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PAYROLL INTERFACE

PAYROLL INTERFACE. Presented by: Marla Pendleton, Principal Accountant Yumeka Seabrooks, Supervising Accounting Tech. September 15, 2004. Types of Payrolls. Regular – County/Flood Control current pay period and active employees. Special Districts – current pay period and active employees.

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PAYROLL INTERFACE

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  1. PAYROLL INTERFACE Presented by: Marla Pendleton, Principal Accountant Yumeka Seabrooks, Supervising Accounting Tech September 15, 2004

  2. Types of Payrolls • Regular – County/Flood Control current pay period and active employees • Special Districts – current pay period and active employees • Final Check – termed employees, (PEP employees) • Off Cycle – used for special processing

  3. What is the Payroll Interface? • The payroll interface is the transition of a payroll data file from the HRMS System, which is in summarized financial form and loaded into the OASIS Financials System.

  4. Payroll Journals • Every payroll has multiple interface files which are loaded into financials. • With the exception of PP14 & 15, each County/Flood file will generate at least eight (8) journals. • PP14 & 15 will have at least sixteen (16). • Eight (8) expense journals • Eight (8) accruals

  5. Payroll Journal Descriptions Long Term Disability Medicare Retirement PERS Retirement 401A Salaries Short Term Disability Social Security Unemployment

  6. How to Identify the Journals • The journal date is the same as the pay date for the given pay period. • For instance, PP14 pay date is 7/07/04, the payroll journals for PP14 will be dated 7/07/04.

  7. Journal Status

  8. Payroll Calendar

  9. Payroll Interface Errors • Invalid Chartfield Combinations • New Expense Accounts • New Funds (ISF) / DeptIDs • TPI Codes

  10. Payroll Interface Errors • Org Budget Data Not Found • Insufficient Appropriations

  11. Payroll Interface Errors • Project Grants • Insufficient Funding Source • Invalid Project Grant • Insufficient Project Grant Budget* • Invalid Project Grant Date

  12. Roles • Departments • Human Resources • HRMS • OASIS • Payroll (Auditor Controller)

  13. Departments Role • Make sure you notify HRMS timely of changes to payroll distributions: • TPI Codes • New Funds • New Dept Ids • Make corrections to errors timely

  14. HRMS • Update the HRMS system with changes in the departments payroll distributions. • Compile the HRMS data file and send to Financials. • Assist payroll in reconciling and posting payroll.

  15. OASIS Financials • Upload the HRMS data files • Assist departments and payroll in correcting errors that prevent the posting of the journals. • Assist payroll in posting the payroll journals.

  16. Payroll • Reconcile and correct errors in the journals • Post the journals

  17. Posting the Interface • Timing • Usually takes 3-5 days to post • Salary Journal has 90,000 lines Budget Check can only be run at night after hours

  18. Payroll Interface Fallouts • What are fallouts? • Why does this happen? • How does payroll post these employees?

  19. Interface fallouts are… • Employee paychecks that do not move from HRMS to Financials through the interface process. • We average about (20) twenty employees per pay period.

  20. PP12 Fallouts

  21. Why does this happen? • The accounting information for the employee is invalid, the system is unable to distribute expenses • If an employee has more than two checks in the interface, the third will not be “picked up”. • For example…

  22. EE – Kermit D. Frogg • On PP18, Kermit’s department entered 80 regular hours for him and should have only paid him 20 hours. Payroll closed PP18 on Thursday, 8/26/04. The department reviewed its pay register on Monday, 8/30/04 and found the mistake. The department call’s payroll, explains the problem and request a reversal on Kermit’s pay warrant and request a corrected warrant. • Kermit ends up with three warrants • Original warrant (80 hrs) • Reversed warrant • Corrected warrant (20 hrs) • Only two of these warrants will go through the interface and post

  23. How does Payroll Post Fallouts? • Manually prepare an Online Journal Entry source code (ONL), to charge expenses to departments and move cash to various clearing funds.

  24. Prior Process • Prior to April 2004, Online Journal Entries were prepared for each transaction fall-out • The employee name and ID number was specified on each individual journal. • Due to the volume there was a major delay between the interface and fall-out journal posting dates.

  25. Current Process • As of pay period 2004-08, the fall-out transactions are summarized into one journal entry per pay period. • Individual names and EIN are not identified on the journal. • Fall-out journals are prepared within the same pay period as the interface journal

  26. Questions?

  27. Contact Information • If you need detailed information for each fallout, please email your request to: mpendlet@co.riverside.ca.us Yumeka Seabrooks (951) 955-3810 Marla Pendleton (951) 955-3867

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