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payroll:payrollprocessing:specialadjustments:accrualsonly

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payroll:payrollprocessing:specialadjustments:accrualsonly [2020/04/01 20:02] – created emorenopayroll:payrollprocessing:specialadjustments:accrualsonly [2022/05/09 18:44] (current) – emoreno
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 <div #message></div> <div #message></div>
  
-//**Human Resources > Payroll Processing > Special Adjustments > Accruals Only**//+//**Payroll > Payroll Processing > Special Adjustments > Accruals Only**//
  
 <WRAP round intro>This tab is used to create a special adjustment transaction that moves an employee's accrual amounts from one fund to another fund. This would be done when a fund that was supported by a TRS grant is completed and removed from the employee's master distribution record. Since the fund should no longer be expensed and accruals still remain with the fund, the user can move the accruals to the new fund now associated with the employee. This allows the TRS 3 and TRS 489 reports to reflect the employee's current master distribution accounts, rather than the accounts used for first-in/first-out processing. This feature can also be used when the accruals are applied to an incorrect School YTD record or account code. <WRAP round intro>This tab is used to create a special adjustment transaction that moves an employee's accrual amounts from one fund to another fund. This would be done when a fund that was supported by a TRS grant is completed and removed from the employee's master distribution record. Since the fund should no longer be expensed and accruals still remain with the fund, the user can move the accruals to the new fund now associated with the employee. This allows the TRS 3 and TRS 489 reports to reflect the employee's current master distribution accounts, rather than the accounts used for first-in/first-out processing. This feature can also be used when the accruals are applied to an incorrect School YTD record or account code.
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   * The to account code must be in the employee's current master distribution record and in the Chart of Accounts for the file ID to which it is being moved.   * The to account code must be in the employee's current master distribution record and in the Chart of Accounts for the file ID to which it is being moved.
   * In order for the to account codes to display, the employee must have an accrual code and the to job code must be flagged to accrue. This maximum includes adjustments made on the Percent and Accruals Only tabs, Payroll Adjustments (check voids and issues), Zero School YTD, and Accrual Variance.   * In order for the to account codes to display, the employee must have an accrual code and the to job code must be flagged to accrue. This maximum includes adjustments made on the Percent and Accruals Only tabs, Payroll Adjustments (check voids and issues), Zero School YTD, and Accrual Variance.
-  * If the accounts selected for this process are within the same fund/fiscal year, it is recommended that the **Post to Master and Interface to Finance** option not be used. The general journal entries would affect the same accounts for both sides of the entries and make the Finance transaction meaningless. Use care when processing data through this tab because the impact to records is immediate.+  * If the accounts selected for this process are within the same fund/fiscal year, it is recommended that the **Post to Master and Interface to Finance** option not be used. The general journal entries would affect the same accounts for both sides of the entries and make the Finance transaction meaningless. Use care when processing data through this tab because the impact on records is immediate.
   * If the** Post to Master and Interface to Finance** option is selected, the general journal entries that are created affect the accrual due from and cash accounts for the funds/fiscal years. The program also inserts records into the employee's pay distribution and job history records. The distribution history records are reported for the various distribution journals available through the Reports menu.   * If the** Post to Master and Interface to Finance** option is selected, the general journal entries that are created affect the accrual due from and cash accounts for the funds/fiscal years. The program also inserts records into the employee's pay distribution and job history records. The distribution history records are reported for the various distribution journals available through the Reports menu.
-  * If both funds are federal funds, the **Accru Fed Deposit** and **Accru Fed Care** fields are available for editing and transfer. If either of the funds are nonfederal funds, the **Accru Fed Deposit** and **Accru Fed Care** fields are protected and set to zero. In order to zero or calculate the accrual amounts associated to these fields, the user should perform the Accrual Variance process after the special adjustment is completed. The Accrual Variance process allows the accrual amounts to affect the accrual and associated expenditure accounts for Finance, whereas the Special Adjustments, Accruals Only tab affects accrual accounts only.+  * If both funds are federal funds, the **Accru Fed Deposit** and **Accru Fed Care** fields are available for editing and transfer. If either of the funds is nonfederal funds, the **Accru Fed Deposit** and **Accru Fed Care** fields are protected and set to zero. In order to zero or calculate the accrual amounts associated with these fields, the user should perform the Accrual Variance process after the special adjustment is completed. The Accrual Variance process allows the accrual amounts to affect the accrual and associated expenditure accounts for Finance, whereas the Special Adjustments, Accruals Only tab affects accrual accounts only.
    
