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payroll:payrollprocessing:specialadjustments:expenseonly

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payroll:payrollprocessing:specialadjustments:expenseonly [2020/05/14 21:51] – emorenopayroll:payrollprocessing:specialadjustments:expenseonly [2023/05/04 19:03] (current) – emoreno
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   * If both accounts have a grant, then the amounts in the **From Account Code** are applied to the **To Account Code**.     * If both accounts have a grant, then the amounts in the **From Account Code** are applied to the **To Account Code**.  
   * If neither account codes have a grant, then the federal amounts should not be calculated.   * If neither account codes have a grant, then the federal amounts should not be calculated.
-  * If **Post to Finance** is selected, the from job accrues, and the district chooses to process these entries, no adjusting entries are made to the Finance clearing fund for the TRS 3 and TRS 489 adjustments. The district needs to determine these amounts and make the adjustments manually.+  * If **Post to Finance** is selected, the from job accrues, and the LEA chooses to process these entries, no adjusting entries are made to the Finance clearing fund for the TRS 3 and TRS 489 adjustments. The LEA needs to determine these amounts and make the adjustments manually.
   * Manual entries are required because if the from job accrues, the expense pay may include accruals that have not been reported on the TRS 3 and TRS 489 reports and not posted to the clearing fund. Therefore, the system is unable to determine the portion of the expense that has already been reported on the TRS 3 and TRS 489 reports.   * Manual entries are required because if the from job accrues, the expense pay may include accruals that have not been reported on the TRS 3 and TRS 489 reports and not posted to the clearing fund. Therefore, the system is unable to determine the portion of the expense that has already been reported on the TRS 3 and TRS 489 reports.
    
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 **Note**:  Since this employee accrues, the system is unable to determine what correction needs to be made to the TRS 3 and TRS 489 reports. The next time payroll is processed, the user needs to make the necessary adjustments to the total amount sent to TRS on the TRS 3 and TRS 489 reports. **Note**:  Since this employee accrues, the system is unable to determine what correction needs to be made to the TRS 3 and TRS 489 reports. The next time payroll is processed, the user needs to make the necessary adjustments to the total amount sent to TRS on the TRS 3 and TRS 489 reports.
-     * If **Post to Finance** is selected, the from job does not accrue, and the district chooses to process these entries, the adjusting entries are made to the Finance clearing fund for the TRS 3 and TRS 489 adjustments. The district needs to post these amounts on the TRS 3 and TRS 489 reports since the TRS Grant information is not updated.+     * If **Post to Finance** is selected, the from job does not accrue, and the LEA chooses to process these entries, the adjusting entries are made to the Finance clearing fund for the TRS 3 and TRS 489 adjustments. The LEA needs to post these amounts on the TRS 3 and TRS 489 reports since the TRS Grant information is not updated.
    * If the special adjustment transfers expenses from a nonfederal fund to a federal fund, the expense associated with the TRS Federal Deposit and TRS Federal Care amounts are calculated based on the **Expense Pay** field and are reflected in the issue transactions for the federal fund. These amounts are not voided from the nonfederal fund, and the word Issue is displayed to the right of the editable columns for these amounts.    * If the special adjustment transfers expenses from a nonfederal fund to a federal fund, the expense associated with the TRS Federal Deposit and TRS Federal Care amounts are calculated based on the **Expense Pay** field and are reflected in the issue transactions for the federal fund. These amounts are not voided from the nonfederal fund, and the word Issue is displayed to the right of the editable columns for these amounts.
-    * If the **Post to Finance** option is selected and the from job accrues, and if the district chooses to process these entries, no adjusting entries are made to the Finance clearing fund for the TRS 3 and TRS 489 adjustments. The district needs to determine these amounts and make the adjustments manually. +    * If the **Post to Finance** option is selected and the from job accrues, and if the LEA chooses to process these entries, no adjusting entries are made to the Finance clearing fund for the TRS 3 and TRS 489 adjustments. The LEA needs to determine these amounts and make the adjustments manually. 
-    * Manual entries are required because if the from job accrues, the expense pay may include accruals which have not been reported on the TRS 3 and TRS 489 reports and not posted to the clearing fund. Therefore, the system is unable to determine the portion of the expense that has already been reported on the TRS 3 and TRS 489 reports.+    * Manual entries are required because if the from job accrues, the expense pay may include accruals that have not been reported on the TRS 3 and TRS 489 reports and not posted to the clearing fund. Therefore, the system is unable to determine the portion of the expense that has already been reported on the TRS 3 and TRS 489 reports.
    
