Payroll-Year End Check List

Transcription

1 Payroll-Year End Check List Review/Expire/Delete any Invalid Accounts used in Payroll for FY13 o Fiscal50-SACS Component Validation Errors (Finance-Reports-Fiscal) o Pay22-Payroll Labor Errors (HR/Payroll-Reports-Payroll) Create New Fiscal Year and Roll Accounts Forward (Requires to helpdesk@scoe.org) HR/Payroll after FY14 Creation Verify Payroll Setup for FY14 Bargaining Unit (HR/Payroll-Setup-Assignment-Bargaining Units) o NEW Benefit Cap From and Thru Dates This is a hard coded, annual amount for the entire benefit package. o Anniversary Option: If set to Roll Forward Salary Change on Anniversary Date, must have Anniversary Date in either Employee Tab or in Assignment Tab If using the Anniversary Option and the employee has no anniversary date, will increment on 7/1. Job Category/Class o Review for Bargaining Unit/Salary Schedule changes o Review for Calendar/Leave Group designation changes Calendars (HR/Payroll- Setup- Assignment- Calendars) o Must be Copied and Updated to FY14 o Review Begin and End Dates o Review Contract Days Lower Date Section must agree with Contract Days in upper section Watch for Furlough Days Granting months still valid Calendars must be correct before the first payroll in the new fiscal year. Remember to initiate pay again anytime you edit calendars. Once a calendar is used on a payroll, you will receive a warning if you attempt to change any fields that would affect pay. Salary Schedules (HR/Payroll- Setup- Assignment- Salary Schedules) o Review Salary Schedules Are Extra Pay Addons still valid or set up needed Are additional cells needed Are the Column/Row movement settings still valid Positions (HR/Payroll- Employment- Positions) o Validate/Update any FTE on Detail Tab o Verify account codes used for FY14 on Account Tab o End any Positions not needed for FY14 Make sure there are no attached assignments prior to ending Make sure to end all tabs with same date to get the big save/close

2 Contributions/Deductions (HR/Payroll- Setup- Payroll- Contributions Management/Deductions Management) o May or may not require to helpdesk@scoe.org depending on District permission o Watch for Pay Cycle Changes CEOS to CEOA Verify start month taken if changes made (i.e. Dues) o Update dues tables (Insurance and/or Dues) o Verify the need for Deductions/Contributions at employee level Pay Cycles (HR/Payroll- Setup- Payroll- Pay Cycles) o Brought forward from previous year s setup during FY14 creation o Review for Benefit Plan (Inflation vs Non-Inflation) o If using New Benefit Calculation: Set up by IT with help desk request from District Request Adjust Benefits Flag be set to Yes in the Organization Indicate Number of Benefit Advance 1. 0 = No Advance Benefit Months 2. 1 = 1 Advance Benefit Month 3. 2 = 2 Advance Benefit Months o Reviewed by Districts, changed by IT (send an additional request to helpdesk@scoe.org) NOTE: Setup for benefits calculation can be overridden at the Employee Management level on the Pay Cycles tab. New Benefit Calculation Update: Works well with continuing employees Late Starts can be accommodated in Employee Management using the Annualize FY Benefit Costs in Pay Cycle tab Accommodates Plan and Plan Level Changes, but do run a check whenever anything about the employee s benefits change Issue with timing of setting up Adjust Benefits Flag in Org and current year Doesn t presently work with Calendars that are set up with Pay the Actual Days in Last Month Manual adjustments required when employees change Benefit Providers Manual adjustments required when employee goes on leave and is placed on the Benefit Cycle Manual adjustments required when employee s FTE changes mid-month Benefits (HR/Payroll-Setup-Payroll-Benefit Providers) o Adjust at Benefit Provider Level o Adjust at Employee Level if benefit/level change for FY14

