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Sherry Warden, Accountant II/Manager OSU Payroll Services.

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Presentation on theme: "Sherry Warden, Accountant II/Manager OSU Payroll Services."— Presentation transcript:

1 Sherry Warden, Accountant II/Manager OSU Payroll Services

2 Topics for Today Average Rates Payroll Accounting Reports Recasts Reallocations

3 Average Fringe Benefit Rates

4 What is an Average Rate? Charging a department for an employee’s benefits based on an established rate or percentage of an employee’s earnings. Multiply Earnings X Benefit Rate = Dept. Charge $6,200.00 x 38.50% =$2,387.00 Keep in mind that some earnings codes are excluded from average fringe benefit charges.

5 Earnings that are Excluded 132 Personal Service Contracts 137 One-time Salary Supplements 500 Expense Allowances 505 Housing Allowances 510 Automobile Allowances 900 Legal Severance Settlements 910 Early Retirement Payments

6 Why use an Average Rate? Required by the federal government. Applies to any agency that receives in excess of $25 million from the federal government through grants and contracts. OSU receives in excess of $25 million from the U. S. Department of Defense.

7 Average Rates at OSU Began using an average rate in fiscal year 2001. Approved for 42 different average rates. Rates encompass six different employee categories and five separate campus locations.

8 Six Employee Classifications Faculty Non-Retirement Faculty Staff Temporary Graduate Student Student

9 Determined by Benefits Benefits Category FICAWorkers Comp Unemp Comp Medical Ins Life Ins OSU Retirement Program OTRS Employer Fees OTRS Matching Fees Faculty XXXXXXXX Non- Retirement Faculty XXXXXXX Staff XXXXXXXX Temporary XXX Grad Student XX Student X

10 Five Campus Locations OSU-Stillwater OSU-Okmulgee OSU-Oklahoma City OSU-Center for Health Sciences OSU-Tulsa

11 In Fiscal Year 2004 OSU-Stillwater General University (AA & AH) Agricultural Sciences (AB & AC) Center for Veterinary Health Sciences (AE)

12 How are the Rates Calculated? FY2009 Actual Benefit Costs FY2010 Projected Increases FY2011 Projected Increases FY2009 Carry Forward FY2011 Projected Benefit Costs 729,537+22,444+52,586+46,788851,355 Projected Benefit Costs851,355 = 20.50 % FY09 Salaries & Wages4,153,586

13 Also available online at www.vpaf.okstate.edu/BAM/Budget/Fringe/FringeBenefitsFY09.htm

14 Approval Process Prepare Calculations by Dec. 31 Submit to Office of Naval Research Audit by Department of Defense Make Requested Changes Final Review Office of Naval Research Input in HRS before July 1 Average Fringe Benefit Proposal

15 HRS Screen 062 062 POSITION BUDGET SUMMARY ASSISTANT PROFESSOR SCTP SCREEN: ___ ID: 12345678 JOB: _ CODE: ___ USER: 001 FY: 11 POS: 210687 Cat/Barg Unit: CCMA EBA520 Processed: Y Override Object Code: Begin Date: 07-01-2010 Number of Pay Periods: 12 End Date: 06-30-2011 Last Liq/Lap Period: 10 Avg Ben Rt: 34.010 Feed Budget to FRS: Y Feed Encumb. to FRS: Y Budgeted Position: Y Bypass FTE Check: N Total F.T.E. Units of Work Amount Original Budget: 1.00000 157,777.80 Revised Budget: 1.00000 157,777.80 Assigned: 0.83142 157,777.80 Lapsed: 0.00000 0.00 Available: 0.16858 0.00 Liquidated: 142,000.02 Funded Budget: 157,777.80 Date of Last Activity: 04-26-2011

16 Payroll Accounting Reports

17 Reports are processed at month end and uploaded to e~Print. E~Print is an online repository located at http://eprint.okstate.edu. http://eprint.okstate.edu If you have access to HRS, you should have access to e~Print.

18 Five Different HRS Reports HRS 419 – Detail Payroll Accounting Transactions HRS 440 – Labor Distribution by Account HRS 444 – Labor Distribution by Department HRS 574 – Employees by Position HRS 578 – Positions by Account FBM 092 – FRS Account Statement and Report of Transactions

19 HRS 419 Report Processed by account. Gives amount paid to each employee by payroll id. Provides detail to charges in FRS (FBM092 report). Should be reviewed each month for accuracy.

