1. FSUN – Payroll Accounting May 11, 2016
Sherrie Kutzler, Director – Accounting Services

2. Communication
It’s no longer “HR’s responsibility” or “Finance’s responsibility”. The entire payroll process is the responsibility of both groups.
A workgroup has been created that has HR and Finance representatives from Academic units, BPOs and Module Support to work together through future enhancements, current issues and reporting needs.
Central workgroups with HR BPOs, Finance BPOs and Module Support meet regularly to discuss issues, processes, and enhancements.

3. Communication (cont’d)HR

4. Communication (cont’d)
Without communication – mistakes happen

5. Communication (cont’d)

6. Additional Pay
Use for paying an employee for additional work outside their primary appointment:
Augmentations
Awards
Additional Instruction
Summer Earnings
Work done in a different position and/or department
Used for Current and Future pay only

7. Additional Pay (cont’d)
Use of end dates:
Use the End Date field when you have the anticipated end date of the payment. The End Date should be the end date of the pay-period
If an end date is not selected the employee will continue to receive payment
Additional pay typically has an end date

8. Additional Pay (cont’d)
Job Data Overrides:
Can be used to associate additional pay with a different position number instead of the default Job Data position number.
USE if:
The additional work the employee is paid for is not related to the main job record
In lieu of creating a separate job record
Do NOT use if:
The position number used has “Reports To” responsibilities
The additional work is paid by sponsored funds
The position number entered in the Override section must be active

9. Default Program Values
Departments are responsible for moving ALL payroll transactions from the default program values to the correct chartstring using a Retro.
Payroll transactions must be moved within 60 days of the original transaction date.
Program – transactions recorded by the HRMS module when there are issues with valid chartstrings.
Program – Program value used by departments as the Departmental Funding Chartstring. Used by departments to identify issues.

10. Retro’s Known issues: Fringe calculation
Coded to recalculate fringe when Retro is completed
Changing code to use original fringe charged. Will be charged to new chartstring based on percentage moved
Target 6/30/16 for fix to be implemented

11. Retros Issues: Difficult to approve due to many lines within a Retro
Process working as designed
Will bring topic to HR-PA workgroup
Concerns with Retro timing:
Retros can be completed on Payday (Wednesday) thru the current payperiod
Payroll transactions post to G/L Wednesday PM, are in Finance UMReports on Thursday AM
Payroll encumbrances reverse and new encumbrances post on Wednesday, are in Finance UMReports on Thursday AM

12. Finding Data
How do I find the account string an employee is set up under?
UM Payroll Accounting >UM Distribution Entry > UM Distribution Entry

13. Finding Data –Account String

14. Finding Data – Account String

15. Finding Data (cont’d)

16. Finding Data – Account Code
Account for Salary expenses is determined by Employee Class.

17. Reference documents
Examples of job aids are listed below. Locate job aids at:
.html
Additional Pay Instructions
Understanding Additional Pay Prorating
Additional Pay Field Names and Definitions
Job Data (Position) Overrides in Additional Pay and Distribution Entry
Distribution Funding Levels and Strategies
Setting Up Distributions for Payroll Earnings
Setting up Summer Funding
Setting up UNS Funding

18. Reference Documents (cont’d)
View Payroll Accounting Distribution by Department
View Payroll Accounting Distribution by Employee
Retro Distributions: Certified Approvers
Direct Retro Distribution: Step by Step
Viewing a Direct Retro Transaction

19. Questions?