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payroll:payrollprocessing:specialadjustments:expenseonly

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payroll:payrollprocessing:specialadjustments:expenseonly [2021/06/22 18:19] – 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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 ^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|Type the employer 403B FICA contribution. |+^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.
  
payroll/payrollprocessing/specialadjustments/expenseonly.1624385964.txt.gz · Last modified: 2021/06/22 13:19 (external edit)

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