Presenters:

Alan VorwerckDirector Application Development

Peter HeflerSr. Programmer/Analyst

Los Rios Community College District, Sacramento Ca.

Session Number: 1011

Payroll to GL Interface - Use the delivered panels or write your own

Presentation Outline

Outline

1. Background Info

2. Delivered PeopleSoft Payroll GL Interface

3. Setup required

4. Maintaining the Key Interface Tables-- Position_Data table -- Acct_CD table

-- Dept_Budget table-- Position/Acct_Cd assgnmts

Outline - cont.

Outline - cont.

5. LRCCD’s Customizations

6. Payroll-AP Interface (Relieving the

Payroll Liabilities)

7. Reporting Payroll Data

8. Work in Progress (WIP)

9. Questions

Background Info

1. Background Information

• Payroll Schedule/Volume – Two monthly payroll runs

• 1880 full time employees

• 2290 Temporary/Part Time employees

– Adjustments• 200+ payroll adjustments

Background Info

1. Background Information - cont.

Platform• HRMS V7.51

• Financials V7.51

• Oracle 8.1.7.x.x

• UNIX/NT

2. Delivered PeopleSoft Payroll-G/L Interface

3. Setup Required• Installation Table

• Department Table

• Position Data Table

• Acct_CD Table

• Department Offset Group

• Department Budget Table

• Business Unit (HR/Payroll bu > G/L bu)

• Setup Required - cont.

Administer GL Interface) Business Unit ) Detail Calendar

) Ledger Template ) Detail Ledger ) Ledger Group

) Ledgers for GL Business Unit

) Journal Source ) Operator Preferences

) Acct. Entry Definition

) Journal Generator Template

) GL Business Unit/HR Company Mapping

4. Maintaining the Key Interface Tablesa. Position_Data table - manual effort

undertaken by Fiscal Services to add/update position records

b. Dept_Budget table - custom sqr to insert/update dept_budget table as new departments/positions are added

*** Delivered sqr to update fiscal year

c. Acct_CD table - manual effort undertaken by Fiscal Services to add/update acct_cd records

d. Position Nbr/Acct_CD Assignments -– Regular employees - unique position; few, if

any changes to position data in Job record; account code in dept budget table.

– Temporary employees - pooled positions; override specific position data in job record; account code(s) entered on job.

5. LRCCD’s Customizations

Run custom sqr to build export file

Custom sqr to keep position_data and department_budget table in sync

Customizations include:

A. Custom sqr to keep Position_Data and Department_Budget tables in sync

– Inserts new rows into Department_Budget table as new positions are added

– Supports payroll distribution process

B. Custom sqr to build Payroll-G/L

file to better support LRCCD’s specific

requirements.– Aggregates payroll liability expenses.– Retains detail earnings records– Addition of check #,employee # and name to

detail earning records

Custom SQR

HR_ACCTG_LN_PS

Payroll Distribution

Paygl02

Delivered PeopleSoft SQR's

Custom Table

G/L LoadFIle

PS_PAY_CHECK

PS_ACCT_CD_TBL

PS_PAY_CALENDAR

PS_PAY_ERN_DIST

Payroll-GL Interface File

HGENFDFEBREGPAY102262001ACTUALS N PAYxxxxxxxxFEBREGPAY1L GENFD00000 ACTUALS 1100 11 AR.VI.MATH17010 00000 2001 012A USD6261.09 0000689-31608Smith, FrankL GENFD00000 ACTUALS 2102 11 AR.VA.CUST65300 00000 2001 021E USD3141.35 0004041-31180Jones, AnnL GENFD00000 ACTUALS 2102 11 AR.VA.CUST65300 00000 2001 021E USD130.68 0034141-20280Williams, GaryL GENFD00000 ACTUALS 9518 11 2001 USD-7460342L GENFD00000 ACTUALS 9110 11 2001 USD-338541.9L GENFD00000 ACTUALS 9518 12 2001 USD-628289.6L GENFD00000 ACTUALS 9110 12 2001 USD-27744.16

6. Payroll-AP InterfacesPurpose: To relieve the payroll liab. resulting from employee/

employer taxes & benefits, employee garnishments, etc.

Custom SQR

Payroll

Custom SQR

Custom SQR

Payroll DataFile

Payroll DataFile

Payroll DataFile

A/P

PeopleSoft FinancialsPeopleSoft HRMS/Payroll

Checks

Checks

7. Reporting Payroll Data

PeopleSoftCustom SQR

YTD Table

SQL Server

Payroll Data is accessible via a browser

8. Work in Progress (WIP)

Develop interface to support payroll

adjustments– Input correcting journal in Financial system,

automatically insert correcting entry in HRMS system

WIP - cont.

PS_PAY_ERN_DIST

PS_HR_ACCTG_LN_PS

Input correcting je using deliveredon-line panel within PeopleSoft

Financial system

PSoft FinancialSystem

PSoft HRMSSystem

Custom PeopleCode/App Engine process to

support interface toHRMS system

9. Questions