payroll suspense correction process – corrector guidelines · payroll suspense correction process...
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PayrollSuspenseCorrectionProcess(revised06‐13‐17) Page1
PayrollSuspenseCorrectionProcess–CorrectorGuidelinesBusinessProcessOverview
WhatisPayrollSuspense?
PPS BFS
BearBuy
T&E
CDS
Payroll
Vouchers Cash Deposits
ReimbursementRequests
TheBerkeleyFinancialSystem(BFS)isthesystemusedtomanagethefinancialtransactionsinthegeneralledger.ManyofthesetransactionsoriginatefromthirdpartyfeedersystemssuchastheTravelReimbursementSystem,theCashDepositSystem,theCampusAccountsReceivableSystem,andthePayrollPersonnelSystem(PPS).
Payroll Suspense Overview
PPS BFS
Payroll Journal Entries
ChartString from PPS
Yes
Valid ChartString?
Suspense ChartString
No
WhenthesetransactionscomeintoBFS,thesystemrunsthetransactionsthroughChartofAccounts(COA)validations.Ifthechartstringisvalid,thenthetransactionispostedusingthe
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chartstringsentbyPPS.Ifthechartstringisinvalid,thenthetransactionispostedtoasuspensechartstringwhereitwillawaitcorrection.
ThisisimportantbecausesuspendedtransactionsarerecordedinaliabilityaccountsodonotappearaspayrollexpensesinBAIRSreportsandmakesmanagingtothebudgetmoredifficult‐especiallyasthenumberanddollarvalueofthesesuspendedtransactionsincreases.ThatiswhythePayrollSuspenseCorrectionfunctionissoimportant.Itallowsuserstoseethesesuspendedtransactionsandtakestepstowardsclearingthemoutofthesuspensechartstring.
HowarePayrollSuspenseTransactionsCleared?Thereareonlytwoactionsthatcanbetakentoclearpayrollsuspensetransactions.TheactiontakenwilldependonwhetherornotthechartstringthatcamefromPPSwasthecorrectchartstringornot.
Suspense PPS Transaction
ChartString Correct?
Yes
1. Select Journal Entry (JE)
No
2. Select Payroll Expense Transfer
(PET)
1. IfthechartstringthatcamefromPPSwascorrect,thenajournalentry(JE)mustbeusedtomovethetransactionsfromsuspensetothePPSchartstring
2. IfthechartstringthatcamefromPPSwasincorrect,thenaPayrollExpenseTransfer(PET)mustbeusedtomovethetransactionfromsuspensetoanewchartstring
NOTE:Theprimaryreasonsforwhyacorrectchartstringwouldendupinsuspenseandtheactiontoclearthemareasfollows:
Issue ActionThisisaContracts&Grantsfund,andPPSfedthechartfieldcombinationtoBFSbeforeitwasaddedtothePCMappingTable.
LookupthechartstringonthePCMappingtabletoensurethatitismapped.Ifitis,processthetransactionasaJEontheBFSPayrollSuspenseCorrectionpage.Ifitisnotmapped,contacttheappropriateRAwhocanworkwithCGAtoensurethatthechartstringismapped.
OneofthechartfieldswasinactivatedwithaneffectivedatethatisbeforetheaccountingdateonthePayrollSuspensetransaction.
Contacttheownerofthechartfieldandaskthatthechartfieldbetemporarilyactivatedinordertoprocessthetransaction.
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Regardlessofwhatactionisusedtoclearthesuspenseitem,allactionsmusthavetargetchartstringsthatpassCOAValidationsandbeapprovedbyanotherperson.SuspensetransactionsclearfromthesuspensechartstringwhentheclearingjournalentryispostedtotheGeneralLedger.
PayrollSuspenseClearinginBFSWithinBFS,payrollsuspenseclearingfollowstheoverallbusinessprocess,buttracksalloftheactionsandstepsinBFS.
ThePayrollSuspensemoduleconsistsofthreemainpages:
1. PayrollSuspenseCorrectionpageThisisthepagewheremostoftheworktakesplace.Fromthispagedepartmentaluserswillindicatewhatactionistobetakenonthesuspensetransaction,enterinnewtargetchartstringsforPETtransaction,determineifthechartstringpassesCOAvalidations,andsubmitsthetransactionsforapproval.TheapprovalroutingforrequestersisdefinedbytheirdefaultjournalSourceCodethatcontainsthesamelogicthatisdefinedforjournalsandotheritemsthatrequireapprovalwithinBFS.
