PAYROLL INTERFACE Presented by Marla Pendleton Principal Accountant

PAYROLL INTERFACE Presented by: Marla Pendleton, Principal Accountant Yumeka Seabrooks, Supervising Accounting Tech September 15, 2004

Types of Payrolls l Regular – County/Flood Control current pay period and active employees l Special Districts – current pay period and active employees l Final Check – termed employees, (PEP employees) l Off Cycle – used for special processing

What is the Payroll Interface? l 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 Journals l Every payroll has multiple interface files which are loaded into financials. l With the exception of PP 14 & 15, each County/Flood file will generate at least eight (8) journals. l PP 14 & 15 will have at least sixteen (16). – Eight (8) expense journals – Eight (8) accruals

Payroll Journal Descriptions Long Term Disability Medicare Retirement PERS Retirement 401 A Salaries Short Term Disability Social Security Unemployment

How to Identify the Journals l The journal date is the same as the pay date for the given pay period. l For instance, PP 14 pay date is 7/07/04, the payroll journals for PP 14 will be dated 7/07/04.

Journal Status

Payroll Calendar

Payroll Interface Errors l Invalid Chartfield Combinations l New Expense Accounts l New Funds (ISF) / Dept. IDs l TPI Codes

Payroll Interface Errors l Org Budget Data Not Found l Insufficient Appropriations

Payroll Interface Errors l Project Grants – Insufficient Funding Source – Invalid Project Grant – Insufficient Project Grant Budget* – Invalid Project Grant Date

Roles l Departments l Human Resources l HRMS l OASIS l Payroll (Auditor Controller)

Departments Role l Make sure you notify HRMS timely of changes to payroll distributions: – TPI Codes – New Funds – New Dept Ids l Make corrections to errors timely

HRMS l Update the HRMS system with changes in the departments payroll distributions. l Compile the HRMS data file and send to Financials. l Assist payroll in reconciling and posting payroll.

OASIS Financials l Upload the HRMS data files l Assist departments and payroll in correcting errors that prevent the posting of the journals. l Assist payroll in posting the payroll journals.

Payroll l Reconcile l Post and correct errors in the journals

Posting the Interface l Timing – Usually takes 3 -5 days to post l Salary Journal has 90, 000 lines Budget Check can only be run at night after hours

Payroll Interface Fallouts l What are fallouts? l Why does this happen? l How does payroll post these employees?

Interface fallouts are… l Employee paychecks that do not move from HRMS to Financials through the interface process. l We average about (20) twenty employees per pay period.

PP 12 Fallouts

Why does this happen? l The accounting information for the employee is invalid, the system is unable to distribute expenses l If an employee has more than two checks in the interface, the third will not be “picked up”. l For example…

EE – Kermit D. Frogg l On PP 18, Kermit’s department entered 80 regular hours for him and should have only paid him 20 hours. Payroll closed PP 18 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. l Kermit ends up with three warrants – Original warrant (80 hrs) – Reversed warrant – Corrected warrant (20 hrs) l Only two of these warrants will go through the interface and post

How does Payroll Post Fallouts? l Manually prepare an Online Journal Entry source code (ONL), to charge expenses to departments and move cash to various clearing funds.

Prior Process l Prior to April 2004, Online Journal Entries were prepared for each transaction fall-out l The employee name and ID number was specified on each individual journal. l Due to the volume there was a major delay between the interface and fall-out journal posting dates.

Current Process l As of pay period 2004 -08, the fall-out transactions are summarized into one journal entry per pay period. l Individual names and EIN are not identified on the journal. l Fall-out journals are prepared within the same pay period as the interface journal

Questions?

Contact Information Yumeka Seabrooks (951) 955 -3810 Marla Pendleton (951) 955 -3867 l If you need detailed information for each fallout, please email your request to: mpendlet@co. riverside. ca. us