0 higher education payroll processing & reporting jan 2016 q & a session september 4, 2015
TRANSCRIPT
1
Higher Education Payroll Processing
& ReportingJan 2016
Q & A SESSION
SEPTEMBER 4, 2015
2Session Overview
T-Account Example – General Ledger processing from start to finish
File Edits 500 Misc File PFT File OpenBooks File Direct Deposit File
Open Forum
3Role Call
Email: [email protected] [email protected]
Information to include: Agency Number Count and subject area of attendees Example: 090, 2 Payroll, 1 HR, 3 IT, 2
Finance
4T-Account Example
http://www.ok.gov/cio/Customer_Portal/Business_Application_Services_Essentials/Financials/Financials_News.html
5500 Misc File - Edits
General User submitting file must have access for
Agency number in file Cannot reuse Claim numbers One Claim number per file
Header Record Claim Number matches Payroll Caim number
in PFT Agency & Claim Number matches the run
control
6500 Misc File - Edits
Detail Record OST Account Number = ‘7’ Fund Number = ‘789’ Agency Number = agency number on run control Warrant Number: First digit = ‘2’ Name, Address, Participant ID, Class ID fields are not blank Pay Type = ‘A’, ‘E’, or ‘P’ If Pay Type = ‘A’, then Transit #, Bank Account, and
Checking/Savings flag must not be blank Checking/Savings flag = ‘C’ or ‘S’ Invoice ID = Claim Number + sequence number Invoice Amount = Amount: must be greater than “0.00” Claim Number = Claim Number on header record
7500 Misc File - Edits
Trailer Record Detail records warrant count must equal
Total Number of Warrants on trailer record Sum of detail records warrant amounts must
equal Total Dollar Amount on trailer record Total Dollar Amount must equal the PFT net
pay (account 485060)
8PFT File - Edits
User submitting file must have access for Agency number in file
Record Code (positions 1-2) must = ‘P9’ Cannot reuse a PFT/Claim numbers Only one PFT/Claim number per file Each file record should have the same Agency
and Transfer Number Agency and Transfer Number in file must
match the run control Payroll Claim number must match the Transfer
Number (excluding the first 2 digits of the payroll claim number)
9PFT File - Edits
Net of all amounts should = $0.00 Sum of Funding Class ‘78900’ record amounts
must equal the sum of the non ‘78900’ amounts If Funding Class = ‘78900’, then Department
must = ‘8900001’ and the Account must start with ‘485’
If the Funding Class is not ‘789’, then Account must start with ‘5’ but cannot be a ‘585xxx’ account
Sum of Funding Class ‘78900’ records should not = $0.00
Net pay amount (485060) must equal the Total Dollar Amount on the 500 Misc file trailer record
10OpenBooks File - Edits
End Date value on the Run Control must be a valid month-end date
REMINDER: ‘Hours’ must be correct - will be used to
calculate FTE
11Direct Deposit File - Edits
Corporation Number = ‘0007’ Application Number = ‘0010’ Class Code = Agency 3 digit number Transaction End Date = ‘20500101’ if
Participant Stop Cycles = ‘00’ Transaction End Date = Direct deposit stop date
if Participant Stop Cycles = ‘99’ Participant Stop Cycles = ‘00’ or ‘99’ Participant Stop Reason = ‘AR’ Savings Check Flag = ‘C’ or ‘S’ Debit Credit Flag = ‘C’ Amount = ‘00000000000’
12OPEN FORUM
13CLOSING
https://public.govdelivery.com/accounts/OKOMES/subscriber/new?preferences=true
http://www.ok.gov/cio/Customer_Portal/Business_Application_Services_Essentials/Financials/Financials_News.html
Questions : [email protected] OR [email protected]
Next Sessions: September 16
September 30