0 higher education payroll processing & reporting jan 2016 q & a session september 4, 2015

1

Higher Education Payroll Processing

& ReportingJan 2016

Q & A SESSION

SEPTEMBER 4, 2015

2Session Overview

T-Account Example – General Ledger processing from start to finish

File Edits 500 Misc File PFT File OpenBooks File Direct Deposit File

Open Forum

3Role Call

Email: Melody.Wright@core.state.ok.us Linda.Bove@core.state.ok.us

Information to include: Agency Number Count and subject area of attendees Example: 090, 2 Payroll, 1 HR, 3 IT, 2

Finance

4T-Account Example

http://www.ok.gov/cio/Customer_Portal/Business_Application_Services_Essentials/Financials/Financials_News.html

5500 Misc File - Edits

General User submitting file must have access for

Agency number in file Cannot reuse Claim numbers One Claim number per file

Header Record Claim Number matches Payroll Caim number

in PFT Agency & Claim Number matches the run

control

6500 Misc File - Edits

Detail Record OST Account Number = ‘7’ Fund Number = ‘789’ Agency Number = agency number on run control Warrant Number: First digit = ‘2’ Name, Address, Participant ID, Class ID fields are not blank Pay Type = ‘A’, ‘E’, or ‘P’ If Pay Type = ‘A’, then Transit #, Bank Account, and

Checking/Savings flag must not be blank Checking/Savings flag = ‘C’ or ‘S’ Invoice ID = Claim Number + sequence number Invoice Amount = Amount: must be greater than “0.00” Claim Number = Claim Number on header record

7500 Misc File - Edits

Trailer Record Detail records warrant count must equal

Total Number of Warrants on trailer record Sum of detail records warrant amounts must

equal Total Dollar Amount on trailer record Total Dollar Amount must equal the PFT net

pay (account 485060)

8PFT File - Edits

User submitting file must have access for Agency number in file

Record Code (positions 1-2) must = ‘P9’ Cannot reuse a PFT/Claim numbers Only one PFT/Claim number per file Each file record should have the same Agency

and Transfer Number Agency and Transfer Number in file must

match the run control Payroll Claim number must match the Transfer

Number (excluding the first 2 digits of the payroll claim number)

9PFT File - Edits

Net of all amounts should = $0.00 Sum of Funding Class ‘78900’ record amounts

must equal the sum of the non ‘78900’ amounts If Funding Class = ‘78900’, then Department

must = ‘8900001’ and the Account must start with ‘485’

If the Funding Class is not ‘789’, then Account must start with ‘5’ but cannot be a ‘585xxx’ account

Sum of Funding Class ‘78900’ records should not = $0.00

Net pay amount (485060) must equal the Total Dollar Amount on the 500 Misc file trailer record

10OpenBooks File - Edits

End Date value on the Run Control must be a valid month-end date

REMINDER: ‘Hours’ must be correct - will be used to

calculate FTE

11Direct Deposit File - Edits

Corporation Number = ‘0007’ Application Number = ‘0010’ Class Code = Agency 3 digit number Transaction End Date = ‘20500101’ if

Participant Stop Cycles = ‘00’ Transaction End Date = Direct deposit stop date

if Participant Stop Cycles = ‘99’ Participant Stop Cycles = ‘00’ or ‘99’ Participant Stop Reason = ‘AR’ Savings Check Flag = ‘C’ or ‘S’ Debit Credit Flag = ‘C’ Amount = ‘00000000000’

12OPEN FORUM

13CLOSING

https://public.govdelivery.com/accounts/OKOMES/subscriber/new?preferences=true

http://www.ok.gov/cio/Customer_Portal/Business_Application_Services_Essentials/Financials/Financials_News.html

Questions : Melody.Wright@core.state.ok.us OR Linda.Bove@core.state.ok.us

Next Sessions: September 16

September 30