How to set up PERS Rec Spreadsheet. Some limitations of the spreadsheet:

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1 How to set up PERS Rec Spreadsheet 1. The basic spreadsheet assumes you have one deduction for each category of PERs payments, PickUp, PERS 1&2, OPSRP, and UAL. If you have multiple deductions for each category contact me and I can get you the advanced spreadsheet. 2. Download a listing of your PERS deductions from Infinite Visions. 3. Copy each individual deduction name and paste them into the yellow boxes on the Report tab. 4. If you have PERs Bonds, you need to enter your UAL rate in the yellow box on the UAL tab, and you need to enter your rate credit percentage and the school pool rates in the yellow boxes on the OPSRP Pension and PERS 1 2 tabs. 5. Save the Spreadsheet. Some limitations of the spreadsheet: The spreadsheet uses the first two letters of the employee s name combined with the last four numbers of their social security numbers to create a unique identifier. The spreadsheet then uses this identifier to compare the PERS invoice to the Accounting system report. This results in the following possible errors: o If employee s names are not the same in PERS as in your accounting system, the spreadsheet won t recognize them. For example, Jones, Mary in PERS will not match Smith, Mary (assuming she got married) in your Accounting system. I would encourage you to work on matching the names in the two systems. o The spreadsheet assumes each identifier is unique. It is conceivable that two employees could have the same first two letters in their names, and the same last four numbers in their social security number. If this was to happen, the system will pull all the deduction amounts associated with that identifier into the report. For example, if you have a Jones, Mary with a last four of 1234, and a Jonas, Bob who also has a last four of 1234 and the Mary has $10 in deductions and the Bob has $20 in deductions. The spreadsheet will pull $30 of deductions onto Mary s row and Bob s row. Reconcile PERS with Infinite Visions 1. Open the Excel Spreadsheet. If using last month s clear all data. 2. In Infinite Visions run a Deductions Register with a date range covering the pay periods covered by the PERs invoice (Last month). The output should be in Excel. 3. Paste this data into the workspace tab. 4. Delete rows for non PERS deduction if any. 5. Delete columns so the remaining data has: a. Deduction Description b. Emp Name

2 c. EEAmount d. ERAmount e. MaskSSN 6. Paste this data into the PR Data Tab 7. Clear the data on the workspace tab 8. Log on to EDX 9. View the Statement associated with the payroll information you downloaded. 10. Enter invoice information on the summary tab of the spreadsheet. You are only concerned with invoices related to this payroll. You may choose to note invoices associated with other payroll in the lower section of the summary tab 11. Open the first invoice that is associated with this payroll 12. Drill down to the detail by category (OPSRP IAP, OPSRP Pension, PERS) 13. Highlight the data. Copy and paste (Special, text) it into the workspace tab on the spreadsheet. 14. If there s more than one invoice associated with this payroll, Copy and paste the detail data from the other invoice(s) to the workspace, for this category. 15. Delete columns so the remaining columns are: a. Name b. SSN c. Subject Salary d. Contributions 16. Sort all the data by Contributions 17. Delete any rows that don t have a Name in the first column. These rows should also have no subject wages, or contributions. 18. Steps are only necessary if you had multiple invoices associated with this PERs category and there s a possibility of an employee appearing twice in the data you now have on the workspace tab. If that s true move to step 19. If that s not the case: a. Sort the work space data by name b. Copy and paste the workspace data, as values, into the tab for this PERs category. c. Go to step Sort by SSN 20. Insert a row above the data and label each column, Name, SSN, Subject wages, Contributions 21. Subtotal so each change in SSN SUMS Subject wages, and Contributions 22. Cut Names and SSNs and paste one cell down so the names and SSNs appear on the total lines. 23. Collapse Subtotals to level Copy visible cells only and paste as values to the tab associated with this category. 25. I like to sort the data by name, but that is not mandatory.

3 26. Check the Summary tab. The difference for this category should be zero, which means the imported detail matches the total you input on the summary page for this category. 27. Repeat steps for the other categories 28. Copy all identifiers from Column F on the PR Data tab and paste them, as values, into the workspace. 29. Copy all identifiers from Column A on the IAP Pick Up tab and paste them as values on the workspace tab under the identifiers from the previous step. 30. Sort the list of identifier and remove duplicates 31. Copy the identifiers and paste as values starting in cell A11 of the Report tab 32. The report tab now shows you every employee that was on the PERS IAP invoice and every employee that was on your PR Data download. It also shows any differences between the two. 33. You may want to copy paste values to convert the report to values so you can sort by the differences. If you do this the formulas will be lost, so you want to make sure you have a version of the spreadsheet saved with the formulas intact.