20 PAGE 1 OKLAHOMA A&M BOARD OF REGENTS PRODUCTION SYSTEM PGM= HRS419N CORPORATION: 001 OKLAHOMA STATE UNIVERSITY DATE= 01/26/05 REPORT OF DETAIL PAYROLL ACCOUNTING TRANSACTIONS TIME= 11.03.42 FOR THE MONTH ENDING 01/31/2005 DEPT: AA D0406 PAYROLL PROCESSING SECTION ACCOUNT: AA-1-23456 DISNEYWORLD CODE NAME EMP ID NUMBER ID AMOUNT HOURS ---- ------------ ----------- -------- ---- ----------- --------- 2220 DUCK,DAISY 444-44-444 444444 1R07 3,573.00 173.33 2400 MOUSE,MICKEY 333-33-333 333333 4R12 734.40 80.00 MOUSE,MICKEY 333-33-333 333333 4R13 734.40 80.00 MOUSE,MICKEY 333-33-333 333333 4R14 734.40 80.00 2400 CLASSIFIED REGULAR 2,203.20 240.00 2460 DUCK,DONALD 111-11-111 111222 4R12 186.88 32.50 MOUSE,MINNIE 222-22-222 111222 4R12 215.25 41.00 ***PAYROLL 4R12 SUBTOTAL*** 402.13 73.50 MOUSE,MINNIE 222-22-222 111222 4R13 126.00 24.00 DUCK,DONALD 111-11-111 111111 4R14 19.50 26.00 MOUSE,MINNIE 222-22-222 111222 4R14 288.75 55.00 ***PAYROLL 4R14 SUBTOTAL*** 308.25 81.00 2460 NON-WORKSTDY STUDENT 836.38 178.50 2700 DUCK,DAISY 444-44-444 444444 1R07 1,196.59.00 DUCK,DONALD 111-11-111 111222 4R12 3.02.00 MOUSE,MICKEY 333-33-333 333333 4R12 245.94.00 MOUSE,MINNIE 222-22-222 111222 4R12 3.48.00 ***PAYROLL 4R12 SUBTOTAL*** 252.44.00 MOUSE,MICKEY 333-33-333 333333 4R13 245.94.00 MOUSE,MINNIE 222-22-222 111222 4R13 2.04.00 ***PAYROLL 4R13 SUBTOTAL*** 247.98.00 DUCK,DONALD 111-11-111 111111 4R14.31.00 MOUSE,MICKEY 333-33-333 333333 4R14 245.94.00 MOUSE,MINNIE 222-22-222 111222 4R14 4.67.00 ***PAYROLL 4R14 SUBTOTAL*** 250.92.00 2700 FRINGE BENEFIT CONTL 1,947.93.00 TOTAL AA-1-23456 8,560.51 591.83

21 DATE RUN 02/25/05 OKLAHOMA A&M BOARD OF REGENTS SYSTEM REPORT PAGE 4931 TIME RUN 10:10:56 FINANCIAL RECORDS SYSTEM PROGRAM ID FBM092 FY=02 OKLAHOMA STATE UNIVERSITY - MAIN CAMPUS FBM090 - A1 ACCOUNT STATEMENT FOR 01/31/05 ACCOUNT PAGE 1 ACCT: 1-23456 DISNEYWORLD TO: W DISNEY DEPT: D0406 409 WH OBJ ---------BUDGETS--------- ------------ACTUALS----------- OPEN BALANCE PERC CODE DESCRIPTION ORIGINAL REVISED CURRENT MONTH FISCAL YEAR COMMITMENTS AVAILABLE USED 0990 BEG YR EARMARKED BAL 931.42 931.42- 0 0991 YR END BAL FORWARD 11,675.25 11,675.25- 0 0992 GEN FUND SALARY ALLO 59,779.00 59,779.00 59,779.00 100 0993 GEN FUND BEN ALLOC 21,000.69 21,000.69 100 Total Revenues 59,779.00 80,779.69 93,386.36 12,606.67- 115 2220 ADMIN - PROFESSIONAL 41,364.00 41,364.00 3,573.00 24,633.00 17,865.00 1,134.00- 102 2400 CLASSIFIED REGULAR 18,429.00 18,429.00 2,203.20 11,545.60 8,445.60 1,562.20- 108 2460 NON-WORKSTDY STUDENT 4,485.00 4,485.00 836.38 2,845.00 126.40 1,513.60 66 2499 STDT OT - SAL SAVING 4,499.00- 4,499.00- 4,499.00- 0 Salaries, Wages & Ot 59,779.00 59,779.00 6,612.58 39,023.60 26,437.00 5,681.60- 109 2700 FRINGE BENEFIT CONTL 21,000.69 1,947.93 12,161.75 8,813.47 25.47 99 Salaries & Benefits 59,779.00 80,779.69 8,560.51 51,185.35 35,250.47 5,656.13- 107 Total Expenses 59,779.00 80,779.69 8,560.51 51,185.35 35,250.47 5,656.13- 107 Account Total 8,560.51- 42,201.01 35,250.47- 6,950.54- 0 OPEN COMMITMENTS STATUS ORIGINAL LIQUIDATING ADJUST- CURRENT ACCOUNT REF. NO. DATE DESCRIPTION AMOUNT EXPENDITURES MENTS AMOUNT 1-23456-2220 P444444 07/06 POS CTL POSITION SUM 41,364.00 23,499.00- 17,865.00 1-23456-2400 P333333 07/06 POS CTL POSITION SUM 18,428.80 9,983.20- 8,445.60 1-23456-2460 P111222 07/06 POS CTL POSITION SUM 678.00 551.60- 126.40 1-23456-2700 P444444 07/06 POS CTL POSITION SUM 13,852.80 7,869.81- 5,982.99 1-23456-2700 P333333 07/06 POS CTL POSITION SUM 6,171.81 3,343.38- 2,828.43 1-23456-2700 P111222 07/06 POS CTL POSITION SUM 10.98 8.93- 2.05 ACCOUNT TOTAL 80,506.39 45,255.92- 35,250.47

