analyst Los Rios Community College District, Sacramento Ca.

2. Session Number: 1011 Payroll to GL Interface - Use the delivered panels or write your own

3. Presentation Outline Outline 1. Background Info 2. Delivered PeopleSoft Payroll GL Interface 3. Setup required 4. Maintaining the Key Interface Tables -- Position_Data table -- Acct_CD table -- Dept_Budget table -- Position/Acct_Cd assgnmts

4. Outline - cont. Outline - cont. 5. LRCCD’s Customizations 6. Payroll-AP Interface (Relieving the Payroll Liabilities) 7. Reporting Payroll Data 8. Work in Progress (WIP) 9. Questions

5. Background Info 1. Background Information • Payroll Schedule/Volume • Two monthly payroll runs • 1880 full time employees • 2290 Temporary/Part Time employees • Adjustments • 200+ payroll adjustments

6. Background Info 1. Background Information - cont. Platform • HRMS V7.51 • Financials V7.51 • Oracle 8.1.7.x.x • UNIX/NT

7. 2. Delivered PeopleSoft Payroll-G/L Interface

8. 3. Setup Required • Installation Table • Department Table • Position Data Table • Acct_CD Table • Department Offset Group • Department Budget Table • Business Unit (HR/Payroll bu > G/L bu)

9. Setup Required - cont. Administer GL Interface ) Business Unit ) Detail Calendar ) Ledger Template ) Detail Ledger ) Ledger Group ) Ledgers for GL Business Unit ) Journal Source ) Operator Preferences ) Acct. Entry Definition ) Journal Generator Template ) GL Business Unit/HR Company Mapping

10. 4. Maintaining the Key Interface Tables a. Position_Data table - manual effort undertaken by Fiscal Services to add/update position records b. Dept_Budget table - custom sqr to insert/update dept_budget table as new departments/positions are added *** Delivered sqr to update fiscal year

11. c. Acct_CD table - manual effort undertaken by Fiscal Services to add/update acct_cd records d. Position Nbr/Acct_CD Assignments - • Regular employees - unique position; few, if any changes to position data in Job record; account code in dept budget table. • Temporary employees - pooled positions; override specific position data in job record; account code(s) entered on job.

12. 5. LRCCD’s Customizations Custom sqr to keep position_data and department_budget table in sync Run custom sqr to build export file

13. Customizations include: A. Custom sqr to keep Position_Data and Department_Budget tables in sync • Inserts new rows into Department_Budget table as new positions are added • Supports payroll distribution process

14. B. Custom sqr to build Payroll-G/L file to better support LRCCD’s specific requirements. • Aggregates payroll liability expenses. • Retains detail earnings records • Addition of check #,employee # and name to detail earning records

16. Payroll-GL Interface File

17. 6. Payroll-AP Interfaces Purpose: To relieve the payroll liab. resulting from employee/ employer taxes & benefits, employee garnishments, etc.

18. 7. Reporting Payroll Data

19. Payroll Data is accessible via a browser

20. 8. Work in Progress (WIP) Develop interface to support payroll adjustments • Input correcting journal in Financial system, automatically insert correcting entry in HRMS system

21. WIP - cont.

22. 9. Questions