-The tab does not create adjustment data to be processed through the Interface Processing page. Each time that an account is processed through this tab, an adjustment number is assigned for that pay date. A maximum of 999 adjustments are allowed for each pay date.+The tab does not create adjustment data to be processed through the Interface Processing page. Each time that an account is processed through this tab, an adjustment number is assigned for that pay date. A maximum of 999 adjustments is allowed for each pay date.
 </WRAP> </WRAP>
  
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 ^ Field                                        ^ Description   ^  /*Table with two rows*/ ^ Field                                        ^ Description   ^  /*Table with two rows*/
 ^Employee|{{page>general:employee_field}}| ^Employee|{{page>general:employee_field}}|
-^From File ID|The system is set to C, but users may click {{:images:dropdown.gif|Drop-down Arrow}} to select any file ID available in the general ledger. If the file ID is changed, the accounting period values also change.| +^From File ID|The system is set to C, but you can click {{:images:dropdown.gif|Drop-down Arrow}} to select any file ID available in the general ledger. If the file ID is changed, the accounting period values also change.| 
-^To File ID|The system is set to C, but users may click {{:images:dropdown.gif|Drop-down Arrow}} to select any file ID available in the general ledger. If the file ID is changed, the accounting period values also change.| +^To File ID|The system is set to C, but you can click {{:images:dropdown.gif|Drop-down Arrow}} to select any file ID available in the general ledger. If the file ID is changed, the accounting period values also change.| 
-^Clearing Fund|This field is displayed and accessible when the file ID chosen is not file ID C (e.g., 4 or 5). The field is required because it determines the accrual object and subobject codes that are affected if **Post to Master and Interface to Finance** is selected.|+^Clearing Fund|This field is displayed and accessible when the selected file ID is not file ID C (e.g., 4 or 5). The field is required because it determines the accrual object and subobject codes that are affected if **Post to Master and Interface to Finance** is selected.|
  
  
-Under **Post Options**, select from the following options:+VCV Under **Post Options**, select from the following options:
    
 ^Post to Master|Select to update only Human Resources tables.| ^Post to Master|Select to update only Human Resources tables.|
 ^Post to Master and Interface to Finance|Select to update Human Resources tables; automatically creates and posts the transactions to Finance.| ^Post to Master and Interface to Finance|Select to update Human Resources tables; automatically creates and posts the transactions to Finance.|
-^JV Number|This field is only enabled when **Post to Master and Interface to Finance** is selected. Users can type the journal voucher number for the finance transactions. Leading zeros are not required. If left blank, the default format for the journal voucher number is P + current year pay frequency + month and day of the calculation date in the **To** field.| +^JV Number|This field is only enabled when **Post to Master and Interface to Finance** is selected. You can type the journal voucher number for the finance transactions. Leading zeros are not required. If left blank, the default format for the journal voucher number is P + current year pay frequency + month and day of the calculation date in the **To** field.| 
-^Interface Transaction Date|This field is enabled only when **Post to Master and Interface to Finance** is selected. The system is set to the current system date, but users can change the date. This date is applied to transactions that are created for finance and is displayed in the **Date** field on the general ledger.|+^Interface Transaction Date|This field is enabled only when **Post to Master and Interface to Finance** is selected. The system is set to the current system date, but you can change the date. This date is applied to transactions that are created for finance and is displayed in the **Date** field on the general ledger.|
  
-Under **Accounting Period**, if **Post to Master and Interface to Finance** is selected, select from the following options:+VCV Under **Accounting Period**, if **Post to Master and Interface to Finance** is selected, select from the following options:
    
 ^Post to Current Acct Period|When you click **Execute**, the following may occur:\\  \\  If Finance end-of-month processing is being performed against any file ID, then you may not post to either accounting period.\\  \\  If the current and next accounting periods are the same and the current accounting period is closed, a message is displayed indicating that the current accounting period XX is closed and that the next accounting period is also set to XX. You are not allowed to post at this time. Click **OK**; then click **Cancel** to return to the Accruals Only tab.\\  \\  If the current accounting period is closed, a message is displayed indicating that the current accounting period XX is closed. You are not allowed to post at this time. Click **OK**; then click **Cancel** to return to the Accruals Only tab. You can select the next accounting period for posting.| ^Post to Current Acct Period|When you click **Execute**, the following may occur:\\  \\  If Finance end-of-month processing is being performed against any file ID, then you may not post to either accounting period.\\  \\  If the current and next accounting periods are the same and the current accounting period is closed, a message is displayed indicating that the current accounting period XX is closed and that the next accounting period is also set to XX. You are not allowed to post at this time. Click **OK**; then click **Cancel** to return to the Accruals Only tab.\\  \\  If the current accounting period is closed, a message is displayed indicating that the current accounting period XX is closed. You are not allowed to post at this time. Click **OK**; then click **Cancel** to return to the Accruals Only tab. You can select the next accounting period for posting.|
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 ^To Job Code|Click {{:images:dropdown.gif|Drop-down Arrow}} to select the employee's current job code. This job code must exist in the employee’s current Staff Job/Pay Data tab. This is a required field, and the user can select only one job code per transaction.|  ^To Job Code|Click {{:images:dropdown.gif|Drop-down Arrow}} to select the employee's current job code. This job code must exist in the employee’s current Staff Job/Pay Data tab. This is a required field, and the user can select only one job code per transaction.| 
  
-Under **Pay Date Range**, both **From** and **To** are required fields. Pay dates displayed in the drop-down lists are based on the pay dates associated with the current school year.+VCV Under **Pay Date Range**, both **From** and **To** are required fields. Pay dates displayed in the drop-down lists are based on the pay dates associated with the current school year.
  