22 Five Different HRS Reports HRS 419 – Detail Payroll Accounting Transactions HRS 440 – Labor Distribution by Account HRS 444 – Labor Distribution by Department HRS 574 – Employees by Position HRS 578 – Positions by Account FBM 092 – Account Statement and Report of Transactions

23 HRS 440 Report Processed by account. Gives monthly and fiscal year to date totals for labor and benefits. Includes direct entries and reallocated entries.

24 PAGE 1 SYSFOCUS OKLAHOMA A&M BOARD OF REGENTS PRODUCTION SYSTEM PGM= HRS440N CORPORATION: 001 OKLAHOMA STATE UNIVERSITY DATE= 01/26/05 LABOR DISTRIBUTION BY ACCOUNT TIME= 11.34.35 REPORT DATE 01/31/2005 DEPT: AA D0401 PAYROLL PROCESSING SECTION ACCOUNT: AA-1-23456 DISNEYWORLD |-------MONTH TO DATE------| |-----FISCAL TO DATE-----| SUBC EMPLOYEE NAME EMP ID POS NO RCD DIRECT REALLOC DIRECT REALLOC -------------------------------------------------------------------------------------------------------------------------------- 2220 DUCK,DAISY 444-44-444 444444 LBR 3,573.00.00 24,633.00.00 TOTAL 2220 ADMIN - PROFESSIONAL 3,573.00.00 24,633.00.00 2400 MOUSE,MICKEY 333-33-333 333333 LBR 2,203.20.00 11,545.60.00 TOTAL 2400 CLASSIFIED REGULAR 2,203.20.00 11,545.60.00 2460 DUCK,DONALD 111-11-111 111111 LBR 19.50.00 19.50.00 111222 LBR 186.88.00 2,195.50.00 MOUSE,MINNIE 222-22-222 111222 LBR 630.00.00 630.00.00 TOTAL 2460 NON-WORKSTDY STUDENT 836.38.00 2,845.00.00 2700 DUCK,DAISY 444-44-444 444444 BEN 1,196.59.00 8,249.49.00 DUCK,DONALD 111-11-111 111111 BEN.31.00.31.00 111222 BEN 3.02.00 35.42.00 MOUSE,MICKEY 333-33-333 333333 BEN 737.82.00 3,866.34.00 MOUSE,MINNIE 222-22-222 111222 BEN 10.19.00 10.19.00 TOTAL 2700 FRINGE BENEFIT CONTL 1,947.93.00 12,161.75.00 ACCOUNT TOTAL 8,560.51.00 51,185.35.00

25 Five Different HRS Reports HRS 419 – Detail Payroll Accounting Transactions HRS 440 – Labor Distribution by Account HRS 444 – Labor Distribution by Department HRS 574 – Employees by Position HRS 578 – Positions by Account FBM 092 – Account Statement and Report of Transactions

26 HRS 444 Report Processed by department. Gives monthly and fiscal year to date totals for labor and benefits. Includes actual benefit costs in addition to average benefit costs.

