1. © CGI Group Inc. Course Title Advantage 3.9 HRM Payroll Accounting Management – HRM Configuration for the State of Colorado

2. Session Objectives Understand how PAM works. Understand PAM data. Understand how PAM collects payroll details Understand how PAM retrieves the Accounting information for the payroll details. Understand how PAM generates Journals to process the payroll and accounting data. Understand how PAM generates “virtual” Documents to prepare the PAM data to be migrated to Financial. 2 Objectives

3. Session Agenda 3 Payroll Accounting Management (PAM) Overview Accounting Data Setup PAM Data PAM 1 : Payroll Check Processor PAM 2 : Payroll Accounting Document Generator Payroll Accounting Management (PAM) Overview This session provides an introduction to the purpose and features of the Advantage HRM Payroll Accounting Management. W e w ill:  Review the Advantage HRM Payroll Accounting Management components and data lifecycle  Review flow charts that outline basic Payroll Accounting Management setup

4. Payroll Accounting Management (PAM) is designed to support payroll accounting in ADVANTAGE Financial. PAM  collects payroll details from ADVANTAGE HRM  creates “virtual” payroll accounting documents for them,  posts these “virtual” documents to ADVANTAGE Financial ADVANTAGE Financial then uses these documents to  Debit and credit the relevant accounts How PAM Works What is PAM? 4

5. How PAM Works How does PAM work? PAM consists of two jobs: A. Payroll Check Processor. This allows PAM to… 1. Process paycheck details as either expense, liability, or fringe. 2. Create records for these details in journals. B. Document Generator. This allows PAM to 1. Process the payroll expense, liability, and fringe journal records. 2. Create “virtual” payroll accounting documents for these records. 5

6. PAM at State of Colorado

7. Session Agenda 7 Payroll Accounting Management (PAM) Overview Accounting Data Setup PAM Data PAM 1 : Payroll Check Processor PAM 2 : Payroll Accounting Document Generator Payroll Accounting Management (PAM) Overview This session provides an overview of the payroll data that is picked up by Advantage HRM Payroll Accounting Management (PAM)

8. PAM Data PAM Data consists of: Payroll details, including… Gross and Net Pay Deductions and Benefits Fringe Accounting information for those details, including Fund BSA Etc… 8

9. FINANCIAL (CORE): Chart of Accounts [COA] are determined in CORE. This COA allows CORE to record all transactions using independent characteristics for them and include them in financial activity reporting. A transaction can relate to fund accounting, organizational concerns, cost accounting, or other accounting classifications. COA also consolidates financial details for reporting and budgeting. HRM: HRM retrieves this COA information from a shared table in the database and allows the user to assign specific Accounting information to payroll details to regulate their posting in Financial. PAM Data Where does Accounting Information come from? 9

10. SCENARIO: Trace accounting for one employee in monthly pay period 04/01/2014 – 04/30/2014 (GTN Run Number 125): Employee – John Doe, Employee ID AAA12345 For this pay period, John received the following pay: PAM Data REGRegular base pay SH33 rd Shift Differential OTPOvertime pay OT3Overtime pay for 3 rd Shift 10

11. SCENARIO: John had the following deductions and benefits: PAM Data 022Federal Tax 025Colorado State Tax 036Medicare Deduction 002PERA Retirement Employee Contribution 220125 Kaiser HMO Employee Contribution 238125 Dental Employee Contribution 241Employee Life Insurance Employee Contribution 11

12. SCENARIO: The following State of Colorado employer contributions were made for John: PAM Data 003PERA Retirement SOC Contribution 016PERA AED SOC Contribution 038Medicare SOC Contribution 046PERA SAED SOC Contribution 221Kaiser SOC Contribution 239Dental SOC Contribution 244Life Insurance SOC Contribution 246Short Term Disability SOC Contribution 12

13. Pay Details for John for GTN Run Number 125: PAM Data PAY EVENTSOURCEContract PayInput Amount (Hrs) REGCPPS$2,490.00176 SH3CPPS$230.92160 ¾ OTPCPPS$59.262 ¾ OTPCPPS$5.932 ¾ Total Gross$2,786.11 13

14. Deduction and Benefit details for John: PAM Data TYPE/PLANDESCRIPTIONDED or BENAmount 002PERA RetirementBenefit$214.04 022Federal TaxDeduction$303.29 025CO State TaxDeduction$105.00 036MedicareDeduction$38.80 220125 Kaiser HMOBenefit$92.18 238125 DentalBenefit$18.38 241Life Ins Employee Benefit$4.00 Sub TotalDeductions$447.09 Sub TotalBenefits$328.60 TOTAL$775.69 14

