Presentation is loading. Please wait.

Presentation is loading. Please wait.

Sherry Warden, Accountant II/Manager OSU Payroll Services.

Similar presentations


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, x 38.50% =$2, 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 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 = % FY09 Salaries & Wages4,153,586

13 Also available online at

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 POSITION BUDGET SUMMARY ASSISTANT PROFESSOR SCTP SCREEN: ___ ID: JOB: _ CODE: ___ USER: 001 FY: 11 POS: Cat/Barg Unit: CCMA EBA520 Processed: Y Override Object Code: Begin Date: Number of Pay Periods: 12 End Date: Last Liq/Lap Period: 10 Avg Ben Rt: 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: , Revised Budget: , Assigned: , Lapsed: Available: Liquidated: 142, Funded Budget: 157, Date of Last Activity:

16 Payroll Accounting Reports

17 Reports are processed at month end and uploaded to e~Print. E~Print is an online repository located at 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= FOR THE MONTH ENDING 01/31/2005 DEPT: AA D0406 PAYROLL PROCESSING SECTION ACCOUNT: AA DISNEYWORLD CODE NAME EMP ID NUMBER ID AMOUNT HOURS DUCK,DAISY R07 3, MOUSE,MICKEY R MOUSE,MICKEY R MOUSE,MICKEY R CLASSIFIED REGULAR 2, DUCK,DONALD R MOUSE,MINNIE R ***PAYROLL 4R12 SUBTOTAL*** MOUSE,MINNIE R DUCK,DONALD R MOUSE,MINNIE R ***PAYROLL 4R14 SUBTOTAL*** NON-WORKSTDY STUDENT DUCK,DAISY R07 1, DUCK,DONALD R MOUSE,MICKEY R MOUSE,MINNIE R ***PAYROLL 4R12 SUBTOTAL*** MOUSE,MICKEY R MOUSE,MINNIE R ***PAYROLL 4R13 SUBTOTAL*** DUCK,DONALD R MOUSE,MICKEY R MOUSE,MINNIE R ***PAYROLL 4R14 SUBTOTAL*** FRINGE BENEFIT CONTL 1, TOTAL AA ,

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: DISNEYWORLD TO: W DISNEY DEPT: D WH OBJ BUDGETS ACTUALS OPEN BALANCE PERC CODE DESCRIPTION ORIGINAL REVISED CURRENT MONTH FISCAL YEAR COMMITMENTS AVAILABLE USED 0990 BEG YR EARMARKED BAL YR END BAL FORWARD 11, , GEN FUND SALARY ALLO 59, , , GEN FUND BEN ALLOC 21, , Total Revenues 59, , , , ADMIN - PROFESSIONAL 41, , , , , , CLASSIFIED REGULAR 18, , , , , , NON-WORKSTDY STUDENT 4, , , , STDT OT - SAL SAVING 4, , , Salaries, Wages & Ot 59, , , , , , FRINGE BENEFIT CONTL 21, , , , Salaries & Benefits 59, , , , , , Total Expenses 59, , , , , , Account Total 8, , , , OPEN COMMITMENTS STATUS ORIGINAL LIQUIDATING ADJUST- CURRENT ACCOUNT REF. NO. DATE DESCRIPTION AMOUNT EXPENDITURES MENTS AMOUNT P /06 POS CTL POSITION SUM 41, , , P /06 POS CTL POSITION SUM 18, , , P /06 POS CTL POSITION SUM P /06 POS CTL POSITION SUM 13, , , P /06 POS CTL POSITION SUM 6, , , P /06 POS CTL POSITION SUM ACCOUNT TOTAL 80, , ,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= REPORT DATE 01/31/2005 DEPT: AA D0401 PAYROLL PROCESSING SECTION ACCOUNT: AA DISNEYWORLD | MONTH TO DATE------| |-----FISCAL TO DATE-----| SUBC EMPLOYEE NAME EMP ID POS NO RCD DIRECT REALLOC DIRECT REALLOC DUCK,DAISY LBR 3, , TOTAL 2220 ADMIN - PROFESSIONAL 3, , MOUSE,MICKEY LBR 2, , TOTAL 2400 CLASSIFIED REGULAR 2, , DUCK,DONALD LBR LBR , MOUSE,MINNIE LBR TOTAL 2460 NON-WORKSTDY STUDENT , DUCK,DAISY BEN 1, , DUCK,DONALD BEN BEN MOUSE,MICKEY BEN , MOUSE,MINNIE BEN TOTAL 2700 FRINGE BENEFIT CONTL 1, , ACCOUNT TOTAL 8, ,