27 PAGE 1 SYSFOCUS OKLAHOMA A&M BOARD OF REGENTS PRODUCTION SYSTEM PGM= HRS444N CORPORATION: 001 OKLAHOMA STATE UNIVERSITY DATE= 01/26/05 LABOR DISTRIBUTION BY DEPARTMENT TIME= 11.24.24 REPORT DATE 01/31/2005 DEPT: AA D0401 PAYROLL PROCESSING SECTION |-------------MONTH TO DATE--------------| |------------FISCAL TO DATE-------------| EMPLOYEE NAME TYP *------DIRECT-------* *-----REALLOC-----* *------DIRECT-------* *-----REALLOC----* EMP ID POS NO ACCOUNT RCD AMOUNT HOURS AMOUNT HOURS AMOUNT HOURS AMOUNT HOURS -------------------------------------------------------------------------------------------------------------------------------- DUCK,DAISY 444-44-444 444444 AA-1-23456-2220 LBR 3,573.00 173.33 0 0 24,633.00 1,213.31 0 0 AA-1-23456-2700 BEN 1,196.59.00 0 0 8,249.49.00 0 0 AA-1-29800-2700 BEN -1,196.59.00 0 0 -8,249.49.00 0 0 AA-1-29800-2701 BEN 98.14.00 0 0 352.22.00 0 0 AA-1-29800-2702 BEN 581.35.00 0 0 3,835.03.00 0 0 AA-1-29800-2704 BEN 227.82.00 0 0 1,495.26.00 0 0 AA-1-29800-2706 BEN 18.92.00 0 0 129.80.00 0 0 AA-1-29800-2707 BEN 7.15.00 0 0 7.15.00 0 0 AA-1-29800-2708 BEN 19.29.00 0 0 132.99.00 0 0 AA-1-29800-2709 BEN 270.70.00 0 0 1,857.91.00 0 0 DUCK,DONALD 111-11-111 111111 AA-1-23456-2460 LBR 19.50 26.00 0 0 19.50 26.00 0 0 AA-1-23456-2700 BEN.31.00 0 0.31.00 0 0 AA-1-29800-2700 BEN -.31.00 0 0 -.31.00 0 0 AA-1-29800-2708 BEN.10.00 0 0 1.50.00 0 0 111222 AA-1-23456-2460 LBR 186.88 32.50 0 0 2,195.50 384.75 0 0 AA-1-23456-2700 BEN 3.02.00 0 0 35.42.00 0 0 AA-1-29800-2700 BEN -3.02.00 0 0 -35.42.00 0 0 AA-1-29800-2708 BEN 1.00.00 0 0 11.80.00 0 0 MOUSE,MICKEY 333-33-333 333333 AA-1-23456-2400 LBR 2,203.20 240.00 0 0 11,545.60 1,280.00 0 0 AA-1-23456-2700 BEN 737.82.00 0 0 3,866.34.00 0 0 AA-1-29800-2700 BEN -737.82.00 0 0 -3,866.34.00 0 0 AA-1-29800-2701 BEN 155.23.00 0 0 809.11.00 0 0 AA-1-29800-2704 BEN 227.82.00 0 0 1,495.26.00 0 0 AA-1-29800-2706 BEN 8.58.00 0 0 58.30.00 0 0 AA-1-29800-2707 BEN 4.41.00 0 0 6.65.00 0 0 AA-1-29800-2708 BEN 11.88.00 0 0 62.24.00 0 0 AA-1-29800-2709 BEN 166.84.00 0 0 865.70.00 0 0

28 Five Different HRS Reports HRS 419 – Detail Payroll Accounting Transactions HRS 440 – Labor Distribution by Account HRS 444 – Labor Distribution by Department HRS 574 – Employees by Position HRS 578 – Positions by Account FBM 092 – Account Statement and Report of Transactions

29 HRS 574 Report Processed by department. Gives encumbered amount, liquidated amount, and remaining encumbrance for each employee by position. Also includes changes in pay rate and labor distribution. Often used as a budgeting tool.