15. State of Colorado Employer contribution for John: Let us now see how PAM processes these details… PAM Data 15 TYPE/PLANDESCRIPTIONTYPEAmount 003PERA RetirementFringe$271.57 016PERA AEDFringe$101.67 038MedicareFringe$38.80 046PERA SAEDFringe$93.64 221125 Kaiser HMOFringe$434.10 239125 DentalFringe$25.92 244Life InsuranceFringe$8.76 246Short Term DisabilityFringe$5.17 TOTAL$979.63

16. Session Agenda 16 Payroll Accounting Management (PAM) Overview Accounting Data Setup PAM Data PAM 1 : Payroll Check Processor PAM 2 : Payroll Accounting Document Generator Payroll Accounting Management (PAM) Overview This session provides an overview of the accounting data setup for the payroll data that is picked up by the Advantage HRM Payroll Accounting Management (PAM) module

17. Collecting Payroll Details After CPPS payroll data is loaded into Advantage HRM, the payroll details PAM needs to process will be loaded into the following tables: C_PAY_CHECK C_PAY_CHECK_EXT C_PAY_DETL C_PAY_DETL_EXT C_DED_DETL C_DED_DETL_EXT 17

18. Collecting Accounting Details The COA details associated with each pay detail, based upon the profile/template defined in CPPS will be loaded onto the following table: PEND_PAY_ACTG_HIST 18

19. Accounting Details for John’s Pay: Accounting for Pay 19 REGSH3OTPOT3 Fund – 1000 Dept – AAAA Obj – 1110 Fund – 1000 Dept – AAAA Obj – 1131 Fund – 1000 Dept – AAAA Obj – 1130 Fund – 1000 Dept – AAAA Obj – 1130 $2,490.00$230.92$59.26$5.93  $65.19 89.37%8.29%2.34%

20. Collecting Accounting Details The PAM Payroll Check Processor job will next look for the accounting data for the deduction and benefit details. For Deductions and Benefits, PAM will retrieve accounting data from the Deduction or Benefit Plan.  For a standard deduction, you would find those details on the Deduction Plan (DPLN) page for the deduction  For a benefit, you would find those details on the Employee Fringe Benefit Plan (BENP) page for the benefit.  For the employer side of a benefit, you would find those details on the Employer Fringe Benefit Plan ( EFBP) page for the benefit. Note: DPLN, BENP, and EFBP have an identical Accounting layout 20

21. Collecting Accounting Details 21 DPLN External Deduction Plan SOC – to be used for Net Pay only (no vendor payments to be generated from PAM) Enter BSA and Direct Deposit BSA

22. Collecting Accounting Details 22 DPLN Internal Deduction Plan Select Generate Payment Voucher flag to process deduction through PAM Enter seller COA elements in Fund and Detail Accounting sections

23. Collecting Accounting Details 23 BENP Internal Employee Fringe Benefit Plan Select Generate Payment Voucher flag to process deduction through PAM Enter seller COA elements in Fund and Detail Accounting sections

24. Collecting Accounting Details EFBP Internal Employer Fringe Benefit Plan Select Generate Payment Voucher flag to process deduction through PAM Enter seller COA elements in Fund and Detail Accounting sections Note: Deduction Type for each Plan

25. Defining Fringe Pay Type for Employer Paid Benefits EFBT Internal Employer Fringe Benefit Type Link pre-defined fringe pay type (EVNT) to Employer Fringe Benefit Type

26. Accounting details on the DPLN/BENP/EFBP are set up in the following sections:  Payment Voucher Information  Fund Accounting  Detail Accounting These sections determine the purpose and routing of the deduction. Collecting Accounting Details 26

27. Collecting Accounting Details 1. Payment Voucher Information Section This section allows you to determine what kind of deduction this is. 1. External (code = 1) 2. Liabilities Only (code = 5) 27

28. 1. Payment Voucher Information Section A.External deductions – Used for Net Pay and deductions that are paid to external vendors (latter not applicable to State of Colorado implementation) Scenario: Collecting Accounting Details Deds/BenfsBSAVendor 999992232N/AN/ANo Vendor because Generate Payment Voucher flag is not checked 28

