CENTRAL SUSQUEHANNA INTERMEDIATE UNIT Application: FIS Payroll End of Fiscal Year Processes Learning Guide 2017 Central Susquehanna Intermediate Unit, USA
Table of Contents Pay Period Calendar... 1 Accrual Groups... 1 Other Directories... 1 Parameters... 1 Deductions... 1 Payment Types... 1 Verify existing Staff Information... 2 Payroll Information... 2 Terminations... 2 Steps For End of Fiscal Year Processing... 2 How to: Process Lump Sum payments... 3 How to: Process Salary Accruals... 3 Adding a Salary Accrual record... 3 Fund Account Entries for Accruals... 3 2017 Central Susquehanna Intermediate Unit, USA
PAY PERIOD CALENDAR The PAY PERIOD CALENDAR stores the settings for the Pay dates per fiscal year that provide several optional functionality validations. We recommend setting up the next Pay Period Calendar as soon as you know the pay periods and Pay Dates you will be using in the upcoming year. Make sure that the Payroll Entry option is selected on the calendar that will be used for including absence information, interfacing with the payment to Substitutes and timesheet processing if using those options as well as a few others. ACCRUAL GROUPS The ACCRUAL GROUP DIRECTORY needs to be updated with the current year and correct number of pays for the Staff whose salaries will be accrued in the upcoming year. Make sure that the Year value represents the year wages are earned for processing. Then review that Staff are identified correctly with the Accrual Group value. OTHER DIRECTORIES Parameters The PARAMETERS screen stores the default settings for the Payroll. Most of this information will not need to be updated at any time, some of the information will need to be updated on occasion, and other items may be updated or added due to changes that occur at the district. Make sure that all of this information was entered properly and if changes do occur that you know when and how to make them. The Employer Info that changes on a yearly basis is the FA Year and PSERS year. The new FA Year is selected from the dropdown box after salary accruals have been processed but prior to processing the payroll for the new fiscal year. Update the Contact information for personnel changes needed to include correct information in the W2 reporting files. Update either the middle or right side columns to change basic Payroll processing preferences. The Rates information requires that a new record is added each January and July. The CSIU loads the Employer and Employee Rates for you. IF any rates change from the prior effective date that are specific to you as an employer like Unemployment Comp or Workers Comp, you must update them. When the FA Year is updated the Bank Account and Disbursement Bank Account information will be updated as well. Make sure that the appropriate information has been established for the new year. Deductions Deduction start and end dates will need to be updated for deductions that are not withheld all year. If deductions are added for employees where withholding is not to use the same Start and End Dates on the same deduction, Temporary amounts and number of pays information can be used or new deductions can be added and Staff moved to date driven deductions. Payment Types Payment Types for payments made periodically based on a predetermined Pay Date should be updates as soon as the new dates are known. 07/17/2017 2017 Central Susquehanna Intermediate Unit, USA Page 1
VERIFY EXISTING STAFF INFORMATION Payroll Information When planning for the change of one fiscal year to the next, verification of the current year is very important. For salaried Staff you want to review the Balance of Contract to verify that all Pays made to date are reflecting expected Salary amounts. If any payment was made incorrectly it will have an effect on the Balance of Contract payment. If Lost Time was not processed correctly it will effect both the Balance of Contract payout and the June Work Report created for PSERS. This review is very important. Terminations Often times Staff plan their retirement at the completion of a School Year. Make sure that termination information is entered correctly when you are aware of the termination and perform the Staff Termination Process when all records should be updated to stop that Staff from being included in processes that will be performed in the New Year. STEPS FOR END OF FISCAL YEAR PROCESSING The Steps to update from one Fiscal Year to another are listed below. Accruals and Lump Sums are included in steps listed below. 1. Generate the Balance of Contract report to verify the salaries paid and salaries remaining. 