30 PAGE 1 OKLAHOMA A&M BOARD OF REGENTS PRODUCTION SYSTEM PGM= HRS574N CORPORATION: 001 OKLAHOMA STATE UNIVERSITY DATE= 02/01/05 EMPLOYEES BY POSITION FOR FISCAL YEAR 2005 TIME= 00.13.19 DEPT: AA D0401 PAYROLL PROCESSING SECTION ================================================================================================================================ CLASS CODE TITLE POS NO OSU WORKING TITLE ASSIGNMENT C DISTR ENCUMBERED LIQUIDATED REMAINING EMPLOYEE NAME EMP ID BEGIN END PAY RATE FTE A AMT/PCT ACCOUNT AMOUNT AMOUNT ENCUMBRANCE ================================================================================================================================ 5057 ADMIN SVCS MANAGER 444444 LIQUIDATION DATE = 01/31/2005 MANAGER DUCK,DAISY 444-44-444 07/01 09/30 3,447.00 1.00 E 07/01 TO 06/30 1.00000 AA-1-23456-2220 10,341.00 10,341.00.00 10/01 06/30 3,573.00 1.00 E 07/01 TO 06/30 1.00000 AA-1-23456-2220 32,157.00 14,292.00 17,865.00 POSITION TOTAL 42,498.00 24,633.00 17,865.00 -------------------------------------------------------------------------------------------------------------------------------- 0338 ADMIN SUPP CONTRIBUTOR 333333 LIQUIDATION DATE = 01/18/2005 TECHNICIAN MOUSE,MICKEY 333-33-333 07/01 09/30 8.86 1.00 N 07/01 TO 06/30 1.00000 AA-1-23456-2400 4,607.20 4,607.20.00 10/01 06/30 9.18 1.00 N 07/01 TO 06/30 1.00000 AA-1-23456-2400 14,320.80 5,875.20 8,445.60 POSITION TOTAL 18,928.00 10,482.40 8,445.60 -------------------------------------------------------------------------------------------------------------------------------- 1767 STUDENT EMPLOYMENT 111222 LIQUIDATION DATE = 01/18/2005 STU CLERICAL/SECR DUCK,DONALD 111-11-111 07/01 08/10 5.65.50 N 07/01 TO 01/28 1.00000 AA-1-23456-2460 678.00 678.00.00 08/13 12/16 5.75.50 N 07/01 TO 01/28 1.00000 AA-1-23456-2460 2,070.00 2,070.00.00 MOUSE,MINNIE 222-22-222 12/13 12/21 5.25.50 N 07/01 TO 01/28 1.00000 AA-1-23456-2460 147.00 147.00.00 01/02 01/27 5.25.50 N 07/01 TO 01/28 1.00000 AA-1-23456-2460 378.00 273.00 105.00 01/28 05/31 5.35.50 N 07/01 TO 01/28 1.00000 AA-1-23456-2460 21.40.00 21.40 POSITION TOTAL 3,294.40 3,168.00 126.40 --------------------------------------------------------------------------------------------------------------------------------

31 DATE RUN 02/25/05 OKLAHOMA A&M BOARD OF REGENTS SYSTEM REPORT PAGE 4931 TIME RUN 10:10:56 FINANCIAL RECORDS SYSTEM PROGRAM ID FBM092 FY=02 OKLAHOMA STATE UNIVERSITY - MAIN CAMPUS FBM090 - A1 ACCOUNT STATEMENT FOR 01/31/05 ACCOUNT PAGE 1 ACCT: 1-23456 DISNEYWORLD TO: W DISNEY DEPT: D0406 409 WH OBJ ---------BUDGETS--------- ------------ACTUALS----------- OPEN BALANCE PERC CODE DESCRIPTION ORIGINAL REVISED CURRENT MONTH FISCAL YEAR COMMITMENTS AVAILABLE USED 0990 BEG YR EARMARKED BAL 931.42 931.42- 0 0991 YR END BAL FORWARD 11,675.25 11,675.25- 0 0992 GEN FUND SALARY ALLO 59,779.00 59,779.00 59,779.00 100 0993 GEN FUND BEN ALLOC 21,000.69 21,000.69 100 Total Revenues 59,779.00 80,779.69 93,386.36 12,606.67- 115 2220 ADMIN - PROFESSIONAL 41,364.00 41,364.00 3,573.00 24,633.00 17,865.00 1,134.00- 102 2400 CLASSIFIED REGULAR 18,429.00 18,429.00 2,203.20 11,545.60 8,445.60 1,562.20- 108 2460 NON-WORKSTDY STUDENT 4,485.00 4,485.00 836.38 2,845.00 126.40 1,513.60 66 2499 STDT OT - SAL SAVING 4,499.00- 4,499.00- 4,499.00- 0 Salaries, Wages & Ot 59,779.00 59,779.00 6,612.58 39,023.60 26,437.00 5,681.60- 109 2700 FRINGE BENEFIT CONTL 21,000.69 1,947.93 12,161.75 8,813.47 25.47 99 Salaries & Benefits 59,779.00 80,779.69 8,560.51 51,185.35 35,250.47 5,656.13- 107 Total Expenses 59,779.00 80,779.69 8,560.51 51,185.35 35,250.47 5,656.13- 107 Account Total 8,560.51- 42,201.01 35,250.47- 6,950.54- 0 OPEN COMMITMENTS STATUS ORIGINAL LIQUIDATING ADJUST- CURRENT ACCOUNT REF. NO. DATE DESCRIPTION AMOUNT EXPENDITURES MENTS AMOUNT 1-23456-2220 P444444 07/06 POS CTL POSITION SUM 41,364.00 23,499.00- 17,865.00 1-23456-2400 P333333 07/06 POS CTL POSITION SUM 18,428.80 9,983.20- 8,445.60 1-23456-2460 P111222 07/06 POS CTL POSITION SUM 678.00 551.60- 126.40 1-23456-2700 P444444 07/06 POS CTL POSITION SUM 13,852.80 7,869.81- 5,982.99 1-23456-2700 P333333 07/06 POS CTL POSITION SUM 6,171.81 3,343.38- 2,828.43 1-23456-2700 P111222 07/06 POS CTL POSITION SUM 10.98 8.93- 2.05 ACCOUNT TOTAL 80,506.39 45,255.92- 35,250.47