29. 1. Payment Voucher Information Section B. Internal deductions – these are for deductions that are paid to sources within the organization, and can therefore be referenced by a COA: Collecting Accounting Details 29 Liabilities Only Requires neither revenue source nor appropriation

30. 1. Payment Voucher Information Section This section also allows you to determine whether or not a Payment Voucher must be generated for this deduction. This is done by means of the Generate Payment Voucher flag Collecting Accounting Details Two basic functions: 1.Indicate whether or not a Payment Voucher is to be automatically generated for an External deduction. 2.Indicate whether or not an Internal deduction is to be processed by PAM. If the Generate Payment Voucher flag is unchecked for an Internal deduction, the deduction will not be processed by PAM, and no document will be generated. Note: Internal deduction generally has the Generate Payment Voucher flag set to Y. 30

31. 1. Payment Voucher Information Section Scenario: Collecting Accounting Details 31 Ded/BenPayment Voucher Type (5 = Liabilities Only Generate Payment Voucher FundBSA 0025 10002226 0035 10002226 0165 10002226 0225 10002215 0255 10002230 0365 10002216 0385 10002216 0465 10002226 2205 10002219 2215 10002219 2385 10002213 2395 10002213 2415 10002214 2445 10002214 2465 10002229

32. Session Agenda 32 Payroll Accounting Management (PAM) Overview Accounting Data Setup PAM Data PAM 1 : Payroll Check Processor PAM 2 : Payroll Accounting Document Generator Payroll Accounting Management (PAM) Overview This session provides an overview of the PAM Check Processor job

33. Payroll Check Processor Payroll Check Processor: 1. Based on the accounting details, processes paycheck details as either expense, liability, or fringe. 2. Summarizes the details. 3. Creates records for the details in expense, liability, and fringe journals. 33

34. Running the job: BATRUNBATRUN Payroll Check Processor 34

35. Payroll Check Processor 35 GTN Run Number associated with current payroll Summarization Level (will be overriden by PAMSUMM settings) Historical indicator – always set to ‘N’ for State of Colorado

36. Payroll Check Processor Based on the Summarization level specified in the job parameters… 2 = Fund + Sub-Fund + Department …PAM will collect and assemble the payroll details based on this Summarization level. PAM will generate a unique Summarization key for all payroll details that have same GTN run number Pay Cycle Payroll Document Line Type ID Fiscal Period, Fiscal Year, Budget Fiscal Year COA elements [Fund, Sub-Fund, Department] During the Document Generation phase of PAM, PAM will generate a unique Document for each Summarization key. 36

37. Scenario: Expense Journal Entries for John (PYRL_EXPS_JRNL) Payroll Check Processor FMO/FYFUNDSFUNDDEPTUNITOBJSOBJ REG10/20141000AAAA1110 SH310/20141000AAAA1131 OTP10/20141000AAAA1130 OT310/20141000AAAA1130 37

38. Scenario: Liability Journal Entries for John (PYRL_LIAB_JRNL) Payroll Check Processor 38 Ded / BenFMO/FYFUNDSFUNDDEPTUNITOBJSOBJ SELR FUNDSELR BSA 00210/20141000AAAA111010002226 00210/20141000AAAA113010002226 00210/20141000AAAA113110002226 02210/20141000AAAA111010002215 02210/20141000AAAA113010002215 02210/20141000AAAA113110002215 02510/20141000AAAA111010002230 02510/20141000AAAA113010002230 02510/20141000AAAA113110002230 03610/20141000AAAA111010002216 03610/20141000AAAA113010002216 03610/20141000AAAA113110002216 22010/20141000AAAA111010002219 22010/20141000AAAA113010002219 22010/20141000AAAA113110002219 23810/20141000AAAA111010002213 23810/20141000AAAA113010002213 23810/20141000AAAA113110002213

39. Scenario: Liability Journal Entries for John continued Payroll Check Processor 39 Ded / BenFMO/FYFUNDSFUNDDEPTUNITOBJSOBJ SELR FUND SELR BSA 24110/20141000AAAA111010002214 24110/20141000AAAA113010002214 24110/20141000AAAA113110002214 9999910/20141000AAAA1110 9999910/20141000AAAA1130 9999910/20141000AAAA1131

