Stop Payments, Cancel Advices and Return Resolution Reports.

Stop Payments,Stop Payments,Cancel AdvicesCancel Advices

andandReturn Resolution Return Resolution

ReportsReports

Central Payroll Bank Account Flow

Stop Payments

Cancel Advices

Return Resolution Reports

C/O/H Screens

Requesting Copies of Checks

Handwritten Checks

Bank Account Activity Generated

Transfer Local Funds from college account to central payroll account(effective on the check date):27 Transfer from College Account $22 Transfer To Central Payroll Account <$>

Transfer Vendor Payment amounts back to college accountTotal Gross + Employer Cost - Net Pay (effective one day after the check date):22 To College Account <$>27 From Central Payroll Account $

EFT Vendor Payments such as TIAA/CREF, WESCU (effective on the date defined by the vendor payment date table):27 From College 010’s Bank Account $27 From College 020’s Bank Account $22 To Vendor’s Bank Account <Total$>

Employee Direct Deposits (effective on the check date):22 Net Pay To Employee’s Checking Acct <$>32 Net Pay To Employee’s Savings Acct <$>27 From Central Payroll Account Total $

(or Eastern & Evergreen’s bank account)

Vendor Numbers in EFT Vendor File (EFT-VNDR-TBL-M in TBL5 on PRO99) are coded as follows:

Pxxx = Central Payroll Account VXX = College’s Payroll Bank Accountxxxx = Vendor Bank Accounts

Central Payroll Account (US Bank)

Central Payroll Account (US Bank)

1. Total Local Funds for the payroll are transferred from the college’s bank account to the central payroll bank account on the check date.

2. The total State Funds for the payroll are manually EFT’ed from the State Treasurer into the central payroll account (the person reconciling the payroll initiates this process). At this point in time, 100% of the dollars to cover the payroll are in the central payroll account.

3. Total Vendor Payments (Total Gross Payroll Amount + Employer Costs - Total Net Pay) are deposited back into the college’s bank account (effective on the check date + 1 banking date).

Vendor Checks & EFT Vendor Payments

Central Payroll Bank Account

central_bank_acct.ppt

030College’s

Bank Account

030College’s

Bank Account

010 thru 290State Funds

(from State Treasurer)

010 thru 290State Funds

(from State Treasurer)

020College’s

Bank Account

020College’s

Bank Account010College’s

Bank Account

010College’s

Bank Account

030College’s

Bank Account

030College’s

Bank Account020College’s

Bank Account

020College’s

Bank Account010College’s

Bank Account

010College’s

Bank Account

Stop PaymentsStop Payments

When to place a stop When to place a stop payment:payment:

Check is stolen, or

Check is lost, and Signed/notarized affidavit has been

completed

Overpayment has been determined, or

When NOT to place a stop When NOT to place a stop payment:payment:

You have possession of check, or

Signed/notarized affidavit has not been completed and the check is “lost”

Have the following information Have the following information available:available:

Check #NET amountDate issuedLast name, First name, MI

Why cancel the check in the Why cancel the check in the PPMS system?PPMS system?

Since the check is cancelled, it becomes a non-negotiable item

If the check is not cancelled in the PPMS system, the income will still be recorded on the employees W-2

Not canceling the check produces an outstanding item on the bank reconciliation

 WASHINGTON COMMUNITY & TECHNICAL COLLEGESTOP PAYMENT REQUEST

Account #______________ Today’s Date: ________________  

Person placing stop pmt: _________________ Con Seq: ______________

College: _____________________________________________________ Check #: ________ Net amt of check: ______ Date issued: ___________ Payee: _____________________ ____________________ ____________

Last First MI

 ( ) Checked last bank statement? Which one: _____________________  

Cancel AdvicesCancel Advices

Canceling advices can be done until the second day after cut-off before 10:00am. For example, if cut-off processed on a Wednesday, the deadline for canceling an advice would be Friday morning at 10:00am.

If it is found that an advice must be canceled after the 10:00am deadline has passed, call SBCTC. SBCTC will call US Bank and the bank will determine if there is a possibility that the reverse can be processed successfully. All the steps remain the same (see below), except the waiting period is extended to 5 (five) days instead of 3 (three) days after payday.

Once it has been determined Once it has been determined that canceling an advice is that canceling an advice is

necessary, necessary, complete thecomplete the steps steps in the following orderin the following order: :

1. Complete the “US Bank ACH Services Fax Adjustment Request” form

3. Complete the “US Bank ACH Services Fax Adjustment Request” form

2. Call SBCTC at (360) 586-1939 to request the advice to be “reversed”. The required information the SBCTC needs is:

(a) college name

(b) employee’s name

(c) the net amount of the advice.