2. PayrollSuspenseApprovalpageThisisthepagewheretheworkflowapproverwillapprovethetransaction.Onlyvalidchartstringcombinationscanmakeittothispage.ApproversaredefinedbythejournalSourceCodestowhichtheyhavebeengrantedapprovalaccess.
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3. PayrollSuspensePETpageThispageisusedbyCSSTimekeeperstoseealistofpendingapprovedPETtransactionsandtomarkthosetransactionsascompleteoncetheyhaveenteredthedataintoPPSortomarkthemasrejectediftheyareunabletoenterthedataintoPPS.
ThisdocumentfocusesonthePayrollSuspenseCorrectionpage.
PayrollSuspenseCorrectionPageThemenupathtogettothePayrollSuspenseCorrectionpageisMainMenu>CALComponents>GL>PayrollSuspense>PayrollSuspenseCorrection
1. Therearesevensearchcriteriaavailableforusers: Fund Department Chartfield1 Chartfield2 EmployeeID PayEndDate OrgNodeThemoresearchcriteriapopulated,thenarrowertheresults.
2. TheSortSeqboxesestablishthesortordertheresultscomeoutin.Forexample,ifonewantedtheresultstofirstbesortedbyPayEndDateandthenbyEmployeeID,enterinasortsequenceof1nexttoPayEndDateandasortsequenceof2nexttoEmployeeID.ThedefaultsortorderisbyEmployeeIDonly.
3. Oncecriteriahavebeenspecified,the‘Search’buttonisclicked.Theprogrampopulatesthegridandsortsthegridgiventhecriteriaspecified.
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NOTE:Departmentalusersonlyhave90daysfromtheaccountingdateontheoriginaljournaltotakeactiononpayrollsuspensetransactions.Therefore,onlytransactionslessthan90dayswilldisplayonthispage.
PayrollSuspenseEntriesGrid
ThecolumnsEmployeeID/LineRef,EmployeeName/LineDescr,andPayEndDateappearonalltabsinthegridandonthegridtherearesixtabs.
Tab1‐COA(ChartofAccounts)
ForanytransactionswithoutanactionorwithanactionofJE,thispagedisplaysthechartstringthatwasenteredintoPPS.ForanytransactionswithanactionofPET,eitherthispagewilldisplaythechartstringenteredintoPPSoranysavedchangestothechartstring.ToassistwithmatchingthesetransactionrowswiththeBAIRSPPP5302report,theTitleCodeandDOSCodehavebeenprovidedonthistab.
Clickingonthe‘OrigCOA’hyperlinkwillopenupapopupwindowdisplayingthechartstringfromPPSandthechartstringfromtheOriginalJournal.
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ThesystemdisplaysbothofthesechartstringsbecauseinsomecasestherearetransformationsthatoccurinBFSafterthedataisreceivedfromPPS.Havingbothsetsofdataallowtheusertoseewhenthesetransformationshaveoccurred.
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Clickingonthe'Notes'hyperlinkwillopenupapopupwindowdisplayingtheSuspenseCorrectionNotespage.
Onthispageisaneditablefieldforuserstoenternotes.Thereisalimitis250charactersforeachnote.Whenthepageissaved,noteswillbesavedinhistoryforfuturereference.Oncesaved,thesenotescannotbedeletedoredited,butadditionalnotescanbeadded.
NOTE:Eachtimeanactionistakenonatransactionrow(suchassubmitting,unsubmitting,approving,rejecting,etc.)ahistorynotewillbeadded.Thisnotewilltrackwhentheactionwastaken(LastUpdatedOn),whoperformedtheaction(LastUpdatedByandLastUpdatedByName),theroleofthepersontakingtheaction(Role)andwhatactionwastaken(Notes).
Onceanotehasbeenadded,theiconchangesfromthis tothis toalerttheuserthatnotesexist.Theiconwillonlychangeifthe250‐characternotefieldhasbeenpopulatedandthensaved.
