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Accrual Table - HRS5500

Human Resources > Payroll Processing > EOY Payroll Accruals > Accrual Table

This tab is used to help you begin the process of calculating the salaries that must be accumulated for August and expensed in the current fiscal year. TEA requires that “expenditures should be recorded and reported in the period in which they are incurred. Therefore, unpaid salaries and related benefits that have been earned but not yet paid should be recorded as accrued expenditures.” See Calculating Payroll Accruals for additional information.

For those jobs that are pay type 1 or 2, set them up on the Daily table. The system matches a job code with a start date listed on an employee's contract information tab for next year and calculates the estimated days for accrual amounts using the next year payroll periods.
For those jobs that are pay type 3, set them up on the Hourly table. The system matches a job code with a start date listed on an employee's contract information tab for next year and calculates the estimated hours for accrual amounts using the next year payroll periods.
The system also handles pay type 4 (substitutes) if the district needs to accrue days for a substitute beginning in August. The start date and job code must match the Accrued Hours table, but the units need to reflect days rather than hours for this table entry if the substitute's pay rate is a daily amount.

It is important that you set up accurate accrual tables for both hourly and daily employees before the system can run successful accrual calculations. You can select that date and enter the number of hours or days so the system can extract the list of corresponding job codes. You can also manually add a line to the Accrual table, enter a start date and the number of hours or days, and then select a job code.

Set up accrual tables:

Under Next Year Frequency, select one of the following payroll frequencies:

D - Biweekly
E - Semimonthly
F - Monthly

Notes:

If the user is not authorized to access a payroll frequency, it is disabled.
Only one payroll frequency can be selected at a time.

Under Table Type, select either Hourly or Daily to display all existing hourly/daily start dates, estimated hours, and job codes. If no data exists, none is displayed. The selection determines how to distinguish the records for hourly and daily employee jobs.

Click Populate Table. The EOY Accrual Populate Hourly/Daily table dialog box is displayed. Start dates for inactive jobs are also included. Dates that have a year value that is the same or greater than the current computer date are selected.

Note: As you build the EOY Accrual Populate Hourly/Daily Table, start dates are displayed, and you are able to select those that are to be used by entering the associated hours or days worked. Once the user clicks Execute, the system extracts a list of all the job codes from the employees’ Job Info tab where the date in the Begin Date field matches the start date in the EOY Accrual Populate Hourly/Daily table. The information is then displayed on the Accrual Table tab. If hours or days are not entered, the corresponding list of job codes is not extracted.

The start dates on the Accrual Table tab are from the Begin Date field on the Job Info page or are dates that currently display on the Accrual table. The Delete flag is automatically selected if the start date from the Accrual table does not match employees’ Begin Date field on their Job Info page. This is a display-only page, and you cannot add new rows or delete existing rows.

When the hourly table pay type is selected, the program selects and displays the contract begin dates that currently exist for all pay type 3 or 4 jobs.
When the daily table pay type is selected, the program selects and displays the contract begin dates that currently exist for all pay type 1 or 2 jobs.
If Delete is selected, this is a start date that exists only in the Accrual table and does not have any associated job records. If you select Delete, the associated Accrual table records are deleted.
- Continue processing, and the start date is deleted from the daily table without inserting new records for the start date.
- Clear the field to allow these records to remain in the daily table.
In the Estimated Hours or Estimated Days field (depends on the table type selected), type the estimated hours or days for the start date.

Note: All previous entries for the start date in the Hourly or Daily Accrual table are deleted prior to creating the new records. Therefore, any specific jobs with hours/days that differ from the values entered for the selected start date are replaced with the values entered on this page. If the estimated hours/days for a start date are left at zero and delete is not selected, new entries are not inserted into the Accrual Table, and the original entries for that same date are not deleted.

Select Delete for the start date. All existing entries for the selected start date are deleted when processed.
Click Execute to process the changes and update all start dates.
Click Print to display the EOY Accrual Table report. ++Review the report.

Review the report using the following buttons:

Click to go to the first page of the report.
Click to go back one page.
Click to go forward one page.
Click to go to the last page of the report.

The report can be viewed and saved in various file formats.

Click to save and print the report in PDF format.
Click to save and print the report in CSV format. (This option is not available for all reports.) When a report is exported to the CSV format, the report headers may not be included.
Click X to close the report window. Some reports may have a Close Report, Exit, or Cancel button instead.

| To add a row, click +Add. ^Start Date|Type the start date for the job code.

The same start date can be used for multiple job codes.| ^Estimated Hours/Days|(depends on the table type selected) Type the estimated hours or days to be used for the job code.| ^Job Code|Type a job code, or with the cursor in the field press F2. Click to select from the job code lookup. This job code will be added to the Accrual table for the associated start date.| Click Save to save the changes. ====Other functions and features:==== ^ | Delete a row.|

Click to delete a row. The row is shaded red to indicate that it will be deleted when the record is saved.

++| /*Table row with text link*/