40. Scenario: Fringe Journal Entries for John (PYRL_FRNG_JRNL) Payroll Check Processor 40 Ben / Pay Fringe TypeFMO/FYFUNDSFUNDDEPTUNITOBJSOBJ SELR FUND SELR BSA 003Liability10/20141000AAAA111010002226 003Liability10/20141000AAAA113010002226 003Liability10/20141000AAAA113110002226 003PExpense10/20141000AAAA1110 003PExpense10/20141000AAAA1130 003PExpense10/20141000AAAA1131 016Liability10/20141000AAAA111010002226 016Liability10/20141000AAAA113010002226 016Liability10/20141000AAAA113110002226 016PExpense10/20141000AAAA1110 016PExpense10/20141000AAAA1130 016PExpense10/20141000AAAA1131 038Liability10/20141000AAAA111010002216 038Liability10/20141000AAAA113010002216 038Liability10/20141000AAAA113110002216 038PExpense10/20141000AAAA1110 038PExpense10/20141000AAAA1130 038PExpense10/20141000AAAA1131

41. Scenario: Fringe Journal Entries for John continued Payroll Check Processor 41 Ben / Pay Fringe TypeFMO/FYFUNDSFUNDDEPTUNITOBJSOBJ SELR FUND SELR BSA 046Liability10/20141000AAAA111010002226 046Liability10/20141000AAAA113010002226 046Liability10/20141000AAAA113110002226 046PExpense10/20141000AAAA1110 046PExpense10/20141000AAAA1130 046PExpense10/20141000AAAA1131 221Liability10/20141000AAAA111010002219 221Liability10/20141000AAAA113010002219 221Liability10/20141000AAAA113110002219 221PExpense10/20141000AAAA1110 221PExpense10/20141000AAAA1130 221PExpense10/20141000AAAA1131 239Liability10/20141000AAAA111010002213 239Liability10/20141000AAAA113010002213 239Liability10/20141000AAAA113110002213 239PExpense10/20141000AAAA1110 239PExpense10/20141000AAAA1130 239PExpense10/20141000AAAA1131

42. Scenario: Fringe Journal Entries for John continued Payroll Check Processor 42 Ben / Pay Fringe TypeFMO/FYFUNDSFUNDDEPTUNITOBJSOBJ SELR FUND SELR BSA 244Liability10/20141000AAAA111010002214 244Liability10/20141000AAAA113010002214 244Liability10/20141000AAAA113110002214 244PExpense10/20141000AAAA1110 244PExpense10/20141000AAAA1130 244PExpense10/20141000AAAA1131 246Liability10/20141000AAAA111010002229 246Liability10/20141000AAAA113010002229 246Liability10/20141000AAAA113110002229 246PExpense10/20141000AAAA1110 246PExpense10/20141000AAAA1130 246PExpense10/20141000AAAA1131

43. Payroll Check Processor Alternative method of Summarization… PAM SUMMARIZATION BY DOCUMENT TYPE (PAMSUMM) PAMSUMM allows you to go beyond the 4 levels of Summarizations in the Document Generator job parameters. You can specify ANY combination of COA elements by which to summarize your documents. To use PAMSUMM, set the following SPAR to True: PYRL ACTG DOC SUMMARIZATION LEVEL PAMSUMM also allows you to specify how to summarize the Accounting Lines on each document. 43

44. Payroll Check Processor 44 PAMSUMM

45. Session Agenda 45 Payroll Accounting Management (PAM) Overview Accounting Data Setup PAM Data PAM 1 : Payroll Check Processor PAM 2 : Payroll Accounting Document Generator Payroll Accounting Management (PAM) Overview This session provides an overview of the PAM Document Generator job

46. Payroll Accounting Document Generator: PAM will generate a unique “ virtual” Document for each journal record with a unique Summarization key.. Each unique “ virtual” Document will have a separate Accounting Line for each row of payroll details it summarizes. Document X, with Accounting Lines 1, 2, etc. Payroll Accounting Document Generator 46

47. Payroll Accounting Document Generator 47 BATRUNBATRUN

48. Payroll Accounting Document Generator 48

49. Payroll Accounting Document Generator PAM generates the payroll accounting documents in two phases: A.The Expenditure Accrual/Adjustment phase. During this phase, PAM accrues expenditures associated with current payroll events and encumbers funds required to fulfill the obligations that remain on employee contracts after the current payroll. This phase produces the following “virtual” documents: Payroll Expenditure or PREXP documents 49

