Payroll- Year End Check List Updated 06/10/14

Transcription

1 Payroll- Year End Check List Updated 06/10/14 apple Review/Expire/Delete any Invalid Accounts used in Payroll for FY14 o Fiscal 50 - SACS Component Validation Errors (Finance- Reports Fiscal) o Pay 22 - Payroll Labor Errors (HR/Payroll Reports Payroll) apple Create New Fiscal Year and Roll Accounts Forward (Requires Helpdesk@scoe.org tag) HR/Payroll after FY15 Creation Verify Payroll Setup for FY15 apple Salary Schedules (Usually Open Ended) o Are Extra Pay Addons still valid or set up needed o Are additional cells needed o Are the Column/Row movement settings still valid apple Calendars o Must be Copied to FY15 o Review Start/End Dates o Review Contract Days! Lower Date Section must agree with Contract Days in upper section! Watch for Furlough Days o Granting months still valid apple Pay Cycles (Brought forward from previous years setup during FY15 creation) o Review for Benefit Plan (Inflation vs Non- Inflation)! See Attached Handout for required information o Requires Helpdesk@scoe.org tag if changes are needed apple Bargaining Unit o Verify Anniversary Roll option o Any changes in benefit cap apple Job Category/Class o Review for Bargaining Unit/Salary Schedule changes o Review for Calendar/Leave Group designation changes apple Positions o Validate/Update any FTE on Detail Tab o Verify account codes used for FY15 on Account Tab! Run Pay 22 for FY15 Labor Only! Review for Invalid Accounts o End any Positions not needed for FY15! 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 apple Addons (Open Ended) o May or may not require HelpDesk tag! Change at employee level- no/change at addon level- yes o Verify that addons based on Salary Schedules have been updated o Verify that Fixed Amount stipends are still appropriate o Verify in addon Section 4 that designation for Affects Leaves/Seniority are correct o Verify in addon Section 5 that Active Months are still appropriate o Supply ACA changes required in Section 5 to helpdesk (See attached handout) Page 1

2 o In addon Section 6 watch for any hard coded pay cycles o Make sure that addons have been ended at employee level if no longer applicable o Review for Retirement Setup! Verify PERS designations for Special Comp! Verify New STRS Base Days (helpdesk@scoe.org) apple Deduction/Contributions (Open Ended) o May or may not require HelpDesk tag depending on District permissions o Watch for Pay Cycle Changes CE0S to CE0A! Verify start month taken if changes made (Dues) o Update dues tables (Insurance/Dues) o Verify the need for Deductions/Contributions at employee level o Remove any goals applicable to FY14 apple Benefits (Open Ended) o Adjust at Benefit Provider level o Adjust at Employee Level if benefit/level change for FY15 apple Roll Forward Assignments (Requires Helpdesk@scoe.org tag) o Run/Review Pos 07 - Assignment Roll Forward Review (HR/Payroll Reports - Position Control) apple Reinitiate Pay Calculations for FY15 any time there is a change to payroll setup o HR/Payroll Process - Initiate Payroll Requests! Select New and change the defaulted Fiscal Year to FY15 o Run Pos 06 Cost of Step and Column Adjustment (HR/Payroll Reports Position Control)! Review/understand changes noted Budget Development Process apple Create Original Budget Model (Finance Fiscal Budget Management) o Load Salary Records from HR o Load Vacancies o Review Contributions o Load Revised Budget for Objects o Mass Change to Load Budget Items apple Budget Entry (Finance Fiscal Budget Entry) o Enter or Modify Singular Budget Items o Use the 12 Easy Steps 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 SACS2014 Budget Software! Finance Reports Fiscal Complete only Section 3 for budget data! Review/Correct any Import Errors If data fails the SACS edits it will fail the Budget Adoption process Re extract until you have a clean TRC for Import Checks Page 2