3 Addons (HR/Payroll-Setup-Payroll-Addons) o May or may not require an to helpdesk@scoe.org Change at employee level=no/change at addon level=yes o Verify addons based on Salary Schedules have been updated o Verify Fixed Amount stipends are still appropriate o Verify in addon Section 5 that designation for Affects Leaves/Seniority are correct o In addon Section 5 watch for any hard coded pay cycles o Verify in addon Section 6 Active Months are still appropriate o Make sure addons have been ended in Employee Management if no longer applicable o Verify addons marked Yes to Include in Budget o Verify addon set up with units in payroll either by: Addon has fixed dollar amount/unit amount, and Addon attached to employee in Employee Management in the addons tab, or Addon is in Adjust Pay with units filled in o Verify the correct number of STRS Days Per Year ( helpdesk@scoe.org to make the necessary changes) o If you want Vacation addon to be part of the employee s positional pay rate for retro/arrears purposes, helpdesk@scoe.org Run NEW Pos08 Assignment Roll Forward Problem Preview Report (HR/Payroll-Reports- Position Control) o Run for FY13 to catch any unforeseen problems Roll Forward Assignments (Requires helpdesk@scoe.org) o Review report Pos07 (Assignment Roll Forward Review) Budget Development Process Create Original Budget (Finance- Fiscal- Budget Management) o Initial Load of Salary Records from HR o Load Vacancies o Review Contributions o Load Revised Budget for Objects o Mass Change Options performed via Perform Change on the Task Menu to Load Budget Item Review Budget Snap Shot to verify no Expired Accounts with Model Amounts. Budget Entry (Finance-Fiscal-Budget Entry) o Enter or Modify Singular Budget Items o Review budget via reports o Use the 12 Easy Steps in 6 to load 9791 budget model data for all funds, all resources Done from import model change (Finance-Fiscal-Budget Management) o Download, extract and import model data into the SACS2013 Budget Software Finance-Report Fiscal Complete only Section 2 for budget data Review/Correct any Import Errors o If data fails the SACS edits it will fail the Budget Adoption process o Re extract until you have a clean TRC for Import Checks

4 Budget Adoption Process District submits the Model (Finance-Fiscal-Budget Management) District fills out and submits Start up Form to SCOE IT o IT verifies correct 9791 balances and then moves the district to Tentative Start-Up Form due by Tentative budget journal is produced District performs final download, extract and import of model data into SACS2013 Budget software (Finance-Reports-Fiscal) District moves budget to Board Approved (Finance-Fiscal-Budget Management) Use Approve this Model from task selections (only district Board Approves model) District then submits all Sacs forms and files to their SCOE accountant SCOE Accountant provides Final approval Tentative budget journal is reversed and adopted journal is produced Payroll at Year End Submit any remaining Manual Payrolls prior to 06/30/2013 Run Pay 32 Unpaid Summer Bucket (DNP) Report (HR/Payroll Reports Payroll) o Run now prior to DNP Payouts in June Verify that any balances for terminated employees have been paid out o Run after June DNP Payouts Review for any remaining balances Review/correct all Labor Errors for FY14 for missing new year accounts o Pay 22 Labor Errors Use options FY14/Labor Errors Only Review for account codes not present in FY14 Add account string as appropriate Review/correct Prior Year and Current Year Liability accounts o Pay 22 Labor Errors Use options FY14/Labor Errors Only Errors will reference 9510 Liability accounts usually assigned to resources that have not been used for accruals previously Add account string as appropriate NEW: Ability to Payoff Vacation Balances Works just like docks, except they generate positive earnings instead of negative earnings. o In Org Record, specify addon to use for vacation payoff Addon must be set up o In Balance Profile, set Payoff flag Pays off on employee s last earning period o Set up needs to be done prior to posting leaves Leave status will list Payoffs You can use the Defer Payoff Action if necessary

5 Leaves at Year End Enter 2013 Leave Transactions and Post o All Leave Statuses must be Posted in order to roll forward leaves Run Leave Reports (HR/Payroll Reports Leave) o Leave40 Approaching Maximum Accrual Use Template (Online Resources Templates Approaching Maximum Accrual Leave40) o Leave02 Leave Transactions with Excess Leave Balances Use to identify employees with excess leave o Leave04 Leave Liability by Account Use to estimate the liability of certain leave balances (usually vacation) Review 2013 reports for needed leave adjustments Pay off any Leave Balances o Watch retirement coding Pay out any Vacation (non-leave profile based) o Watch retirement coding Review Leave Balance Profiles for changes prior to the roll forward process for FY14 Roll Forward Leaves Balances to FY14 ( helpdesk@scoe.org) o After completion, no processing of additional FY13 leave request in FY13 Leaves will have FY13 dates but affect the FY14 rolled forward balances o Cannot Process July Regular Payroll Unless Roll is Completed Review Leave Transaction Summary (07/01/2013 date)