32 Five Different HRS Reports HRS 419 – Detail Payroll Accounting Transactions HRS 440 – Labor Distribution by Account HRS 444 – Labor Distribution by Department HRS 574 – Employees by Position HRS 578 – Positions by Account FBM 092 – Account Statement and Report of Transactions

33 HRS 578 Report Processed by account. Gives encumbered amount, liquidated amount, and remaining encumbrance for each employee by position. Does not include the names of the employees. Provides detail to encumbrances in FRS (FBM092 report).

34 PAGE 1 OKLAHOMA A&M BOARD OF REGENTS PRODUCTION SYSTEM PGM= HRS578N CORPORATION: 001 OKLAHOMA STATE UNIVERSITY DATE= 02/01/05 POSITIONS BY ACCOUNT FOR FISCAL YEAR 2005 TIME= 00.36.10 DEPT: AA D0401 PAYROLL PROCESSING SECTION ACCOUNT: AA-1-23456 DISNEYWORLD ================================================================================================================================ CLASS DISTRIBUTION DATES ENCUMBERED LIQUIDATED REMAINING POS NO OCC CODE CLASS TITLE START END AMOUNT AMOUNT ENCUMBRANCE ================================================================================================================================ SUBC: 2220 DESCRIPTION: ADMIN - PROFESSIONAL 444444 004 5057 ADMIN SVCS MANAGER 07/01/2004 06/30/2005 42,498.00 24,633.00 17,865.00 SUBTOTAL 42,498.00 24,633.00 17,865.00 -------------------------------------------------------------------------------------------------------------------------------- SUBC: 2400 DESCRIPTION: CLASSIFIED REGULAR 333333 004 0338 ADMIN SUPP CONTRIBUTOR 07/01/2004 06/30/2005 18,928.00 10,482.40 8,445.60 SUBTOTAL 18,928.00 10,482.40 8,445.60 -------------------------------------------------------------------------------------------------------------------------------- SUBC: 2460 DESCRIPTION: NON-WORKSTDY STUDENT 111222 004 1767 STUDENT EMPLOYMENT 07/01/2004 01/28/2005 3,294.40 3,168.00 126.40 SUBTOTAL 3,294.40 3,168.00 126.40 -------------------------------------------------------------------------------------------------------------------------------- DOLLARS TOTAL ENCUMBRANCE 64,720.40 TOTAL LIQUIDATIONS 38,283.40 TOTAL REMAINING ENCUMBRANCE 26,437.00

35 DATE RUN 02/25/05 OKLAHOMA A&M BOARD OF REGENTS SYSTEM REPORT PAGE 4931 TIME RUN 10:10:56 FINANCIAL RECORDS SYSTEM PROGRAM ID FBM092 FY=02 OKLAHOMA STATE UNIVERSITY - MAIN CAMPUS FBM090 - A1 ACCOUNT STATEMENT FOR 01/31/05 ACCOUNT PAGE 1 ACCT: 1-23456 DISNEYWORLD TO: W DISNEY DEPT: D0406 409 WH OBJ ---------BUDGETS--------- ------------ACTUALS----------- OPEN BALANCE PERC CODE DESCRIPTION ORIGINAL REVISED CURRENT MONTH FISCAL YEAR COMMITMENTS AVAILABLE USED 0990 BEG YR EARMARKED BAL 931.42 931.42- 0 0991 YR END BAL FORWARD 11,675.25 11,675.25- 0 0992 GEN FUND SALARY ALLO 59,779.00 59,779.00 59,779.00 100 0993 GEN FUND BEN ALLOC 21,000.69 21,000.69 100 Total Revenues 59,779.00 80,779.69 93,386.36 12,606.67- 115 2220 ADMIN - PROFESSIONAL 41,364.00 41,364.00 3,573.00 24,633.00 17,865.00 1,134.00- 102 2400 CLASSIFIED REGULAR 18,429.00 18,429.00 2,203.20 11,545.60 8,445.60 1,562.20- 108 2460 NON-WORKSTDY STUDENT 4,485.00 4,485.00 836.38 2,845.00 126.40 1,513.60 66 2499 STDT OT - SAL SAVING 4,499.00- 4,499.00- 4,499.00- 0 Salaries, Wages & Ot 59,779.00 59,779.00 6,612.58 39,023.60 26,437.00 5,681.60- 109 2700 FRINGE BENEFIT CONTL 21,000.69 1,947.93 12,161.75 8,813.47 25.47 99 Salaries & Benefits 59,779.00 80,779.69 8,560.51 51,185.35 35,250.47 5,656.13- 107 Total Expenses 59,779.00 80,779.69 8,560.51 51,185.35 35,250.47 5,656.13- 107 Account Total 8,560.51- 42,201.01 35,250.47- 6,950.54- 0 OPEN COMMITMENTS STATUS ORIGINAL LIQUIDATING ADJUST- CURRENT ACCOUNT REF. NO. DATE DESCRIPTION AMOUNT EXPENDITURES MENTS AMOUNT 1-23456-2220 P444444 07/06 POS CTL POSITION SUM 41,364.00 23,499.00- 17,865.00 1-23456-2400 P333333 07/06 POS CTL POSITION SUM 18,428.80 9,983.20- 8,445.60 1-23456-2460 P111222 07/06 POS CTL POSITION SUM 678.00 551.60- 126.40 1-23456-2700 P444444 07/06 POS CTL POSITION SUM 13,852.80 7,869.81- 5,982.99 1-23456-2700 P333333 07/06 POS CTL POSITION SUM 6,171.81 3,343.38- 2,828.43 1-23456-2700 P111222 07/06 POS CTL POSITION SUM 10.98 8.93- 2.05 ACCOUNT TOTAL 80,506.39 45,255.92- 35,250.47