-**Example of Nonfederal to Federal with accruals**:  The user removes distribution account code 199/7 and adds distribution account code 211/7 to an employee’s master distribution record. The 211/7 distribution account code should have been expensed since the beginning of the school year. In this case, the TRS 3 and TRS 489 reports have not included this employee, and they need to be corrected. The YTD Expenditure Account Distribution Journal displays fund 199/7 with a total expense of $18,574.92 and Emplr Care amount of 102. The expense of $18,574.92 needs to be transferred to fund 211.7. During the special adjustment by expense process, the **TRS 3** and **TRS 489** fields are automatically calculated based on the Expense Pay field and are marked as Issue. The issued amount in this case equals $1,407.97 (TRS Fed Deposit $1,222.23 + TRS Fed Care $185.74). When the expense adjustment is processed, the system automatically interfaces to Finance and credits the nonfederal fund 199/7 object code 6119 for the expensed amount of $18,574.92 and 6146 for the TRS Emplr Care amount of $102.18 and debit cash. It then debits the federal fund 211/7 object code 6119 for $18,574.92 and 6146 in the amount of $1,510.15 (TRS Fed Deposit $1,222.23 + TRS-Care $185.74 + Emplr Care $102.18) and credit cash. The system does not make any transfers to the Payroll Clearing Account; the offsetting entries to the clearing fund are the responsibility of the user.+**Example of Nonfederal to Federal with accruals**:  The user removes distribution account code 199/7 and adds distribution account code 211/7 to an employee’s master distribution record. The 211/7 distribution account code should have been expensed since the beginning of the school year. In this case, the TRS 3 and TRS 489 reports have not included this employee, and they need to be corrected. The YTD Expenditure Account Distribution Journal displays fund 199/7 with a total expense of $18,574.92 and Emplr Care amount of 102. The expense of $18,574.92 needs to be transferred to fund 211.7. During the special adjustment by expense process, the **TRS 3** and **TRS 489** fields are automatically calculated based on the **Expense Pay** field and are marked as Issue. The issued amount in this case equals $1,407.97 (TRS Fed Deposit $1,222.23 + TRS Fed Care $185.74). When the expense adjustment is processed, the system automatically interfaces to Finance and credits the nonfederal fund 199/7 object code 6119 for the expensed amount of $18,574.92 and 6146 for the TRS Emplr Care amount of $102.18 and debit cash. It then debits the federal fund 211/7 object code 6119 for $18,574.92 and 6146 in the amount of $1,510.15 (TRS Fed Deposit $1,222.23 + TRS-Care $185.74 + Emplr Care $102.18) and credit cash. The system does not make any transfers to the Payroll Clearing Account; the offsetting entries to the clearing fund are the responsibility of the user.
  
 **Note**:  Since this employee accrues, the system is unable to determine what correction needs to be made to the TRS 3 and TRS 489 reports. The next time the payroll is processed, the user needs to make the necessary adjustments to the total amount sent to TRS on the TRS 3 and TRS 489 reports. **Note**:  Since this employee accrues, the system is unable to determine what correction needs to be made to the TRS 3 and TRS 489 reports. The next time the payroll is processed, the user needs to make the necessary adjustments to the total amount sent to TRS on the TRS 3 and TRS 489 reports.
  
