Year End Closing for FY 2013
February 3, 2015 Susan WilsonCommitment Accounting Terminology current vs. past Commitment Accounting = payroll distributions
Department Budget Tables = the distribution
Combination Codes = earnings account code or HRAC which are 7 or 9 digit numbers used as a label for the unique Chart Field string assigned to fundsDepartment Budget TablesOnce Created/Saved Cannot delete
Can get rid of at year-end rollover time in June 2015 by NOT ACTIVATING it in the new FY16.
PeopleSoft will not do anything if department ID, Employee Record etc. is invalid and doesnt match job data
Must match Job Data info
What Can be Retroed?Current FY by departmentsCross College and prior two fiscal years (FY13 & FY14) can be retroed with PDRR form sent to college level processorsAny correction needed prior to 7/1/12 may correct via journal entry
Mention what it means to RETRO.5Retroshttp://www.fa.ufl.edu/departments/payroll-tax-services/payroll-distributions/retros/
Corrections shows basic example of how to correct a specific amount
For Example:You currently have in the employees FY13 distribution:
07/1/12-06/30/13 100% Combination Code 0012345, project 00033333, fund 209
Amount to correct = 735.83 and Gross pay in one pay period = $1000.00
Since the amount needing to be corrected is less than the amount of one pay period, then retro may be done in one pay period.
A date range of one pay period could be inserted and used to make your correction. Amount to correct of 735.83/1000 = 73.583%Date Range1/18/13 6/30/13
Percentage100%Combination Code00123451/4/13 1/17/1373.583%New Combination Code009876526.417%No Change Combination Code00123457/1/12 1/3/13
100%0012345NOTE: If you will multiply the 73.583% x 1000.00 total cost for the pay period, this will equal $735.83, which is the exact amount that needs correcting.
In most cases you can get to the exact amount within a few cents particularly if you use 3 percentage points.
If the cents still needs corrected, then a journal entry would be done for the cents.**************************************************************
Keep in mind that this does not include fringe charges that will also be retroed at the same time.Issues Timeliness is critical having ePAFs entered timely, processing time in timely mannerCharges to combination codes in Department Budget Table are based on dates of ppe no matter what dates being paid for in review paycheckAffects Effort Reporting if paid or retrod in future then may be outside reporting period payment is meant to chargeSplitting up dates within pay period as show in in following examplePay Period 9/26 10/9/14 splits charges over 10 days
Journal Entry for Payroll Cost Correctionshttp://www.fa.ufl.edu/departments/payroll-tax-services/payroll-distributions/posting-distributions-for-grants/journal-entry-for-payroll-cost-corrections/
Examples of what can be corrected via journal entry
Info on what support documentation is to be attached
Tips12Security for Journal ProcessingYou will need the Journal Author role (UF_GL_END_USER) so that you can use the source of ONL or UPL to enter payroll correction journals.
The FA-GA-JEUFLOR journal entry template is used to upload (UPL) and create journals. General Accounting journal entry info:http://hr.ufl.edu/learn-grow/just-in-time-training/myufl-toolkits/journal-entry/Note that Payroll only uses the ONL/UPL --- E2Es are for 7xxxxx Expenses only13Journal TipsInsert employees UFID that you are correcting into journal ID field.
Journal Tips continued:Fringe Benefit Charges GL account XXXX20 - these do not need to be included on the journal as the journal you create to correct earnings will also automatically generate an additional and separate FBP journal for the fringe.
Fringe Benefit Pool rate differentials may be fixed via journal entry. Each FY has different rates and retro will charge at the current rate when retro occurs, not for period when original charges occurred.
Fringe shows up as FBP journal ID and appears a day or so later after the payroll charges.
