UNIVERSITY CONTROLLER OFFICE STANDARD OPERATING PROCEDURES
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1 UNIVERSITY CONTROLLER OFFICE STANDARD OPERATING PROCEDURES ACCOUNTING FOR SALARY & WAGE, FRINGE AND FICA/MEDICARE MANUAL ADJUSTMENTS April 15, 2019 Table of Contents 1. Overview of Manual Salary Adjustments 2. Purpose of Manual Salary Adjustments Procedure 3. Review and Approval of Manual Salary Adjustments 4. Manual Salary Adjustment Categories 5. Manual Salary Accruals 6. Auto Accrual Accounts 7. Manual Time and Labor Charging Instruction Corrections 8. PeopleSoft Functionality Exceptions 9. Year End Reallocation of Salary & Wage, Fringe and FICA/Medicare 10. Capitalizing Salary & Wage, Fringe and FICA/Medicare 11. Fringe Benefits for Tradespeople 12. Contact for Questions 1. Overview of Manual Salary Adjustments All adjustments to payroll expenses should be made directly through PeopleSoft and flow through to the projects ledger and/or the general ledger. Listed in the appendix are the accounts restricted to PeopleSoft use only. However, there are several circumstances where manual adjustments to payroll transactions are warranted. For manual payroll adjustments made directly in the General Ledger (GL) or Projects, specific accounts are identified in this procedure document. 2. Purpose of Manual Salary Adjustments Procedure The purpose of this procedure is to define circumstances under which it is appropriate to create manual transactions which impact Salary & Wage, Fringe and FICA/Medicare accounts directly 2019 Office of the University Controller 1
2 in the GL or Projects. This ensures the Payroll Distribution report from PeopleSoft reconciles to the GL while also allowing for certain manual adjustments which must be made outside of PeopleSoft. 3. Review and Approval of Manual Salary Adjustments The review and approval of any manual payroll adjustments will be the responsibility of the Approver. This responsibility includes: ensuring the transaction is reasonable, appropriate, and necessary determining whether the transaction should be a reversing entry checking FICA, Medicare and fringe are appropriately calculated and adjusted reviewing the description and justification of the transaction is appropriate ensuring the correct manual payroll adjustment account is used as described in this Procedure checking the necessary transactional actions are in process in PeopleSoft, if applicable, and the Employee Charging Instructions (ECI) or appointment changes are done appropriately and timely, particularly when adjustments cross fiscal years 4. Manual Salary Adjustment Categories The following are the manual payroll adjustment categories covered in this Procedure: Manual Salary Accruals Manual Time and Labor Charging Instruction Corrections PeopleSoft Functionality Exceptions Year End Accounting Reallocation of Salary & Wage, Fringe and FICA/Medicare Capitalizing Salary & Wage, Fringe and FICA/Medicare Fringe Benefits for Tradespeople 5. Manual Salary Accruals Manual Salary Accruals record personnel costs that have not yet been processed in PeopleSoft. These accruals can be initiated by the field or by the University Controllers Office. Manual salary accruals are separate from the PeopleSoft month-end auto accruals Office of the University Controller 2
3 Examples of Manual Salary Accruals: Bonuses and physician incentives not yet paid out to the employee Employee changes not yet in the Payroll system Salary program and other increases not yet implemented Table 1. Accounts for Manual Accruals S&W Manual Accrual 5000T P SALARY & WAGES FB Fringe Manual Accrual 5110T P FRINGE BENEFITS FB FICA Manual Accrual 5110T P FRINGE BENEFITS FB Medicare Manual Accrual 5110T P FRINGE BENEFITS Other Comp Faculty - Manual Accrual 5040T P OTHER COMPENSATION Other Comp Staff - Manual Accrual 5040T P OTHER COMPENSATION Chart String for Manual Salary Accrual Transactions For the expense (P&L) side of manual payroll accruals the preparer should use the UDOLFB appropriate for the expense being accrued and the appropriate account listed in the table above. For the liability side of manual payroll accruals, the preparer should use the UDO, Location and Fund Type appropriate for the accrual. Business Line must be 9999 and the accrual account as listed below. Table 2. Liability Account for Manual Payroll Accrual Transactions Accrued S&W Manual 2100T P Accrued Salary and Benefits These accruals may be prepared by the Units to meet local reporting needs when appropriate. When University-wide accruals are needed, they will be done by the University Controller s Office (UCO) Office of the University Controller 3