4 How to set up PERS Rec Spreadsheet 1. On the Deduction Tables tab, Enter each deduction code associated with PERS and indicate what PERS category the deduction is associated with. 2. Save the Spreadsheet. Reconcile PERS with Pentamation 1. Open the Excel Spreadsheet. If using last month s clear all data. 2. In pentamation run the Cognos SSN report and paste the data on the SSN Data tab. 3. In Pentamation run the Detail Distribution Detail report, (Reports, Human Resources, Payroll, Detail Distribution Detail) with a date range covering the pay periods covered by the PERs invoice (Last month) and a deduction code range that picks up all your PERs deductions. The output should be excel. 4. Paste this data into the workspace tab. 5. Delete rows for non PERS deduction if any. 6. Delete columns so the remaining data has: a. Pay or Deduction Code b. (employee) Name c. Distribution Dollar Amount 7. Paste this data, as values, into the PR Data Tab 8. Clear the data on the workspace tab 9. Log on to EDX 10. Go to the invoice associated with this payroll 11. Enter invoice information on the summary tab of the spreadsheet. You are only concerned with invoices related to this payroll. You may choose to note invoices associated with other payroll in the lower section of the summary tab 12. Open the first invoice that is associated with this payroll 13. Drill down to the detail by category (OPSRP IAP, OPSRP Pension, PERS) 14. Highlight the data. Copy and paste (Special, text) it into the workspace tab on the spreadsheet. 15. If there s more than one invoice associated with this payroll, Copy and paste the detail data from the other invoice(s) to the workspace, for this category. 16. Delete columns so the remaining columns are: a. Name b. SSN c. Subject Salary d. Contributions 17. Sort all the data by Contributions 18. Delete any rows that don t have a Name in the first column. These rows should also have no subject wages, or contributions.

5 19. Steps are only necessary if you had multiple invoices associated with this PERs category and there s a possibility of an employee appearing twice in the data you now have on the workspace tab. If that s true move to step 20. If that s not the case: a. Sort the work space data by name b. Copy and paste the workspace data, as values, into the tab for this PERs category. c. Go to step Sort by SSN 21. Insert a row above the data and label each column, Name, SSN, Subject wages, Contributions 22. Subtotal so each change in SSN SUMS Subject wages, and Contributions 23. Cut Names and SSNs and paste one cell down so the names and SSNs appear on the total lines. 24. Collapse Subtotals to level Copy visible cells only and paste as values to the tab associated with this category. 26. Check the Summary tab. The difference for this category should be zero, which means the imported detail matches the total you input on the summary page for this category. 27. Repeat steps for the other categories 28. Copy all SSN from Column I on the PR Data tab and paste them, as values, into the workspace. 29. Copy all SSN from the IAP Pick Up tab and paste them as values under the SSNs from the previous step. 30. Sort the list of SSN and eliminate duplicates 31. Copy the SSN and paste as values starting in cell A11 of the Report tab 32. I like to sort the report by Name, but it is not required. If you do, only sort columns A & B. 33. The report tab now shows you every employee that was on the PERS IAP invoice and every employee that was on your PR Data download. It also shows any differences between the two. 34. You may want to copy paste values to convert the report to values so you can sort by the differences. If you do this the formulas will be lost, so you want to make sure you have a version of the spreadsheet saved with the formulas intact.

6 Reconciling OEBB: You work at a very small school district that has three employees, Bob, Susan, and Frank. Your OEBB bills has these charges for each employee: OEBB BILL Name Med Plan Premium Dental Plan Premium Vision Plan Premium Total Charge Bob A $1,000 B $75 X $10 $1,085 Susan D $500 D $50 X $10 $560 Frank G $300 B $75 Z $20 $395 Total $1,800 $200 $40 $2,040 The deduction listing from your accounting system looks like this: Deduction Name Employer Contribution Employee Contribution Med Plan A Bob $800 $200 Med Plan D Susan $500 $0 Med Plan G Frank $275 $0 Dental Plan B Bob $70 $0 Dental Plan B Frank $70 $0 Dental Plan D Susan $50 $0 Vision Plan X Bob $0 $10 Vision Plan X Susan $0 $10 Vision Plan X Frank $0 $10 Total $1,765 $230 $1,995 Why does the OEBB bill not match the deduction listing from the accounting system?