3 Budget Adoption Process apple District submits the Model (Finance- Fiscal- Budget Management) apple District fills out and submits Start up Form to IT o IT verifies correct 9791 balances for movement of district to Tentative! Start- up Form due by June 20, 2014! Tentative budget journals are produced (TB ) apple District performs final download, extract and import of model data into SAC2014 Budget software (Finance Reports Fiscal) apple District moves budget to Board Approved (Finance- Fiscal- Budget Management) o Use Approve this Model from task selections (only district Board Approves model) o District then submits all Sacs forms and files to their SCOE accountant apple SCOE Accountant provides Final approval! Tentative budget journals are reversed and adopted journals are produced Payroll at Year End apple 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 apple Submit any remaining Manual Payrolls prior to 06/30/14. apple Review/correct all Labor Errors for FY15 for missing new year accounts o Pay 22 Labor Errors Use options FY15/ Labor Errors Only! Review for account codes not present in FY15! Expired accounts may still be mapped in Position Control Adjust Accounts in Positions if necessary Add account string as appropriate apple Review/correct Prior Year and Current Year Liability accounts o Pay 22 Labor Errors Use options FY15/Labor Errors Only! Errors will reference 9529/9510 Liability accounts usually assigned to resources that have not been used for accruals previously Add account string as appropriate apple Enter Pay Check Sort Information for FY15 o HR/Payroll Setup Payroll Pay Dates! Open each line to edit then Save/Close Not all months need to be coded the same Page 3

4 Leaves at Year End apple Run Leave Reports (HR/Payroll Reports - Leave) o Leave 40 Approaching Maximum Accrual o Leave 02 Leave Transactions with Excess Leave Balances o Leave 04 Leave Liability by Account apple Review 2014 reports for needed leave adjustments apple Post any remaining 2014 leaves requests apple Pay off any Leave Balances o Watch retirement coding apple Pay out any Vacation (non- leave profile based) o Watch retirement coding apple Review Leave Balance Profiles for changes prior to the roll forward process for FY15 apple Roll Forward Leaves Balances to FY15 (Requires Helpdesk@scoe.org tag) o After completion, no processing of additional FY14 leave requests in FY14! Leaves can be done in FY15! Leaves will have FY14 dates but affect the FY15 rolled forward balances o Cannot Process July Regular Payroll Unless Roll is Completed! ALLOW time to verify/review newly rolled leave balances apple Review Leave Transaction Summary (07/01/2014 date) Page 4

5 Addon Setup Review Make sure to review the set up in the following sections: Section 2 Retirement Information Section 4 - Calculation a. Verify STRS Days/Hours a. Verify Salary Schedule b. Watch application of PERS Special Comp Section 3 W2 and Account Numbers a. Verify Account Mask a. Set Affect ACA Section 5 Other Addon Information Section 6 Active Months a. Watch Active Months 4a. 2a. 2b. 3a. 5a. 6a. Page 5

6 Health Benefit Options If you are going to move to new benefits setting please review the settings options below and provide the information requested with your helpdesk tag and we can set you up for the new year. Which Annualize FY Benefit Costs option to use 1= Calculate Benefit Cost Based on current pay period (default) 2= Annualize using Advance period costs (before) 3= Annualized using Arrears Period cost (after) Which Adjust Benefits flag option Standard Calculation (default) Base Deduction including Arrears/Advance o If there are 11 total periods, 1/11 of the benefits deduction will occur each period If using Benefit Calculation Base deduction on monthly earnings periods o This sets deductions to 12 periods Number of Benefit Advance Months 0=No Advance Benefit Months 1= 1 Advance Benefit Month 2= 2 Advance Benefit Months Benefit Group Setup (can be set by district) This setup allows for the linking of similar benefits when coverage changes at open enrollment o The system can then track the costs and annualize based on the previous amounts This setup allows the ACA Report to identify employees who have opted out of medical coverage already and do not need to be tracked o The system needs the Groups to be Med and OPT o If you wish to start using this option for current benefits please let IT know! Helpdesk@scoe.org and we will get Escape to add the groups to your existing benefit providers For existing benefit providers the field will be locked and will require Escape to add the codes Page 6

7 Mid- Year Start HR/Payroll Employment- Employee Management If an employee starts late the pay cycle setting for the annualizing of benefits can be set to fit the employment circumstances. Pay Cycle Annualize FY Benefit Costs The choice selected will set the Annual Benefit flag for the entire year based on you selection You will need to change the flag setting as the new fiscal year starts G:IT-DPManual-Escape-Training-FY15BDVProcess-Payrollyearend2014.docx Page 7