Iftheonlythingsthatshowupinthehistorynotessectionareactions,thentheiconremainsasthis
.
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Tab2–JournalAttributes
TheJournalAttributestabdisplaysthefollowingfields:
SuspenseEntryDatewhichisthedatetheSuspensetransactionwasinterfacedintoBFS SuspenseLineNumber–thisrepresentsthejournallinenumberforthesuspense
transactiongeneratedwhenthePPSchartstringwasfoundinvalid.Theamountforthislinewillbeequaltotheamountthatwouldhavebeenassociatedwiththeoriginaljournalline.
OriginalJournalID OriginalJournalDate OriginalJournalLine(theamountonthisjournallinewillalwaysbezerosincetheamount
willbeassociatedwiththesuspenselinenumberabove) OriginalAccountingDate
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Tab3–LastUpdate
Thedataonthe‘LastUpdate’tabwillchangeasupdatesaremadetothepage.
TheUserGLSourcefieldispopulatedwiththedefaultJournalSourcecodeofthepersonwhosubmittedthetransaction.Itdetermineswhowillbeabletoapprovethistransaction.
NOTE:Ifthejournalsourcecodethatispre‐populatedwhenyoucreateanewjournalentryisnottheonethatyounormallyuse,[email protected],asthesourcecodecannotbeoverriddenforaparticularpayrollsuspensesubmission.Onceyourdefaultsourcecodehasbeenchanged,youcanunsubmitandthenresubmityourrequesttohaveitroutedbasedonyournewdefaultsourcecode.
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Tab4–ErrorMessage
DisplaystheOriginalCOAErrorMessagethatprovidesthereasonwhyBFSplacedthetransactioninsuspense.
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Tab5–OPTRSEntry
IfthetransactionwassubmittedandapprovedbutthensubsequentlyrejectedbyaCSSTimekeeper,thePETEntryStatuswillbeRejected.AnynotesthatwereprovidedbytheTimekeeperwillbevisiblebyclickingonthe‘Notes’icon.
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NOTE:WhenaPETisrejectedbyCSSthattransactionbecomesavailableonthePayrollSuspenseCorrectionpagetobeprocessedagain.Additionally,anemailissenttotherequesteralertingthemthatthePETwasrejected/notenteredandmustbereprocessed.
PayrollSuspenseProcessOptions
OnthePayrollSuspenseCorrectionspage,therearesixprocessingoptions.Userswillfirstselecttherowstheoptionshouldapplyto,selecttheactionandthenclickonthe‘Process’button.Thesystemwillupdatetheselectedtransactionsasfollows:
ProcessOption ActionJE
UpdatesthePET/JEactionforselectedrowsas‘JE’
PET
UpdatesthePET/JEactionforselectedrowsas‘PET’
Submit
Submitstheselectedrowsforapproval
Un‐Submit RetractstheselectedrowsfromapprovalsothatthesubmittercanupdatevaluesonthetransactionsuchaschangingtheactionfromPETtoJEorviceversa.
Un‐FlagJE/PET
Foranyselectedrows,removesthepreviouslyassignedcorrectiveaction.
RequestMapping
Ifthechartstringneedstobemapped,userscanselectthisoptionforasinglerowandthesystemwillpre‐populatetheBudgetAdd/Editpagewiththechartstringfromtherow.
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PayrollSuspenseClearingExamples
Example#1–PCMappingErrors–PCMappingExistsTherewasatimingissuewherethepayrollfilewasprocessedbeforethechartstringwasmapped.ThechartstringshavesubsequentlybeenmappedinthePCMappingtableandajournalentry(JE)shouldbecreatedtoremovethetransactionfromsuspenseandrecorditinthechartstringoriginallyreceivedfromPPS.
Step1–DeterminethecauseThefirststepshouldalwaysbetodeterminewhatcausedthetransactiontogotosuspense.
Clickonthe‘ErrorMessage’tabtodeterminewhatcausedthetransactiontogotosuspense.
Inthisexample,theerrorwasduetoPCChartfieldMapping.