Original charges occurred in January 2014 and retro done later in August 2014 PCDR shows different ratesOriginal charges occurred in January 2014 and retro later done in August 2014 at a different retro FB rate
16Journal Support Documentation
Payroll Cost Distribution Reports (PCDR)Enterprise Reporting -> Access Reporting/Public Folders -> Human Resources Information -> Pay Information -> Current Pay Cycle -> Prompted Cost Distribution Reports -> PDF-Payroll or Fellowship Payroll and Estimated Fringe Benefits by Person or PDF Payroll or Fellowship Earnings and Estimated Fringe Benefits by Cost Center by Person. These reports are also available in PDF or Excel.Additional Pay Items LSP, INP etc.The charges are spread over the entire 10-day period of a pay period
So must distribute same way
If use other dates, then partially works.Earnings Code Field use to specify where charges are paid
Next day after edit done:
Fades out when paid/processed ( Retro is Pending message at top of first page goes away when fully processed)
Do not Edit when C&G still Processing:DBT shows Retro is Pending
Wait until this message clears before making further retro edits on any records for employee
Retro on one record affects availability of all records
Puts Retro is Pending on all employee records
C&G Batch ItemsEdits for Retros BATCHED nightly except payroll-closing FridayCan take up to a week for retro to process
Results in GL will not appear until process finished
If C&G advises you that edit was not approved need to fix department budget table back to what it was prior to edit
When batch finished -Retro is Pending message is gone.C&G Batch Not Approved or Deselected All that goes in a nightly batch still has to complete in the batch processBatches are all or none everything processed during day is batched that night in one batchVerify Retro WorksMay look faded out as if worked
If NOT APPROVED by C&G - will appear as if processed
Compare DBT with Payroll Cost Distribution Report to verify actual results match the distribution info
C&G Not ApprovedC&G does notify departments when retro is not approved.
Be sure all parties are aware that this happened
Fix DBT Correcting NOT APPROVED EditsEdit it back to what it was prior to NOT APPROVED
Do this so it matches your reports
If not done - future edits will not work as expected, as system will try to make up and fix info to match.EditsRetroing partial date ranges may or may not work
When there are issues with retros not working - this tends to be part of the reason
Best Practice is to do edits with the entire two-week pay period so that the beginning and end dates of the pay period are touched in the retro processEdits on identical infoIf you try to do another retro again on same and identical info, a trigger will need to be done for the system to see it as a retro, making changes
If no trigger is done, then it will not work as it thinks there is no change happening on same and identical info.TriggerInsert new date range/sequence # for the time period that needs retroing that will have a date entered of todays date. Then enter a dummy combination code (one that is just a substitute non 201/209 fund just to temporarily use for this trigger step), SAVE, (you should see a retro is happening message) and then go back and enter the combination code you do want to use in the same field that you entered the dummy combination code (you are now replacing it with the combination code that you want it to be) and SAVE again. This should then trigger a retro to happen and tomorrow you should see the Retro is Pending message.
Creating New Department Budget Table --- Prior EmployeesIf new hire is a prior UF employee, you may get error message and cannot use current date as the start date
Creating New Department Budget Table --- Prior EmployeesSee toolkits on Prior Employees for details
Generally have to use a start date of 7/1/14 (first date of the current fiscal year)
Recommend using non-grant funds on 7/1/14 start date
Cost Transfer Forms new hiresYou may be asked to fill out this form when department budget tables involves fund 201/209 Form should be filled out when doing retros that move charges to fund 201/209System may see prior dates prior to the current pay periodSystem recognizes that there have been off-cycles ran since end of last pay period and thinks potential for retros.When no retro is happening just put n/a no retro in your 1st and 2nd boxes, and Yes, No and Other in following required fields.
Who Dunnit query:(Need UF_HR_Query_Viewer role for HRMS queries)Go to PS Main Menu/PeopleSoft/HRMS Peopletools/MainMenu/Reporting Tools/Query/Query ViewerUF_CA_AUDIT_INFO whodunnit available since 1/31/13
UFID% is only used for searching to see what a processor has edited otherwise use %.Recommend % in all fields except Fiscal Year and Emplid like%
Query to see if retro working:SM_RETROS_PENDING (get a preview of retro edit results only available while C&G is processing the batch and while your DBT shows retro is pending)
Website Infohttp://www.fa.ufl.edu/departments/payroll-tax-services/payroll-distributions/
Commitment Accounting Toolkits: http://www.hr.ufl.edu/training/myUFL/toolkits/commacctg.asp
TrainingAvailable for individual or group assistance my office or yours
Assistance at the Effort Reporting Labs
ContactInfoSusan Wilson [email protected] or 294-7268