7 How to Set up the spreadsheet for your district: 1. Run a Deduction Listing from Infinite Visions and put the output into Excel. 2. Delete deduction names that are not associated with OEBB. 3. Delete all columns except for Deduction Names. 4. Copy, Paste Special, transpose, which will convert the vertical list to a horizontal list, the OEBB deductions names. 5. On the Report Tab of the spreadsheet, starting in Column DP make sure there are enough columns so you will have one column per deduction code. (The spreadsheet is set for 60 deductions, if you have more than that you will need to insert columns and copy the formulas) 6. Copy and paste the deduction names from the report you ran, into the "Report " Tab starting at cell DP1 and paste horizontally to the right. (the cells you should be pasting into are Salmon colored) 7. You could also manually enter the deduction names, but if you do the codes must match exactly the names that will be on your accounting system report. 8. Delete excess Columns if possible. 9. Move to the Data tab of the Spreadsheet. a. OEBB uses Last, First for names on their invoice. i. At my prior district, the Infinite Visions Deduction Register returns Last, First (Last coma First). If your report is the same, no additional changes are necessary. ii. If the report you get from your accounting system uses something different, you will need to manipulate the formulas in columns E, G, & H so the results in Column F are First, Last (first Coma Last) 10. Save the Spreadsheet with name something like OEBB Rec Template Some limitations of the spreadsheet: The spreadsheet uses employee s names to compare the OEBB invoice to the Accounting system report. This results in the following possible errors: o If employee s names are not the same in OEBB as in your accounting system the spreadsheet won t recognize them. For example Bob Smith in OEBB will not match Robert Smith in your Accounting system. I would encourage you to work on matching the names in the two systems. o The spreadsheet assumes each name is unique. If you have employees with matching names, the system will pull all the deduction amounts associated with that name into the report. For example if you have two Bob Smith s and the first has $10 in deductions and the second has $20 in deductions. The spreadsheet will pull $30 of deductions onto both rows for Bob Smith. How to use the Spreadsheet:

8 1. These steps assume you have completed the How to set up the Spreadsheet for your district. 2. Run a Deductions Register from Infinite Visions for the pay period dates that are reflected on your OEBB invoice, and put the output into Excel. 3. Delete non OEBB information 4. Manipulate the report so you are left with: a. Deduction Name b. Employee Name c. Employee Contributions d. Employer Contribution 5. Open the Spreadsheet and on the Data tab you should find there are a bit over 5200 rows available for data. If your report has more rows than this, you will need to insert rows (above the Purple row (5,256)) on the Data tab and copy the formulas in Columns E thru H into the new rows you created. 6. Now Copy and Paste the data from your report into rows A thru D on the Data tab. 7. Download your OEBB invoice from the OEBB website. 8. Determine if there are enough rows on the Report tab (a bit over 300) to accommodate all rows on your OEBB invoice. If not insert rows (above the Purple Row) and copy the formulas, starting in Column DP, so all rows have formulas. 9. Paste your OEBB invoice into the Report tab 10. If any of your OEBB bill is paid with funds not processed thru payroll, you will need to enter those amounts in either the District Paid Stipend Column (light Blue) or the Receivable Column (light Green) to the far right on the Reports tabs. 11. Examine the right most Difference Column (Yellow) on the Reports tab. Any amount indicated here shows a difference between the total amount on the OEBB bill for this employee and the total amount from your accounting system for this employee. a. A positive number in this Column indicates the charges on the OEBB bill are higher than the amount in the accounting system. b. A negative number in this Column indicates the amount from your accounting system exceeds the amount on the OEBB bill Research any differences. You may want to make corrections in either the OEBB system or your accounting system before you process payroll again. 12. Examine the Orange row at the bottom of the Reports tab starting in Column DP. The light purple row at the bottom on the data shows the total amount on the report for that deduction. The light Blue row below it shows the total amount for that deduction from your accounting system. The Orange row shows any difference between those rows. a. A positive number in the Orange row most likely indicates you have employees with the same name on the OEBB report, as discussed in the limitations of the Spreadsheet section. b. A negative number in the Orange row indicates There are names on the report from your accounting system, that are not on the OEBB invoice. Research any differences. You may want to make corrections in either the OEBB system or your accounting system before you process payroll again. 13. Discuss with your Business Manager if a Journal Entry is needed to record the differences found in this process.

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10 Reconciling OEBB: You work at a very small school district that has three employees, Bob, Susan, and Frank. Your OEBB bills has these charges for each employee: OEBB BILL Name Med Plan Premium Dental Plan Premium Vision Plan Premium Total Charge Bob A $1,000 B $75 X $10 $1,085 Susan D $500 D $50 X $10 $560 Frank G $300 B $75 Z $20 $395 Total $1,800 $200 $40 $2,040 The deduction listing from your accounting system looks like this: Deduction Name Employer Contribution Employee Contribution Med Plan A Bob $800 $200 Med Plan D Susan $500 $0 Med Plan G Frank $275 $0 Dental Plan B Bob $70 $0 Dental Plan B Frank $70 $0 Dental Plan D Susan $50 $0 Vision Plan X Bob $0 $10 Vision Plan X Susan $0 $10 Vision Plan X Frank $0 $10 Total $1,765 $230 $1,995 Why does the OEBB bill not match the deduction listing from the accounting system?