 ^From|Click {{:images:dropdown.gif|Drop-down Arrow}} to select the beginning pay date.| ^From|Click {{:images:dropdown.gif|Drop-down Arrow}} to select the beginning pay date.|
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 ^Accru TRS Care Contr|Type the accrued TRS-Care contribution adjustment for the new account code.| ^Accru TRS Care Contr|Type the accrued TRS-Care contribution adjustment for the new account code.|
 ^Accru Emplr Depend Care|Type the accrued employer dependent care adjustment for the new account code.| ^Accru Emplr Depend Care|Type the accrued employer dependent care adjustment for the new account code.|
 +^Accru Emplr 403B FICA Contr|Type the accrued employer 403B FICA Contribution adjustment for the new account code.   |
    
-Click **Execute**. If **Post to Master** is selected under Post Options, the Special Adjustments for Accruals Only Report is displayed with a listing of the current adjustments.  +VCV Click **Execute**. If **Post to Master** is selected under Post Options, the Special Adjustments for Accruals Only Report is displayed with a listing of the current adjustments. [[general:printreport|Review the report.]]
-++++Review the report.|{{page>general:printreport&inline}}++++ +
- +
-If you click **Process** before you print, the process report is lost and cannot be retrieved.+
  
-Click **Process** to accept the adjustments. ++++Create a backup. | {{page>general:backup&inline}} +++++<div indent>If you click **Process** before you print, the process report is lost and cannot be retrieved. 
 +</div> 
 +\\ 
 +VCV Click **Process** to accept the adjustments. 
  
-If **Post to Master and Interface to Finance** is selected under **Post Options**, the General Journal Transactions Report is displayed with a listing of the current adjustments. Do one of the following:+VCV If **Post to Master and Interface to Finance** is selected under **Post Options**, the General Journal Transactions Report is displayed with a listing of the current adjustments. Do one of the following:
    
-  * Click **Emp Rpt** to switch to the Special Adjustments for Special Adjustments for Accruals Only  Report. Users can then:+  * Click **Emp Rpt** to switch to the Special Adjustments for Accruals Only Report. Then,
     * Click **General Jrnl** to switch to the General Journal Transactions Report.     * Click **General Jrnl** to switch to the General Journal Transactions Report.
-    * Click **Print** to display the Special Adjustments Special Adjustments for Accruals Only  Report. If you click **Process** before you click **Print**, then the process report is lost and cannot be retrieved.+    * Click **Print** to display the Special Adjustments for Accruals Only Report. If you click **Process** before you click **Print**, then the process report is lost and cannot be retrieved.
     * Click **Process** to accept the adjustments and to close the dialog box.     * Click **Process** to accept the adjustments and to close the dialog box.
     * Click **Cancel** to terminate the special adjustment without saving the changes and to close the dialog box.     * Click **Cancel** to terminate the special adjustment without saving the changes and to close the dialog box.
-    * Click the print icon from the browser to print a copy of the General Journal Transactions Report. If you click **Process** before you print, the process report will be lost and cannot be retrieved. ++Review the report.|{{page>general:printreport&inline}}+++    * Click the print icon from the browser to print a copy of the General Journal Transactions Report. If you click **Process** before you print, the process report will be lost and cannot be retrieved. [[general:printreport|Review the report.]]
    
-Click **Process** to accept the adjustments. ++++Create a backup. | {{page>general:backup&inline}} +++++VCV Click **Process** to accept the adjustments. 
  
-Click **Execute**. A message is displayed asking you to verify the path of the export. +VCV Click **Execute** to execute the process. 
-  * Click **Yes** to accept the export path, or click **No** to not accept the export path and return to the Percent tab. +
-  * Click **Cancel** to close the dialog box without exporting tables. +
-  * In the archive password dialog box, type a password, and then click **OK**. +
-  * The tables are exported and a message is displayed indicating that the export process completed successfully. Click **OK**.+
    
-Click **Cancel** to terminate the special adjustment without saving the changes and to close the dialog box.+VCV Click **Cancel** to terminate the special adjustment without saving the changes and to close the dialog box.
    
 If all amounts for the voided totals and issued totals are zero, **Process** is disabled. This can occur when the selected pay date range involves checks that have been issued and then voided. If all amounts for the voided totals and issued totals are zero, **Process** is disabled. This can occur when the selected pay date range involves checks that have been issued and then voided.
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 ====Other functions and features:==== ====Other functions and features:====
 ^Reset|Click to clear all data from the tab, and then select a new employee.|  ^Reset|Click to clear all data from the tab, and then select a new employee.| 
-^Retrieve |++Retrieve data.|{{page>general:retrieve}}++| +^Retrieve |{{page>general:retrieve}}| 
-^{{:images:trash_delete.gif?15|Trashcan Icon}} |++Delete a row.|{{page>general:deletearow}}++|+^{{:images:trash_delete.gif|Trashcan Icon}} |{{page>general:deletearow}}|
    
  
payroll/payrollprocessing/specialadjustments/accrualsonly.1585771336.txt.gz · Last modified: 2020/04/01 15:02 (external edit)

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