Understanding the Impact of Payroll on Finance Modules in SBCTC Accounting
Today's discussion topics cover important aspects of finance payroll, including payroll dates, processing vouchers, understanding cutoff dates, and the significance of payroll cutoff dates. Learn about payroll processing, vouchers, and the email notice process in the finance department of Washington State Community and Technical Colleges.
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Finance Payroll Payroll s Impact on Finance Modules SBCTC Accounting Washington State Community and Technical Colleges
Finance Payroll Today s Discussion Topics: Understanding Payroll dates Processing Payroll Vouchers State VPA draw for Payroll Expenditures Payroll Journal Relieving of Net Pay Liability 2
Payroll Cutoff Dates Understanding the Importance of Payroll Cutoff Dates; What are Payroll Cutoff Dates? Example: Cutoff Date 9/15 but Payroll Date is 9/25 Why are they important? 4
Email Notice Received Finance Payroll processing begins by an email from SBCTC: 6
Processing Payroll Vouchers1 A/P Voucher Process QRG: 9.2 Processing Payroll Vouchers (http://ctclinkreferencecenter.ctclink.us/m/72571/l/794686-9-2-processing-payroll-vouchers) Create the Voucher Run Voucher Build Budget Check Vouchers automatically approve (do not go through local AWE) 7
Processing Payroll Vouchers2 Review List of Payments HCM Pillar QUERY: CTC_AP_EXTRACT_SUMMARY Original Vouchers should be posted without changes If Changes: Create a new Voucher to modify the payment amount; or Create a Journal Voucher to modify the distribution lines Utilize Selective Payment Update to: Comments to the payment remittance Change payment dates Split payments 8
Processing Payroll Vouchers 3 Vouchers paid OUTSIDE of PeopleSoft (IRS) Mark as a Manual Payment 1. Single Voucher utilize Selective Payment Update 2. Multiple vouchers Utilize Manual Payment Worksheet (very similar to AR worksheets) Dates for Payments for Vouchers are important Why important? 9
State VPA Draw for Payroll Expenditures 10
State VPA Draw for Payroll Expenditures Best practice: https://www.sbctc.edu/colleges-staff/programs- services/accounting-business/default.aspx Why use the AR Module rather Banking? Creation of AR Online Pending Items for Credit Balances For Items that you are unable to use to reduce vouchers such as TIAA or HCA 11
Payroll Journal-1 The HCM pillar has a table called the HR Acctng Line. This is the foundation of HCM s integration into the Fin Pillar General Ledger. The HCM table pushes summary accounting detail to FIN, creating a table, also called the HR Acctng Ln. Queries (in HCM Pillar): CTC _HR_ACCTNG_LINE_PAY_PERIOD CTC_HR_ACCTG_LINE_EE_DIST 13
Payroll Journal-2 Payroll Combo Codes: Creation of Combo Codes If the Combo Codes are created by HCM Payroll, Finance, or a combination of both QRG: 9.2 Uploading a Combo Code Spreadsheet QRG: 9.2 Inactivating a Combo Code QRG: 9.2 Deleting a Combo Code QRG: 9.2 Creating a New Combo Code 14
Payroll Journal - 3 Posting a PAYXXXXX Journal Entry: Making Corrections - 1. Corrections effects the General Ledger 2. State Draw needs to equal Journal 3. Watch out for the domino effect Expenses need to hit the correct Liability 4. Best practice: Use a separate Journal Entry to modify the PAYXXXXX Journal Entry 15
Relieving of Net Pay - 1 Relieve Cash for Net Pay via creation of A/P Voucher: Pros & Cons using Voucher Upload vs. Journal Entry Where is the Payroll CEMLI going? QRG: Create Voucher Using a Voucher Upload Process HCM Query: CTC_HR_ACCTG_LINE_NETPAY 17
Relieving of Net Pay - 2 Required Security for AP Voucher Upload: ZZ Voucher Upload Note: Security admin will need to go to the user profile of the user uploading vouchers in PS and set a password on their user profile. This is not your regular access password. 18
Questions PeopleSoft
