Download - PAYROLL INTERFACE
PAYROLL PAYROLL INTERFACEINTERFACE
September 15, 2004
Presented by:
Marla Pendleton, Principal Accountant
Yumeka Seabrooks, Supervising Accounting Tech
Types of PayrollsTypes of Payrolls
Regular – County/Flood Control current pay period and active employees
Special Districts – current pay period and active employees
Final Check – termed employees, (PEP employees)
Off Cycle – used for special processing
What is the Payroll Interface?What is the Payroll Interface?
The payroll interface is the transition of a payroll data file from the HRMS System, which is in summarized financial form and loaded into the OASIS Financials System.
Payroll JournalsPayroll Journals
Every payroll has multiple interface files which are loaded into financials.
With the exception of PP14 & 15, each County/Flood file will generate at least eight (8) journals.
PP14 & 15 will have at least sixteen (16).– Eight (8) expense journals– Eight (8) accruals
Payroll Journal DescriptionsPayroll Journal Descriptions
Long Term Disability
Medicare
Retirement PERS
Retirement 401A
Salaries
Short Term Disability
Social Security
Unemployment
How to Identify the JournalsHow to Identify the Journals
The journal date is the same as the pay date for the given pay period.
For instance, PP14 pay date is 7/07/04, the payroll journals for PP14 will be dated 7/07/04.
Journal StatusJournal Status
Payroll CalendarPayroll Calendar
Payroll Interface ErrorsPayroll Interface Errors
Invalid Chartfield Combinations
New Expense Accounts
New Funds (ISF) / DeptIDs
TPI Codes
Payroll Interface ErrorsPayroll Interface Errors
Org Budget Data Not Found
Insufficient Appropriations
Payroll Interface ErrorsPayroll Interface ErrorsProject Grants
– Insufficient Funding Source
– Invalid Project Grant
– Insufficient Project Grant Budget*
– Invalid Project Grant Date
RolesRoles
DepartmentsHuman ResourcesHRMSOASISPayroll (Auditor Controller)
Departments RoleDepartments Role
Make sure you notify HRMS timely of changes to payroll distributions:– TPI Codes– New Funds– New Dept Ids
Make corrections to errors timely
HRMSHRMS
Update the HRMS system with changes in the departments payroll distributions.
Compile the HRMS data file and send to Financials.
Assist payroll in reconciling and posting payroll.
OASIS FinancialsOASIS Financials
Upload the HRMS data files
Assist departments and payroll in correcting errors that prevent the posting of the journals.
Assist payroll in posting the payroll journals.
PayrollPayroll
Reconcile and correct errors in the journals
Post the journals
Posting the InterfacePosting the Interface
Timing– Usually takes 3-5 days to post
Salary Journal has 90,000 lines
Budget Check can only be run at night after hours
Payroll Interface FalloutsPayroll Interface Fallouts
What are fallouts?
Why does this happen?
How does payroll post these employees?
Interface fallouts are…Interface fallouts are…
Employee paychecks that do not move from HRMS to Financials through the interface process.
We average about (20) twenty employees per pay period.
PP12 FalloutsPP12 Fallouts
Why does this happen?Why does this happen?
The accounting information for the employee is invalid, the system is unable to distribute expenses
If an employee has more than two checks in the interface, the third will not be “picked up”.
For example…
EE – Kermit D. FroggEE – Kermit D. Frogg On PP18, Kermit’s department entered 80 regular hours
for him and should have only paid him 20 hours. Payroll closed PP18 on Thursday, 8/26/04. The department reviewed its pay register on Monday, 8/30/04 and found the mistake. The department call’s payroll, explains the problem and request a reversal on Kermit’s pay warrant and request a corrected warrant.
Kermit ends up with three warrants– Original warrant (80 hrs)– Reversed warrant– Corrected warrant (20 hrs)
Only two of these warrants will go through the interface and post
How does Payroll Post Fallouts?How does Payroll Post Fallouts?
Manually prepare an Online Journal Entry source code (ONL), to charge expenses to departments and move cash to various clearing funds.
Prior ProcessPrior Process
Prior to April 2004, Online Journal Entries were prepared for each transaction fall-out
The employee name and ID number was specified on each individual journal.
Due to the volume there was a major delay between the interface and fall-out journal posting dates.
Current ProcessCurrent Process
As of pay period 2004-08, the fall-out transactions are summarized into one journal entry per pay period.
Individual names and EIN are not identified on the journal.
Fall-out journals are prepared within the same pay period as the interface journal
Questions?Questions?
Contact InformationContact Information
If you need detailed information for each fallout, please email your request to:
Yumeka Seabrooks (951) 955-3810
Marla Pendleton (951) 955-3867