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= 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 AA LBR 3, , , AA BEN 1, , AA BEN -1, , AA BEN AA BEN , AA BEN , AA BEN AA BEN AA BEN AA BEN , DUCK,DONALD AA LBR AA BEN AA BEN AA BEN AA LBR , AA BEN AA BEN AA BEN MOUSE,MICKEY AA LBR 2, , , AA BEN , AA BEN , AA BEN AA BEN , AA BEN AA BEN AA BEN AA BEN

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= 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 LIQUIDATION DATE = 01/31/2005 MANAGER DUCK,DAISY /01 09/30 3, E 07/01 TO 06/ AA , , /01 06/30 3, E 07/01 TO 06/ AA , , , POSITION TOTAL 42, , , ADMIN SUPP CONTRIBUTOR LIQUIDATION DATE = 01/18/2005 TECHNICIAN MOUSE,MICKEY /01 09/ N 07/01 TO 06/ AA , , /01 06/ N 07/01 TO 06/ AA , , , POSITION TOTAL 18, , , STUDENT EMPLOYMENT LIQUIDATION DATE = 01/18/2005 STU CLERICAL/SECR DUCK,DONALD /01 08/ N 07/01 TO 01/ AA /13 12/ N 07/01 TO 01/ AA , , MOUSE,MINNIE /13 12/ N 07/01 TO 01/ AA /02 01/ N 07/01 TO 01/ AA /28 05/ N 07/01 TO 01/ AA POSITION TOTAL 3, ,

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: DISNEYWORLD TO: W DISNEY DEPT: D WH OBJ BUDGETS ACTUALS OPEN BALANCE PERC CODE DESCRIPTION ORIGINAL REVISED CURRENT MONTH FISCAL YEAR COMMITMENTS AVAILABLE USED 0990 BEG YR EARMARKED BAL YR END BAL FORWARD 11, , GEN FUND SALARY ALLO 59, , , GEN FUND BEN ALLOC 21, , Total Revenues 59, , , , ADMIN - PROFESSIONAL 41, , , , , , CLASSIFIED REGULAR 18, , , , , , NON-WORKSTDY STUDENT 4, , , , STDT OT - SAL SAVING 4, , , Salaries, Wages & Ot 59, , , , , , FRINGE BENEFIT CONTL 21, , , , Salaries & Benefits 59, , , , , , Total Expenses 59, , , , , , Account Total 8, , , , OPEN COMMITMENTS STATUS ORIGINAL LIQUIDATING ADJUST- CURRENT ACCOUNT REF. NO. DATE DESCRIPTION AMOUNT EXPENDITURES MENTS AMOUNT P /06 POS CTL POSITION SUM 41, , , P /06 POS CTL POSITION SUM 18, , , P /06 POS CTL POSITION SUM P /06 POS CTL POSITION SUM 13, , , P /06 POS CTL POSITION SUM 6, , , P /06 POS CTL POSITION SUM ACCOUNT TOTAL 80, , ,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= DEPT: AA D0401 PAYROLL PROCESSING SECTION ACCOUNT: AA DISNEYWORLD ================================================================================================================================ CLASS DISTRIBUTION DATES ENCUMBERED LIQUIDATED REMAINING POS NO OCC CODE CLASS TITLE START END AMOUNT AMOUNT ENCUMBRANCE ================================================================================================================================ SUBC: 2220 DESCRIPTION: ADMIN - PROFESSIONAL ADMIN SVCS MANAGER 07/01/ /30/ , , , SUBTOTAL 42, , , SUBC: 2400 DESCRIPTION: CLASSIFIED REGULAR ADMIN SUPP CONTRIBUTOR 07/01/ /30/ , , , SUBTOTAL 18, , , SUBC: 2460 DESCRIPTION: NON-WORKSTDY STUDENT STUDENT EMPLOYMENT 07/01/ /28/2005 3, , SUBTOTAL 3, , DOLLARS TOTAL ENCUMBRANCE 64, TOTAL LIQUIDATIONS 38, 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: DISNEYWORLD TO: W DISNEY DEPT: D WH OBJ BUDGETS ACTUALS OPEN BALANCE PERC CODE DESCRIPTION ORIGINAL REVISED CURRENT MONTH FISCAL YEAR COMMITMENTS AVAILABLE USED 0990 BEG YR EARMARKED BAL YR END BAL FORWARD 11, , GEN FUND SALARY ALLO 59, , , GEN FUND BEN ALLOC 21, , Total Revenues 59, , , , ADMIN - PROFESSIONAL 41, , , , , , CLASSIFIED REGULAR 18, , , , , , NON-WORKSTDY STUDENT 4, , , , STDT OT - SAL SAVING 4, , , Salaries, Wages & Ot 59, , , , , , FRINGE BENEFIT CONTL 21, , , , Salaries & Benefits 59, , , , , , Total Expenses 59, , , , , , Account Total 8, , , , OPEN COMMITMENTS STATUS ORIGINAL LIQUIDATING ADJUST- CURRENT ACCOUNT REF. NO. DATE DESCRIPTION AMOUNT EXPENDITURES MENTS AMOUNT P /06 POS CTL POSITION SUM 41, , , P /06 POS CTL POSITION SUM 18, , , P /06 POS CTL POSITION SUM P /06 POS CTL POSITION SUM 13, , , P /06 POS CTL POSITION SUM 6, , , P /06 POS CTL POSITION SUM ACCOUNT TOTAL 80, , ,250.47