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Step2–DesignatetheclearingactionReturntotheCOAtab
1. Select‘JE’fromthedropdownmenu2. Clickonthe‘Save’button
**IMPORTANT**Usersmustclickthe‘Save’buttonwhenmakingchangesinthegrid.Iftheuserattemptstoprocessarequestwithoutsavingthedata,thefollowingerrormessagewillbedisplayed:
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Step3–SubmitforsupervisorapprovalNext,goto‘Process’field,select‘Submit’fromthedropdown,andthenclickthe‘Process’button.Amessageboxwillsummarizetherequestedaction(s).
Ifthisiscorrect,clickOK.
Whenthesystemisdoneprocessingtherequest,amessagecontainingtheoutcomeoftherequestwillappear.
Inthisexample,bothoftheJEtransactionssubmittedwereacceptedbyBFS.
ClicktheOKbuttontoclosethismessagebox.
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Tofindoutwhichtransactionswereaccepted,lookatthe‘SubmitforApproval’column.
If“Submit"appearsintherowofthetransaction,itwasaccepted.Inthisexample,bothtransactionswereacceptedandwillfalloffthissuspenselist24hoursafteranapproveracceptstheseentries.Onecanalsolookatthe‘Error’columnwhichindicates‘N’fornoerrorsandthe‘CorrectedLineCOAEditMessage’nowreads“Successfulchartstringvalidation.”Remember,onlytransactionsthatpassCOAvalidationwillbemarkedassubmitted.
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Example#2–PCMappingErrors–RequestPCMappingInthisexample,theoriginalissueisalsoduetoPCMappingerrors;however,thechartstringstillhasnotbeenmapped.
Step1–DeterminethecauseThefirststepshouldalwaysbetodeterminewhatcausedthetransactiontogotosuspense.
Clickonthe‘ErrorMessage’tabtodeterminewhatcausedthetransactiontogotosuspense.
ThesesixtransactionshavethesamePCMappingerrorsandrequireaJEtogetthemoutofsuspense.
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Step2–DesignatetheclearingactionReturntotheCOAtab
1. Clickon‘SelectAll’button2. Select‘JE’fromthe‘Action’dropdownmenu3. Clickonthe‘Process’button4. Amessageboxwillsummarizetherequestedaction(s).Ifthisiscorrect,click‘OK’
Step3–Submitforsupervisorapproval
1. Select‘Submit’fromthe‘Action’dropdownmenu2. Clickonthe‘Process’button3. Amessageboxwillsummarizetherequestedaction(s).Ifthisiscorrect,click‘OK’
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Anewmessagesummarizestheresultsoftheaction.
OfthesixJEtransactionssubmitted,BFSdidnotacceptany;allsixwererejected.
Noticethatthe‘SubmitforApproval’columnisblank.Remember,onlytransactionsthatpassCOAvalidationwillbemarkedassubmitted.ScrolltotherightandnoticethatBFShasflaggedallsixtransactionswithared"Y"intheErrorcolumn.Thisentryalsohasthesameerrormessageasbefore.IfyouareanRA,requestthePCmappingviaCALComponents>GM>AwardBudgetEntry.
NOTE:IfyouarenotanRA,youmustworkwiththeRAthatmanagestheawardtoensurethatthechartstringismappedtoPCChartfields.
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Example#3–WrongChartfieldEntered–RequestPayrollExpenseTransferTheotheractionbrieflymentionedisaPayrollExpenseTransfer(PET).UsethismethodwhenanincorrectchartfieldwasenteredintothePayroll/PersonnelSystem.Thisreversestheoriginalincorrectentry,andreplacesitwiththecorrectedchartstring.
Step1–DeterminethecauseAgain,startontheErrorstabtoviewtheissuethatcausedthistransactiontogotosuspense.
Inthisexample,theerrorisduetoaninvalidfund.
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Step2–DesignatetheclearingactionReturntotheCOAtab
1. Select‘PET’fromthedropdownmenuA. Noticethatonce‘PET’isselected,thechartfieldsopenandbecomeeditable.B. Additionally,theETMonth,ETPage,ETLine,OriginalGrossEarningsandTotal
Benefitsfieldsalsoopenandbecomeeditable.
Step3–ChangethechartstringTheerrormessageindicatedthefundwasinvalidandresearchindicatedthat81840isthecorrectfund.
Changethefundto81840forallrowsforthisEmployeeName,PayEndDate,DOSCode,TitleCodeandchartstring.