Return Resolution ReportsReturn Resolution Reports

Zero Balance Report

Balance Report

Requesting Copies of ChecksRequesting Copies of Checks

CollegeCheck Number (always 8 digits long)Net amount of checkDate issuedLast name, first name, MI

When requesting copies of negotiated payroll checks, have the following information available:

Handwritten ChecksHandwritten Checks

When inputting a handdrawn check into the PPMS system, always have the first two digits be your college number. This will place the hand drawn check with the other unpaid checks for your college.

Cancellation/Cancellation/Overpayment/Overpayment/Handdrawn Handdrawn

ScreensScreens

Allow you to:Allow you to:

Record the gross-to-net activity of a handdrawn payroll check

Cancel a payroll check or advice issued in error

Enter the return of overpaid funds

These screens are used to:These screens are used to:

Cancel a payroll check or advice

Reverse all transactions originally processed into Payroll History

They generate transactions They generate transactions which: which:

Decrease expenditures to the payroll accounts previously charged

As well as the vendor payments affected

Reimburse accounts payable

A cancellation of an advice:A cancellation of an advice:

Reduces the net pay that is deposited into the central payroll account

Transfers it back to the local payroll clearing account

Then the gross-to-net activity:Then the gross-to-net activity:

Credits the vendor payments

Transfers the gross pay back into the individual’s job account code(s)

If you do not stop the deposit from If you do not stop the deposit from going to the employee’s bank going to the employee’s bank

account, the advice is considered account, the advice is considered

“cashed.”“cashed.”

If you cancel an advice that If you cancel an advice that has already been deposited, has already been deposited,

you’ll be:you’ll be:

Taking funds out of the central payroll account for a second time

Not replacing any funds

Automatic Check Cancellation Automatic Check Cancellation Screen - PS1005 Screen - PS1005

Starts the process

Retrieves the information from payroll history

Only valid for the period of time that the payroll history is available on-line

If the check or advice is no If the check or advice is no longer in historylonger in history

You will get error: “CK-AD-Num must be in Payroll History”

Sometimes you need to cancel a check twice

When you need to reverse a cancellation

Then press enter again, and the transaction will be accepted

When cancellations entered When cancellations entered on PS1005, transactions are on PS1005, transactions are

automatically entered on:automatically entered on:

C/O/H Header Screen, PS1006

C/O/H Bonds Screen, PS1008, if applicable

C/O/H Distribution Screen, PS1007

You can make changes and You can make changes and may need to for the following may need to for the following

reasons: reasons: Account code is no longer valid

To remove the savings bond transactions because the savings bond has already been purchased

Change to a reversal

Cancellation/Overpayment/Cancellation/Overpayment/Handdrawn Header Screen - Handdrawn Header Screen -

PS1006PS1006 Cancel checks or advices not in the on-line

payroll history

Overpayment recoveries

Recoveries of Direct Deposits issued in error that can’t be stopped

Payroll checks that have been handwritten and processed through Accounts Payable

Ensure the check number starts with Ensure the check number starts with

your college code.your college code.

When manually inputting, When manually inputting, you need:you need:

The original amounts

The deduction source coding that was automatically generated when the payroll check was originally issued

The Payroll Audit (PS1315) is good source for this information

You can delete these You can delete these transactions using the transactions using the

PS1006PS1006 Only if the transaction hasn’t processed (if the

payroll has not run in final)

Even if entered on Auto Screen PS1005

Cancellations and Overpayments are normally negative transactions

The system will reduce the appropriate gross balances and deduction vendor amounts automatically

You don’t need to enter the minus sign (-) unless they were originally negative amounts

Minus signs usually are for: Minus signs usually are for:

Reductions to the gross

A refunded deduction

When to use the Reverse? When to use the Reverse? indicator:indicator:

If the transaction was originally entered incorrectly

If the action was canceled and the entries posted need to be reversed (Entered as handdraw and it should have been a cancellation)

When entering a Reverse When entering a Reverse transactiontransaction

Enter the reversal exactly as originally entered

Do NOT type minus signs, unless they originally were negative amounts

Enter the reversal on the current payroll

Any correction entries need to be on next payroll

C/O/H Distributions Screen - C/O/H Distributions Screen - PS1007PS1007

Process the payroll account distribution for the expenses

The Cancellation/Overpayment/Handdrawn Header Screen, PS1006, must be filled out first

Reminders:Reminders:

The account code must be valid and active in FMS

The job class must be on Job Class Table. The job is not edited.

The earn type must be active on Earn Type Table. The job is not edited.

Cancellation/Overpayment/Cancellation/Overpayment/Handdrawn Bonds Screen - Handdrawn Bonds Screen -

PS1008PS1008

Bond number Amount In order to distribute the deduction amount

accurately over one or more bond numbers

This screen is used to process savings bond transactions by:

If a bond deduction is entered on PS1006 and there is no bond number distribution on PS1008, you will receive a fatal error on the Payroll Transaction Edit Report (PS1115A).