4 6. Auto Accrual Accounts A separate set of Auto Accrual Accounts for month-end processing are used to automatically book Salary & Wage, Fringe and FICA/Medicare. These are system generated. Table 3. Accounts for Auto Accruals S&W Auto Accrual 5000T P SALARY & WAGES FB Fringe Auto Accrual 5110T P FRINGE BENEFITS FB FICA Auto Accrual 5110T P FRINGE BENEFITS FB Medicare Auto Accrual 5110T P FRINGE BENEFITS Liability Accounting for Payroll Auto Accrual Transactions For auto accruals, PeopleSoft uses the following chart string: Table 4. Auto Payroll Accrual Transactions Auto Accrual S&W Payroll 2100T P Accrued Salary and Benefits These entries are auto calculated by PeopleSoft and corresponding accrual accounts are locked for PeopleSoft entries only. 7. Manual Time and Labor Charging Instruction Corrections Manual corrections to the accounting for salary and wages are needed when the charging instructions were previously overridden on the timesheet through the Time and Labor module. PeopleSoft is unable to reallocate expenses that equate to portions of a workday (i.e., hours or dollars). If the instructions on the SWRJ (Salary & Wage Reallocation Justification) form cannot be processed, the only option is to move the expense via Journal entry. The SWRJ form number must be referenced in the line description on the Journal Office of the University Controller 4
5 Table 5. Accounts for Time & Labor Charging Instruction Corrections S&W Student Employment Manual Reallocation 5000T P SALARY & WAGES S&W Hourly Employees Manual Reallocation 5000T P SALARY & WAGES S&W Overtime Manual Reallocation 5020T P OVERTIME & SHIFT FB FICA Time & Labor Manual Reallocation 5110T P FRINGE BENEFITS FB Medicare Time & Labor Manual Reallocation 5110T P FRINGE BENEFITS These corrections are prepared by the Units after Payroll or Grants and Contract Accounting (GCA) confirms it cannot be done in PeopleSoft. 8. PeopleSoft Functionality Exceptions There are exceptions to PeopleSoft functionality that require manual payroll adjustments to facilitate external restrictions and reporting requirements. These manual adjustments are limited to how fringe benefit expense is recorded and are limited to requirements imposed by external funding sources. Examples of these exceptions are: Hatch/SmithLever federal funding of salary only with State funding of fringe benefit cost Educational Opportunity Fund (EOF) program which funds salary only with other funding of fringe benefit costs required Gifts/endowments with restrictions on the funding of fringe benefit costs Table 6. Accounts for PeopleSoft Functionality Exceptions FB Fringe Manual Adjustment 5110T P FRINGE BENEFITS FB FICA Manual Adjustment 5110T P FRINGE BENEFITS FB Medicare Manual Adjustment 5110T P FRINGE BENEFITS These adjustments are prepared by University Controllers Office. 9. Year End Reallocation of Salary & Wage, Fringe and FICA/Medicare At the end of the fiscal year, there is a deadline for PeopleSoft salary reallocations to affect the closing fiscal year. This deadline is announced each year by UCO and Payroll Office of the University Controller 5
6 If PeopleSoft reallocations are not completed by the deadline, manual payroll accounting redistributions may be permitted under limited circumstances. These manual redistributions require a secondary approval from UCO and must be material in nature. Examples of Year End Reallocation of Salary & Wage, Fringe and FICA/Medicare: A gift, endowment or an expired sponsored project is over expended, and costs must be moved off Salary and fringe is moved to a project or other funding source to meet the end date Table 7. Accounts for Year End Reallocation of Salary & Wage, Fringe and FICA/Medicare S&W Manual Reallocation 5000T P SALARY & WAGES FB Fringe Manual Reallocation 5110T P FRINGE BENEFITS FB FICA Manual Reallocation 5110T P FRINGE BENEFITS FB Medicare Manual Reallocation 5110T P FRINGE BENEFITS These redistributions are prepared by the Units when needed. Other redistributions may be done by UCO when University-wide adjustments are needed. 10. Capitalizing Salary & Wage, Fringe and FICA/Medicare Capitalizable Salary & Wage, Fringe and FICA/Medicare can be redistributed to Capital projects using specific accounts, as outlined in the procedure Capitalizing Salary & Wage, Fringe and Operating Expenses. The following accounts are to be used only for this purpose. Table 8. Accounts for Capitalizing Salary & Wage, Fringe, and FICA/Medicare S&W Manual Reallocation to Capital 5000T P Salary & Wages FB Fringe Manual Reallocation to Capital 5070T P EMPLOYEE FRINGE BENEFITS 2019 Office of the University Controller 6