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Step4–RuntheBAIRSPPP5302reportBelowisanexampleoftheBAIRSFinancialReport(PPP5302)showingalloftheinformationneededtoentertheETMonth,ETPage,ETLine,OriginalGrossEarningsandTotalBenefitsinformationinthefieldsasshowninStep5.ThebestpracticeistoruntheBAIRSreportbyEmployeeIDandPayPeriodEndDatebecausethesamePayPeriodEndDatemayhaveactivityinmultipleledgermonths.
ThemenupathforthePPP5302reportisasfollows:RunBAIRSFinancialReports‐>080.Payroll‐>BIS_PPS_Expense_Detail_Curr.bqy
Step5–PopulatetheETMonth,ETPage,ETLine,OriginalGrossEarningsandTotalBenefitsfields
1. IfreviewoftheBAIRSPPP5302reportindicatesthatthedefaultETMonthisnotcorrect,clickonthemagnifyingglassandselecttheappropriatevalue
2. EntertheETPageinformation3. EntertheETLineinformation4. EntertheOriginalGrossEarningsinformation5. EntertheTotalBenefitsinformation6. Clickonthe‘Save’button
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NOTE:TheETMonthautomaticallydefaultswiththeoriginalaccountingperiodandiftheuserattemptstochangeit,thenthefollowingmessageisdisplayed.
Thisisnotasevereerrorandtheusermaycontinuewiththeireditsbyclickingthe‘OK’button.
Step6–SubmitforsupervisorapprovalOncethedatahasbeensaved,thePETscanbesubmitted.
1. Select‘Submit’fromthe‘Action’dropdownmenu2. Clickonthe‘Process’button3. Amessageboxwillsummarizetherequestedaction(s).Ifthisiscorrect,click‘OK’
Whenthesystemisdoneprocessingtherequest,anewmessagesummarizestheresultsoftheaction.Inthisexample,allthreerowsofthePETweresubmittedandzerorowswereinerror.The‘SubmitforApproval’fieldshowsas“Submit”.
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ClicktheOKbuttontoclosethismessagebox.
NOTE:If‘PET’isselectedandtheuserdoesnotentertherequiredinformationintheETPage,ETLine,OriginalGrossEarningsandTotalBenefitsfields,thefollowingerrorwillbedisplayeduponclickingonthe‘Save’button.
Theonlyexceptiontothisarebi‐weeklyvacationaccrualsthatarezerogrosspayrollentries.Intheserareinstances,afterselecting‘PET’,clickonthe‘PETZeroGross’box.The‘OriginalGrossEarnings’fieldwilldefaultto$0.00andbecomegreyedout.PopulatethefieldsandsubmitasnormalforPETrequests.Anexampleofwhenthiswouldbeappropriateisshowninthescreenshotbelow.
Whilethelasttwolinesinthisreporthavezerogrosspayrollamounts,onlythelastrowwenttosuspense,whichiswhyonlythatrowishighlightedhere.
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Conclusion/SummarizationExample#1–Theseentrieswillfalloffthissuspenselist24hoursaftertheyareapproved.
Example#2‐ThesecondsetofentrieswillremainonthelistuntilCGAupdatesthePCmappingtable,theyareresubmittedforapproval,theyareapproved,andthenightlyjournalgenerationoccurs.
Example#3‐ThethirdandfinalsetofentrieswillremainonthelistinsuspenseuntilCSSTimekeepersmakethecorrectioninPPSandanupdatedentryisfedtoBFSatthemonthendcycle.
AppendixAlthoughtransactionsmaybeapproved,thetransactionswillcontinuetobevisibleonthecorrectionsandapprovalpagesuntiltheyarecleared.Thefollowinggridshowswhattransactionscanbeseenonwhichpagesandwhen:
Status VisibleonCorrectionPage
VisibleonApprovalPage
Newsuspensetransaction Yes NoUpdatedsuspensetransaction(notsubmittedorun‐submitted)
Yes No
Submittedtransaction Yes YesApproved No YesJEispostedintheLedger(typicallyhappensthenighttheJEisapproved)
No No
PETispostedintheLedger(typicallyhappenswhenthepayrollfileisprocessedonceamonth)
No No