36 Finding Reports on e~Print Launch Internet Explorer Type http://eprint.okstate.edu in the address field and enterhttp://eprint.okstate.edu Click on the Login button Enter your user id and tab Enter your password and tab Click on the down arrow and select HRS Production as your repository

37 Finding Reports on e~Print (cont.) Click on Enter button Click on the down arrow at the bottom and select OSU HRS 419 Click on the drill icon to select month Click on PDF to view all HRS 419 reports or click on the magnifying glass to search by account or department Click on the back arrow and then on the word Logout

38 Recasts

39 What is a Recast? FOCUS Program used to transfer labor and benefit costs from one account to another. The costs that are recorded in labor history are reversed and posted to new accounts. Costs are redistributed by percentage not actual dollar amount and must include all expenses for a pay period.

40 When to use a Recast Whenever possible; quickest and easiest method to for everyone involved. When moving current fiscal year labor and benefit costs. When moving overtime and special pays along with regular labor and benefit costs.

41 Recast Example #1 Employee (331986) was paid from AA-1-28512 on the 1R01 payroll. Department wants to move costs to AA-1-28550. Labor was $6200, benefits were $2152.

42

43 Recast Example #2 Employee (331986) was paid from AA-1-28512 on the 1R01-1R03 payrolls. Department wants to move costs to AA-1-28550 and change the employee’s position no. to 331990. Labor was $6200, benefits were $2152.

44

45 Recast Example #3 Employee (331986) paid from AA-1-28512 using on the 1R01-1R03 payroll. Department wants to move 50% of the costs for each pay period to AA-1-28550 and 50% of the costs to AA- 2-10810. Labor was $6200, benefits were $2152.

46

47 Reallocations

48 What is a Reallocation? Previous method used to transfer costs from one account to another. Involves writing entries to credit the old account and debit the new account. Entries are for specific dollar amounts not percentages.

49 When to use a Reallocation To move overtime or special pays without moving regular pay. To move monthly or biweekly pay from only one account when an employee has been paid from multiple accounts. For example, when one account is frozen or set to delete.

50 When to use a Reallocation (cont.) To move expenses from a prior fiscal year. Please note the fiscal year on the form. Pay id’s will be changed to avoid conflict with current year pay id’s: 4R01 + 26 = 4R27 for Biweekly 1R01 + 12 = 1R13 for Monthly To move an exact amount (to the penny).

51 Reallocation Example #1 Employee (331986) was paid from AA-1-28512 on the 1R01- 1R03 payrolls. Labor was $6200, benefits were $2152. Department wants to move expenses to AA-1-28550 and change the employee’s position no. to 331990. Same conditions as Recast Example #2

52

53 Reallocation Example #2 Employee (331986) was paid from AA-1-28512 on the 1R01- 1R03 payrolls. Labor was $6200, benefits were $2152. Department wants to move 50% of costs for each pay period to AA-1-28550 and 50% of costs to AA-2-10810. Same conditions as Recast Example #3

54

55 Additional Information HRS 419 report may be used as backup for the recast and reallocation forms. If midmonth, print HRS Screen LDT and use it for backup. HRS Screen LDA and LDE may also be helpful for tracking labor and benefit costs.

