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:

mpendlet@co.riverside.ca.us

Yumeka Seabrooks (951) 955-3810

Marla Pendleton (951) 955-3867