Higher Education Payroll Processing & Reporting Q&A Session Overview
This session covers T-Account examples, general ledger processing, file edits, and various payroll-related processes in higher education. It includes information on agency attendance, file submissions, record details, and trailer record requirements.
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Presentation Transcript
0 Higher Education Payroll Processing & Reporting Jan 2016 Q & A SESSION SEPTEMBER 4, 2015
Session Overview 1 T-Account Example General Ledger processing from start to finish File Edits 500 Misc File PFT File OpenBooks File Direct Deposit File Open Forum
Role Call 2 Email: Melody.Wright@core.state.ok.us Linda.Bove@core.state.ok.us Information to include: Agency Number Count and subject area of attendees Example: 090, 2 Payroll, 1 HR, 3 IT, 2 Finance
T-Account Example 3 http://www.ok.gov/cio/Customer_Portal/Busines s_Application_Services_Essentials/Financials/Fina ncials_News.html
500 Misc File - Edits 4 General User submitting file must have access for Agency number in file Cannot reuse Claim numbers One Claim number per file Header Record Claim Number matches Payroll Caim number in PFT Agency & Claim Number matches the run control
500 Misc File - Edits 5 Detail Record OST Account Number = 7 Fund Number = 789 Agency Number = agency number on run control Warrant Number: First digit = 2 Name, Address, Participant ID, Class ID fields are not blank Pay Type = A , E , or P If Pay Type = A , then Transit #, Bank Account, and Checking/Savings flag must not be blank Checking/Savings flag = C or S Invoice ID = Claim Number + sequence number Invoice Amount = Amount: must be greater than 0.00 Claim Number = Claim Number on header record
500 Misc File - Edits 6 Trailer Record Detail records warrant count must equal Total Number of Warrants on trailer record Sum of detail records warrant amounts must equal Total Dollar Amount on trailer record Total Dollar Amount must equal the PFT net pay (account 485060)
PFT File - Edits 7 User submitting file must have access for Agency number in file Record Code (positions 1-2) must = P9 Cannot reuse a PFT/Claim numbers Only one PFT/Claim number per file Each file record should have the same Agency and Transfer Number Agency and Transfer Number in file must match the run control Payroll Claim number must match the Transfer Number (excluding the first 2 digits of the payroll claim number)
PFT File - Edits 8 Net of all amounts should = $0.00 Sum of Funding Class 78900 record amounts must equal the sum of the non 78900 amounts If Funding Class = 78900 , then Department must = 8900001 and the Account must start with 485 If the Funding Class is not 789 , then Account must start with 5 but cannot be a 585xxx account Sum of Funding Class 78900 records should not = $0.00 Net pay amount (485060) must equal the Total Dollar Amount on the 500 Misc file trailer record
OpenBooks File - Edits 9 End Date value on the Run Control must be a valid month-end date REMINDER: Hours must be correct - will be used to calculate FTE
Direct Deposit File - Edits 10 Corporation Number = 0007 Application Number = 0010 Class Code = Agency 3 digit number Transaction End Date = 20500101 if Participant Stop Cycles = 00 Transaction End Date = Direct deposit stop date if Participant Stop Cycles = 99 Participant Stop Cycles = 00 or 99 Participant Stop Reason = AR Savings Check Flag = C or S Debit Credit Flag = C Amount = 00000000000
OPEN FORUM 11
CLOSING 12 https://public.govdelivery.com/accounts/OKO MES/subscriber/new?preferences=true http://www.ok.gov/cio/Customer_Portal/Busines s_Application_Services_Essentials/Financials/Fina ncials_News.html Questions : Melody.Wright@core.state.ok.us OR Linda.Bove@core.state.ok.us Next Sessions: September 16 September 30