2. If using the Salary module, run the Staff Salary Wage Report with account information to verify the information that will be pulled over for the new year. 3. Update the Pay Period Calendar and Accrual Group directories to prepare for the New Year. 4. Identify Staff to be processed as a Lump Sum Pay using the Mass Update Pay Flag option prior to processing that Pay Date. 5. Update Deduction amount information when applicable, using the Mass Update Deductions option. 6. Process Lump Sum Pay when appropriate. 7. Process final pay of the Fiscal Year and verify that all salaried Staff that should have reached their Balance of Contract with that pay are correct. 8. Process the Salary Accruals after the final payroll of the current year has been posted to Pay History. 9. Verify Accrual reports per staff and totals per Accrual Group. 10. Post the Accrued Salaries to Fund Accounting. 11. Update the Parameter record's FA Year value and the PSERS Year. This process will update all staff wage information records to the new PSERS Year. 12. Select the Pay Period Accruals option to accrue wages earned in the old year and paid in the new year. 13. Prepare Staff Payroll records for the next payroll process. If using the Salary module this includes running the Salary/Wage Payroll Update and updating the salary and wage information records with the changes for the new fiscal year. 14. When Start New Payroll is selected and a Pay Period Calendar is found for that Pay Date and Pay Period Accruals is selected, PSERS Year records for the old and new year will be automatically created in Payroll Entry when the Pay Period Start Date is in the old year. 07/17/2017 2017 Central Susquehanna Intermediate Unit, USA Page 2
15. Update Payroll Entry records for the correct PSERS Year and process the Payroll as normal 16. Verify Accrual totals and process and proof the Payroll as normal. How to: Process Lump Sum payments Use the Staff Payroll Search screen to select Staff to be included in the Lump Sum Pay process. Update Pay Flag to represent the number of pays to be included in the next Payroll processed. When Start New Payroll is selected, check the box Lump Sum Pay and enter the deduction and extra Payment Type information asked for on the screen. Process the Payroll as normal. Staff who are identified with a Lump Sum Pay Flag will be updated to K- Inactive after the Payroll is processed and posted to Pay History. Staff with an Inactive Pay Flag can be paid over the summer using a sequence 2 check where salary and deductions are not included. How to: Process Salary Accruals Use the Staff Payroll Search screen to select Staff to be included in the Salary Accrual process. Staff that are identified with an Accrual Group value must be paid using a Payment Type of "P" to be included. Staff that are not salaried can be included in the Pay Period Accruals during a regular payroll process. Staff must have a Salary Accrual Group value to be included in the process. Their Pay Flag must be "Pay". Payment Type of "P" must have a rate to be included. Balance of Contract must not already have been reached. Adding a Salary Accrual record Select Accruals>Process Accrual Parameters 1. Add a record for the Current Fiscal Year with a unique Accrual Date and one that was not used to process a payroll. 2. Select the Accrual Group to be processed and save the record 3. Update the Accrual Pays tab for Deductions and Additional Payment Types where Include is updated to Yes. 4. Select Process button and run reports after process is completed. 5. Verify report information and make any corrections to Staff Payroll records as needed. 6. Reprocess after corrections are made. 7. After results are determined to be correct, Select the Post to FA button to commit the process and start the process again for an additional Accrual Group or begin working on the changing the Payroll to the new year. Fund Account Entries for Accruals Accruals are recorded in the expense accounts for both years at the same time when they are posted to Fund Accounting. The totals per account are recorded as a positive amount in the old year and a negative amount in the new year. The 10-0461 account is used only in the double entry process for both years for accrued records. 07/17/2017 2017 Central Susquehanna Intermediate Unit, USA Page 3
Posting a regular payroll to Fund Accounting that includes accruals: Salary accrual records are recorded as a normal expense in the new year only. When there are differences in amounts accrued vs paid, only the expense account in the new year is affected. Account codes must not be changed for wages that are accrued in the salary process. Pay Period Accruals have both the accrual entries and the regular expense entries recorded when the payroll is posted to Fund Accounting. 07/17/2017 2017 Central Susquehanna Intermediate Unit, USA Page 4