7 These entries are prepared only by designated persons in Institutional Planning and Operations (IP&O) and UCO. Entries will be auto rejected unless created by the designated persons. 11. Fringe Benefits for Tradespeople Fringe benefits for employee Class 2 Tradespeople are provided by third parties external to Rutgers, the State University of New Jersey and the State of New Jersey. The payments to these external providers will be recorded in a specific account for Fringe Benefits Tradespeople. Table 9. Account for Fringe Benefits for Tradespeople Expense Emp FB Tradespeople Expense 5070T P EMPLOYEE FRINGE BENEFITS This entry is prepared only by designated persons in IP&O. Entries will be auto rejected unless created by the designated persons. 12. Contact for Questions Please send inquiries or questions regarding this Procedure to the Help Desk: Payroll: (848) /2113 Finance: (848) (Option 6) payroll@payroll.rutgers.edu finance_helpcenter@finance.rutgers.edu 2019 Office of the University Controller 7
8 APPENDIX A. Accounts for Salary & Wage, Fringe and FICA/Medicare The complete listing of Salary & Wage, Fringe and FICA/Medicare accounts can be found on the University Controllers Office website under Resources: COA Segment Listing. B. Auto Accrual Accounts (PeopleSoft Only) These accounts are only available for PeopleSoft transactions to automatically accrue Salary & Wage, Fringe and FICA/Medicare and are not available for any other transactions S&W AUTO ACCRUAL 5000T P SALARY & WAGES FB FRINGE AUTO ACCRUAL 5110T P FRINGE BENEFITS FB FICA AUTO ACCRUAL 5110T P FRINGE BENEFITS FB MEDICARE AUTO ACCRUAL 5110T P FRINGE BENEFITS C. Salary & Wage, Fringe and FICA/Medicare Control Accounts (PeopleSoft Only) These accounts are only available for PeopleSoft transactions, except for payroll suspense reclass journals by Payroll Services S&W Staff 5000T P SALARY & WAGES S&W Tenured Faculty 5000T P SALARY & WAGES S&W Tenure Track Faculty 5000T P SALARY & WAGES S&W NonTenured Faculty 5000T P SALARY & WAGES S&W TA & GA 5000T P SALARY & WAGES S&W Post Doctorate & Associates 5000T P SALARY & WAGES S&W Housestaff 5000T P SALARY & WAGES S&W Resident Counselor 5000T P SALARY & WAGES S&W Coadjutant NonInstructional 5000T P SALARY & WAGES S&W Coadjutant PTL Instructional 5000T P SALARY & WAGES S&W Police & Fire Retirement Sys PFRS 5000T P SALARY & WAGES S&W Student Employment 5000T P SALARY & WAGES S&W Contracted 5000T P SALARY & WAGES S&W Hourly Employees 5000T P SALARY & WAGES 2019 Office of the University Controller 8
9 50140 S&W Non-Fringe Eligible 5000T P SALARY & WAGES S&W Payroll Suspense 5000T P SALARY & WAGES S&W Overtime 5020T P OVERTIME & SHIFT S&W Shift Differential 5020T P OVERTIME & SHIFT Other Comp Faculty 5040T P OTHER COMPENSATION Other Comp Staff 5040T P OTHER COMPENSATION Emp FB Retirement 5070T P EMPLOYEE FRINGE BENEFIT Emp FB Reissued Payments Clearing 5070T P EMPLOYEE FRINGE BENEFIT Emp FB Tuition Reimbursement 5070T P EMPLOYEE FRINGE BENEFIT Emp FB Vision Care 5070T P EMPLOYEE FRINGE BENEFIT Emp FB Unused Sick Leave Pay 5070T P EMPLOYEE FRINGE BENEFIT FB Staff Employees 5110T P FRINGE BENEFITS FB Tenured Faculty 5110T P FRINGE BENEFITS FB Tenure Track Faculty 5110T P FRINGE BENEFITS FB NonTenured Faculty 5110T P FRINGE BENEFITS FB Housestaff 5110T P FRINGE BENEFITS FB Post Doctorate & Associates 5110T P FRINGE BENEFITS FB Police & Fire Retirement Sys PFRS 5110T P FRINGE BENEFITS FB Contracted Employees 5110T P FRINGE BENEFITS FB TA & GA 5110T P FRINGE BENEFITS FB Suspense 5110T P FRINGE BENEFITS FICA 5110T P FRINGE BENEFITS Medicare 5110T P FRINGE BENEFITS DC ER Payroll Tax 5110T P FRINGE BENEFITS D. PeopleSoft Earning Codes Mapping to Oracle Salary Accounts ADD TABLE (confirmation meeting 2/25/19) 2019 Office of the University Controller 9
10 Version Control Date Version Updated By Changes Original Nora Leary First Draft 11/20/2018 V02 Nora Leary Preparation for First Read 11/20/2018 V03 Subcommittee Various Editorial including Who Prepares, Table titles, Addition of Payroll Auto Accrual Section. 11/26/2018 V03 Nora Leary Added to the PS Functionality Exception section 12/03/18 V05 Nora Leary For Second Read at BP & COA Mtg 12/04/18 FAB Nora Leary For preparation Financial Advisory Board First Review 12/4/18 12/18/18 FAB Nora Leary Added assigned accounts for Tradespeople, Capital. Used Matched COA descriptions to table text. Ordered S&W, FICA, Medicare, Fringe in table listing. 01/09/19 v1.0 Nora Leary Added new Account numbers to tables as assigned by Sue / Mindy. 01/29/19 V1.1 Nora Leary Added Auto Accrual accounts to Appendix table. Accepted changes in document turned off track changes. 02/13/19 V1.2 Nora Leary Added FICA/Medicare editorial changes. Added Balance Sheet table. 2/14/19 V1.3 Edmund Scheer / Nora Editorial changes Ed Format changes - Nora 2019 Office of the University Controller 10
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