11 How to Set up the spreadsheet for your district: 1. Obtain a Deduction listing from Pentamation and put the output into Excel. (Applications, Human Resources, Reference Tables, Payroll, Deductions, Find, Print summary to Excel.) 2. Delete all columns except for Deduction codes and Deduction Names. 3. Delete any deduction codes that are not associated with OEBB. 4. On the Report Tab of the spreadsheet, starting in Column DO make sure there are enough columns so you will have one column per deduction code. (The spreadsheet is set for 60 deductions, if you have more than that you will need to insert columns and copy the formulas) 5. Copy and paste the deduction codes and names using transpose which will convert the vertical list to a horizontal list 6. Copy and paste the deduction codes and names from the report into the "Report " Tab starting at cell DO1 and paste horizontally to the right. (the cells you should be pasting into are Salmon colored) 7. You could also enter the codes and name manually. If you chose to manually enter your deduction codes and names into the Spreadsheet, the codes must match exactly the codes that will be on your accounting system report. 8. Delete unused deduction columns if possible. 9. Move to the Data tab of the Spreadsheet. a. OEBB uses Last, First (Last coma space First) for names on their invoice. i. At my district, the Pentamation Detail Distribution Detail report returns First Middle Last (no comas). If your report is the same, no further changes are needed to the spreadsheet. ii. If your Detail Distribution Detail report out is something other than First Middle Last, you will need to manipulate the formulas in Columns E, G, & H so the results in Column F match OEBB s Last coma space First. 10. Save the Spreadsheet with name something like OEBB Rec Template Some limitations of the spreadsheet: The spreadsheet uses employee s names to compare the OEBB invoice to the Accounting system report. This results in the following possible errors: o If employee s names are not the same in OEBB as in your accounting system the spreadsheet won t recognize them. For example Bob Smith in OEBB will not match Robert Smith in your Accounting system. I would encourage you to work on matching the names in the two systems. o The spreadsheet assumes each name is unique. If you have employees with matching names, the system will pull all the deduction amounts associated with that name into the report. For example if you have two Bob Smith s and the first has $10 in deductions and the second has $20 in deductions. The spreadsheet will pull $30 of deductions onto both rows for Bob Smith.

12 How to use the Spreadsheet: 1. These steps assume you have completed the How to set up the Spreadsheet for your district. 2. Run a Detail Distribution Detail report from Pentamation for the pay period dates that are reflected on your OEBB invoice, and put the output into Excel. 3. Delete any deduction information that is not related to the OEBB invoice. 4. Manipulate the report so you are left with: a. Deduction Code b. Employee Name c. Contribution 5. Open the Spreadsheet and on the Data tab you should find there are a bit over 5200 rows available for data. If your report has more rows than this, you will need to insert rows (above the Purple row (5,256)) on the Data tab and copy the formulas in Columns E thru H into the new rows you created. 6. Now Copy and Paste the data from your report into rows A thru D on the Data tab. 7. Download your OEBB invoice from the OEBB website. 8. Determine if there are enough rows on the Report tab (a bit over 300) to accommodate all rows on your OEBB invoice. If not insert rows (above the Purple Row) and copy the formulas, starting in Column DO, so all rows have formulas. 9. Paste your OEBB invoice into the Report tab 10. If any of your OEBB bill is paid with funds not processed thru payroll, you will need to enter those amounts in either the District Paid Stipend Column (light Blue) or the Receivable Column (light Green) to the far right on the Reports tabs. 11. Examine the right most Difference Column (Yellow) on the Reports tab. Any amount indicated here shows a difference between the total amount on the OEBB bill for this employee and the total amount from your accounting system for this employee. a. A positive number in this Column indicates the charges on the OEBB bill are higher than the amount in the accounting system. b. A negative number in this Column indicates the amount from your accounting system exceeds the amount on the OEBB bill Research any differences. You may want to make corrections in either the OEBB system or your accounting system before you process payroll again. 12. Examine the Orange row at the bottom of the Reports tab starting in Column DO. The light purple row at the bottom on the data shows the total amount on the report for that deduction. The light Blue row below it shows the total amount for that deduction from your accounting system. The Orange row shows any difference between those rows. a. A positive number in the Orange row most likely indicates you have employees with the same name on the OEBB report, as discussed in the limitations of the Spreadsheet section. b. A negative number in the Orange row indicates There are names on the report from your accounting system, that are not on the OEBB invoice.

13 Research any differences. You may want to make corrections in either the OEBB system or your accounting system before you process payroll again. 13. Discuss with your Business Manager if a Journal Entry is needed to record the differences found in this process.