50. Payroll Accounting Document Generator B. During the second phase, PAM modifies the “virtual” documents to reflect any changes made to documents adjusted during the Expenditure/Liability Processing Phase. This is done so that the documents accurately determine the cash expenditures and liabilities associated with the payroll. This is called the Expenditure/Liability Processing phase. The Expenditure/Liability Processing phase produces the following “virtual” documents: Payroll Liability or PRLIA documents Payroll Payment or PRLNP documents Payroll Internal or PRLID documents 50

51. Payroll Accounting Document Generator 2. Accounting Line Summarization PAM Document Generator not only Summarizes at the Document level, but also at the Accounting Line level for each Document. If Payroll Accounting Line Deduction Summarization SPAR = Yes Then, the Payroll Document Generator will summarize accounting lines that have the same basic COA elements into one accounting line. These are the COA details: Fund Sub Fund BSA Sub-BSA BFY FY APD The summarized Accounting line contains the total dollar amount of all summarized accounting lines. 51

52. Activate Accounting Line Summarization: SPARSPAR Payroll Accounting Document Generator 52 Example: PRLNP-N (net pay) Flag Unchecked – Summarization will use 28 COA elements Flag Checked – Summarization will be based only on: FUND_CD SFUND_CD BSA_CD SBSA_CD OBSA_CD OSBSA_CD OVRD_CLRNG_SFND_CD OVRD_CLRNG_FUND_CD

53. Payroll Accounting Document Generator 53 WHICH JOURNAL ENTRIES?SUMMARIZE?Scenario PREXP Gross Paypyrl_exps_jrnlNO REG Internal/All Fringe Expense pyrl_frng_jrnl where exps_liab_id = E NO 003P PRLIA Net Paypyrl_liab_jrnl where exps_liab_id = N YES 99999 Accounting Line Summarization applies to:

54. Payroll Accounting Document Generator WHICH JOURNAL ENTRIES?SUMMARIZE?Scenario PRLNP Gross Paypyrl_exps_jrnlNO REG Net Paypyrl_liab_jrnl where exps_liab_id = N YES 99999 PRLID Internal Deductionpyrl_liab_jrnl where exps_liab_id = L and pymnt_vouch_typ > 1 YES 022, 025, 036 Internal Fringepyrl_frng_jrnl where exps_liab_id = L and pymnt_vouch_typ > 1 YES 003, 016, 038 54

55. Payroll Accounting Document Generator Alternative method of Accounting Line Summarization… PAM SUMMARI ZATION BY DOCUMEN T TYPE (PAMSUMM) PAMSUMM allows you specify ANY combination of COA elements by which to summarize the Accounting Lines on your documents. To use PAMSUMM, set the following SPAR to True: PYRL ACTG DOC SUMMARI ZATI ON LEVEL 55

56. Payroll Document Generator 56 PAMSUMM

57. Summarization Example for John Payroll Accounting Document Generator 57 Summarization Key (SUMM_PERFKEY)Event Obj. CodeAmt. PREXPPRLNP Document IDLineDocument IDLine 0000000125MTHLY00000 02014010 1000 AAAA REG11102490.00061214000000000000071061214000000000000061 OTP113059.26061214000000000000072061214000000000000061 OT311305.93061214000000000000072061214000000000000061 SH31131230.92061214000000000000073061214000000000000061

58. Payroll Accounting Document Generator Creating Payroll documents from John’s check: 58 Gross Pay 2,786.11 Deductions 447.09 Employee Fringe 328.60 Ded/Ben Total 775.69 Net Pay 2,010.42 Employer Fringe 979.63 Doc External Accrued Expenditure Accrued Payroll External Cash ExpenditureNet PayCashDeductionFringe Total GROSS PREXP 2,786.11 (2,786.11) - PRLNP (2,786.11) 2,786.11 - Net Pay PRLIA 2,010.42 (2,010.42) - PRLNP 2,010.42 (2,010.42) - Ded/BenPRLID 775.69 (775.69) - 775.69 (775.69) - Fringe Expense PREXP (979.63) 979.63 - (979.63) - Fringe Liability PRLID 979.63 (979.63) - Total - - 3,765.74 - (2,010.42) (775.69) (979.63) -

59. State of Colorado Session Overview

60. Contact Us Need more information? Please contact  Mike Nadeau  michael.nadeau@cgi.com@cgi.com  Marshall Lee  marshall.lee.cgi.com marshall.lee.cgi.com 60