36 Finding Reports on e~Print Launch Internet Explorer Type 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 on the 1R01 payroll. Department wants to move costs to AA Labor was $6200, benefits were $2152.

42

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

44

45 Recast Example #3 Employee (331986) paid from AA using on the 1R01-1R03 payroll. Department wants to move 50% of the costs for each pay period to AA and 50% of the costs to AA 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: 4R = 4R27 for Biweekly 1R = 1R13 for Monthly To move an exact amount (to the penny).

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

52

53 Reallocation Example #2 Employee (331986) was paid from AA on the 1R01- 1R03 payrolls. Labor was $6200, benefits were $2152. Department wants to move 50% of costs for each pay period to AA and 50% of costs to AA 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: CAMPUS: AA USER: 001 FY: 05 POS: ______ DISNEY WORLD LN Obj CC Employee ID Employee Name Positn FYTD Actuals Reallocation AA DUCK, DAISY , TOTAL OBJECT CODE 24, AA MOUSE,MICKEY , TOTAL OBJECT CODE 11, AA DUCK, DONALD AA DUCK, DONALD , AA MOUSE,MINNIE TOTAL OBJECT CODE 2, AA DUCK, DAISY , AA DUCK, DONALD AA DUCK, DONALD AA MOUSE, MICKEY , AA MOUSE, MICKEY TOTAL OBJECT CODE 12, Total Pages: 002 This Page: 001 Next Page: ___

57 HRS Screen LDE LDE EXPENSES BY EMPLOYEE DUCK, DAISY SCTP SCREEN: ___ ID: JOB: _ CODE: ___ USER: 001 FY: 05 POS: ______ LN Position CC Account Account Title FYTD Actuals Reallocations AA , AA , AA , AA AA , AA , AA AA AA AA , TOTAL POSITION 32, TOTAL EMPLOYEE 32, Total Pages: 001 This Page: 001 Next Page: ___

58 HRS Screen LDT LDT EXPENSES BY EMPLOYEE/PAY PERIOD DUCK,DAISY SCTP SCREEN: ___ ID: 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 1R AA L , R AA B , R AA B , R AA B R AA B R AA B R AA B R AA B R AA B R AA B TOTAL PERIOD LABOR 3, TOTAL PERIOD BENEFIT 1, 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 Call Sherry Warden at


Download ppt "Sherry Warden, Accountant II/Manager OSU Payroll Services."

Similar presentations


Ads by Google