-    * If **Post to Finance** is selected, the from job does not accrue, and the district chooses to process these entries, the adjusting entries are made to the Finance clearing fund for the TRS 3 and TRS 489 adjustments. The district needs to post these amounts on the TRS 3 and TRS 489 reports since the TRS Grant information is not updated.+    * If **Post to Finance** is selected, the from job does not accrue, and the LEA chooses to process these entries, the adjusting entries are made to the Finance clearing fund for the TRS 3 and TRS 489 adjustments. The LEA needs to post these amounts on the TRS 3 and TRS 489 reports since the TRS Grant information is not updated.
    * If the special adjustment transfers expenses from a federal fund to a federal fund, the expense associated with the **TRS Federal Deposit** and **TRS Federal Care** amounts are calculated based on the **Expense Pay** field, and debit and credit entries are made to the associated expense accounts. Neither Issue nor Void is displayed next to those fields.    * If the special adjustment transfers expenses from a federal fund to a federal fund, the expense associated with the **TRS Federal Deposit** and **TRS Federal Care** amounts are calculated based on the **Expense Pay** field, and debit and credit entries are made to the associated expense accounts. Neither Issue nor Void is displayed next to those fields.
    
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 ^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 Expense 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** and then click **Cancel** to return to the Expense 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 Expense 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** and then click **Cancel** to return to the Expense Only tab. You can select the next accounting period for posting.|
-^Post to Next Acct Period|This option is selected by default if the current accounting period is being closed.\\  \\  When you click **Execute**, the following may occur:\\  \\  If the current and next accounting periods are the same, a message is displayed indicating that the current account 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 Expense Only tab.|+^Post to Next Acct Period|This option is selected by default if the current accounting period is being closed.\\  \\  When you click **Execute**, the following may occur:\\  \\  If the current and next accounting periods are the same, a message is displayed indicating that the current account 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**, and then click **Cancel** to return to the Expense Only tab.|
  
 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. 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.
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 ^Emplr New TRS Contrib|Type the employer TRS contribution for new employees.| ^Emplr New TRS Contrib|Type the employer TRS contribution for new employees.|
 ^HSA Employer Contrib|Type the employer Health Savings Account contribution for the new account code.| ^HSA Employer Contrib|Type the employer Health Savings Account contribution for the new account code.|
 +^Emplr 403B FICA Contrib|This field cannot be modified and is automatically calculated based on the expense pay entered if the original 403B FICA contribution was not zero.|
    
 +VCV Click **Recalc Grts/403B** to recalculate based on the expense pay entered if the original 403B FICA contribution was not zero.
 +
 VCV Click **Execute**. A Special Adjustment Report is displayed with a listing of the current adjustments. VCV Click **Execute**. A Special Adjustment Report is displayed with a listing of the current adjustments.
  
 If **Post to Master** is selected under Post Options, the Special Adjustments for Expenses Only Report is displayed with a listing of the current adjustments.  If **Post to Master** is selected under Post Options, the Special Adjustments for Expenses Only Report is displayed with a listing of the current adjustments. 
-[[general:printrepor|Review the report.]]+ 
 +[[general:printreport|Review the report.]]
  
 If you click **Process** before you print, the process report is lost and cannot be retrieved. If you click **Process** before you print, the process report is lost and cannot be retrieved.
  
-VCV Click **Process** to accept the adjustments. ++++Create a backup. | {{page>general:backup&inline}} +++++VCV Click **Process** to accept the adjustments. 
  
 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: 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 Expenses Only  Report. Users can then:+  * Click **Emp Rpt** to switch to the Special Adjustments for Expenses Only Report. You can 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 Expenses 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 Expenses 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.]]
    
-VCV Click **Process** to accept the adjustments. ++++Create a backup. | {{page>general:backup&inline}} +++++VCV Click **Process** to accept the adjustments.  
 + 
 +VCV Click **Execute** to execute the process.
  
-VCV Click **Execute**. A message is displayed asking you to verify the path of the export. 
-  * 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**. 
-  
 VCV 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.
    
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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/expenseonly.1589493072.txt.gz · Last modified: 2020/05/14 16:51 (external edit)

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