PeopleSoft Financials 8.8 General Ledger Workshop

1. PeopleSoft Financials 8.8 General Ledger Workshop Thursday, January 24, 2008 LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

2. General Ledger Journals Preparing HR Payroll Correcting Journals The procedure for preparing and submitting HR Payroll Correcting Journal Entries was changed effective November 3, 2007 with the conversion of PeopleSoft Financials from Version 7.5 to Version 8.8. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

3. General Ledger Journals Preparing HR Payroll Correcting Journals Request to process Multi-Fund HR Payroll Journals must be submitted to HCSD-HQ via e-mail to: HQ-Correcting-Jrnls LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

4. General Ledger Journals Preparing HR Payroll Correcting Journals Multi-Fund HR Payroll Correcting Journals are submitted via Excel Spreadsheet and then will be processed by HCSD Finance Staff. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

5. General Ledger Journals Preparing HR Payroll Correcting Journals The definition of Multi-Fund HR Payroll Correcting Journal is a correcting journal that moves Payroll expenses for a single business unit from one Fund to another. For HR Payroll Expenses, the payroll expense accounts to be used will be only 509999 and 519999, keeping the original coding intact in Fund 111. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

6. General Ledger Journals Preparing HR Payroll Correcting Journals Using Accounts 509999 and 519999 will allow the reconciliations between the HR Payroll System and the Financial System to remain in one Fund (Fund 111- the Operating Fund) LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

7. General Ledger Journals Preparing HR Payroll Correcting Journals Using Accounts 509999 and 519999 will identify any Journals using those accounts as General Ledger adjustments only, with no direct links back to the individuals earnings and distributions in the HR Payroll system. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

8. General Ledger Journals Preparing HR Payroll Correcting Journals Using 509999 and 519999 in the restricted funds will identify that no payroll charges were directly coded to any restricted fund project. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

9. General Ledger Journals Preparing HR Payroll Correcting Journals The process of converting data from HR/Payroll to PS Financials is as follows: A file is loaded by HCSD-HQ staff from HR Payroll into the HR_Acctg_line table in PS 8.8 Financials LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

10. General Ledger Journals Preparing HR Payroll Correcting Journals The Journal Generator process takes the information from the HR_Acctg_Line table and summarizes it into journals by chart string combinations at the account and department level. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

11. General Ledger Journals Preparing HR Payroll Correcting Journals HCSD – HQ Finance validates, budget checks and posts the individual journals and reconciles them to the HR Payroll Summary Reports. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

12. General Ledger Journals Preparing HR Payroll Correcting Journals You receive a notice each week that either the Bi-Weekly, Off-Cycle, or Monthly Payroll is processed, a listing of the Journals posted and any corrections that were made to complete the payroll process for that period. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

13. General Ledger Journals Preparing HR Payroll Correcting Journals The HR Payroll data needed for correcting Journals can usually be found on the HR_Acctg_Line table within PeopleSoft Financials LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

14. General Ledger Journals Preparing HR Payroll Correcting Journals The data on HR_Acctg_Line table is highly detailed, averaging about 16 to 20 lines of data for a single employee for a bi-weekly pay period. With multiple distributions, some employees have 50 lines of coding. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

15. General Ledger Journals Preparing HR Payroll Correcting Journals With that much data on HR_Acctg_Line table, queries run against the Financials database must be highly refined and must be precise. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

16. General Ledger Journals Preparing HR Payroll Correcting Journals The key to the HR_Acctg_Line table in the Run Date, which is actually the date that the lines for the particular payroll are created by the process in the HR Payroll System. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

17. General Ledger Journals Preparing HR Payroll Correcting Journals HCSD has developed a log that identifies the relationship of the Run Date key on the HR_Acctg_Line table with the HCSD Business Unit and the individual HR Payroll Journals and Pay Period Ending Dates. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

18. General Ledger Journals Preparing HR Payroll Correcting Journals By maintaining this log, the end users should be able to obtain the appropriate run date to narrow the query range on the HR_Acctg_Line table. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

19. General Ledger Journals Preparing HR Payroll Correcting Journals What Payroll Reports do you get from HR/Payroll? LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

20. General Ledger Journals Preparing HR Payroll Correcting Journals What Payroll Reports should you be getting from HR/Payroll? LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

21. General Ledger Journals Preparing HR Payroll Correcting Journals Report ID PAY002 – Payroll Register Report ID PAY004 – Payroll Check Register Report ID DDP004 – Payroll Advice Register Report ID PAY018 – Payroll Summary Report LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

22. General Ledger Journals Preparing HR Payroll Correcting Journals PAY002 – Payroll Register shows all of the earnings and employee deductions (Net Pay) for each employee paid in that pay period. The report is in Pay Group order by department. The earnings and deductions are identified by Payroll Earnings Codes and Deductions, not General Ledger Accounts. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

23. General Ledger Journals Preparing HR Payroll Correcting Journals Since PAY002 – Payroll Register only shows employee Net Pay, it does not include the total expenses for the payroll for the period. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

24. General Ledger Journals Preparing HR Payroll Correcting Journals PAY004 – Payroll Check Register shows each physical check issued and amount for the pay period for those checks. The report is presented in Pay Check Number order. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

25. General Ledger Journals Preparing HR Payroll Correcting Journals DDP004 – Payroll Advice Register shows each Advice issued and amount for the pay period for those advices. The report is presented in Advice number order. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

26. General Ledger Journals Preparing HR Payroll Correcting Journals PAY018 – Payroll Summary reports the breakdown of a earnings and deduction codes, summarized at the Business Unit Level for the pay period identified. LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

27. General Ledger Journals Preparing HR Payroll Correcting Journals Completing the Excel Spreadsheet for submission to HCSD LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

28. General Ledger Journals Preparing HR Payroll Correcting Journals Completing the Excel Spreadsheet for submission to HCSD LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

29. General Ledger Journals Preparing HR Payroll Correcting Journals Completing the Excel Spreadsheet for submission to HCSD LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG

30. General Ledger Journals Preparing HR Payroll Correcting Journals Completed Spreadsheet LSU HEALTH CARE SERVICES DIVISION • 8550 UNITED PLAZA BLVD • SUITE 400 • BATON ROUGE, LOUISIANA 70809 • WWW.LSUHOSPITALS.ORG