56 HRS Screen LDA LDA EXPENSES BY ACCOUNT SCTP SCREEN: ___ ACCOUNT: 123456 CAMPUS: AA USER: 001 FY: 05 POS: ______ DISNEY WORLD LN Obj CC Employee ID Employee Name Positn FYTD Actuals Reallocation 01 2220 AA 444-44-444 DUCK, DAISY 444444 24,633.00.00 02 TOTAL OBJECT CODE 24,633.00.00 03 04 2400 AA 111-11-111 MOUSE,MICKEY 333333 11,545.60.00 05 TOTAL OBJECT CODE 11,545.60.00 06 07 2460 AA 111-11-111 DUCK, DONALD 111111 19.50.00 08 2460 AA 111-11-111 DUCK, DONALD 111222 2,195.50.00 09 2460 AA 222-22-222 MOUSE,MINNIE 111222 630.00.00 10 TOTAL OBJECT CODE 2,845.00.00 11 12 2700 AA 444-44-444 DUCK, DAISY 444444 8,249.49.00 13 2700 AA 111-11-111 DUCK, DONALD 111111.31.00 14 2700 AA 111-11-111 DUCK, DONALD 111222 35.42.00 15 2700 AA 333-33-333 MOUSE, MICKEY 333333 3,866.34.00 16 2700 AA 222-22-222 MOUSE, MICKEY 111222 10.19.00 TOTAL OBJECT CODE 12,161.75 Total Pages: 002 This Page: 001 Next Page: ___

57 HRS Screen LDE LDE EXPENSES BY EMPLOYEE DUCK, DAISY SCTP SCREEN: ___ ID: 44444444 JOB: _ CODE: ___ USER: 001 FY: 05 POS: ______ LN Position CC Account Account Title FYTD Actuals Reallocations 01 444444 AA 1-23456-2220 24,633.00.00 02 444444 AA 1-23456-2700 8,249.49.00 03 444444 AA 1-29800-2700 8,249.49-.00 04 444444 AA 1-29800-2701 352.22.00 05 444444 AA 1-29800-2702 3,835.03.00 06 444444 AA 1-29800-2704 1,495.26.00 07 444444 AA 1-29800-2706 129.80.00 08 444444 AA 1-29800-2707 7.15.00 09 444444 AA 1-29800-2708 132.99.00 10 444444 AA 1-29800-2709 1,857.91.00 11 TOTAL POSITION 32,443.36.00 12 TOTAL EMPLOYEE 32,443.36.00 Total Pages: 001 This Page: 001 Next Page: ___

58 HRS Screen LDT LDT EXPENSES BY EMPLOYEE/PAY PERIOD DUCK,DAISY SCTP SCREEN: ___ ID: 44444444 JOB: _ CODE: ___ USER: 001 FY: 05 POS: ______ STARTING WITH PAYROLL: 1R07 Pay L Ef ------ Labor ----- ----- Overtime --- ID Positn FY CC Account No. B Cd Percent Amount Percent Amount 01 1R07 444444 05 AA 1-23456-2220 L 00 100.00 3,573.00.00.00 02 1R07 444444 05 AA 1-23456-2700 B 00 97.81 1,196.59.00.00 03 1R07 444444 05 AA 1-29800-2700 B 00 97.81- 1,196.59-.00.00 04 1R07 444444 05 AA 1-29800-2701 B 00 8.02 98.14.00.00 05 1R07 444444 05 AA 1-29800-2702 B 00 47.52 581.35.00.00 06 1R07 444444 05 AA 1-29800-2704 B 00 18.62 227.82.00.00 07 1R07 444444 05 AA 1-29800-2706 B 00 1.55 18.92.00.00 08 1R07 444444 05 AA 1-29800-2707 B 00.60 7.15.00.00 09 1R07 444444 05 AA 1-29800-2708 B 00 1.58 19.29.00.00 10 1R07 444444 05 AA 1-29800-2709 B 00 22.12 270.70.00.00 11 TOTAL PERIOD LABOR 3,573.00.00 12 TOTAL PERIOD BENEFIT 1,223.37.00 Total Pages: 007 This Page: 001 Next Page: ___

59 Summary Average Fringe Benefit Rate Payroll Accounting Reports Recasts Reallocations Any Questions?

60 Need Help? Recast and Reallocation forms and step by step instructions on the Payroll Services website at www.vpaf.okstate.edu/PayrollServices/. www.vpaf.okstate.edu/PayrollServices/ Call Sherry Warden at 744-6574.


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