Reconciliation of Human Resources / General Ledger ... of Human Resources / General Ledger Components of Actual Expense – HRB130 Overview Purpose • This report provides detail

Reconciliation of Human Resources / General Ledger Components of Actual Expense – HRB130

Overview Purpose • This report provides detail information from the Human Resources system to allow reconciliation of actual payroll expense entries on monthly financials reports. Schedules Included in Report Group 3 • Schedule 3.1 – Separation of Year-End Accrual Entries – HRB130S31 • Schedule 3.2 – Components of Current Month Expenditures (Excluding Year-End Accruals) – HRB130S32 • Schedule 3.3 – Detail of Human Resources Payroll Expense by Employee – HRB130S33 • Schedule 3.4 – Non-HR GL Transactions – HRB130S34 • Schedule 3.5 – Net Accrual Components – HRB130S35 • Schedule 3.6 – Detail of Human Resources Accrual Entries by Employee – HRB130S36 • Schedule 3.7 – Detail of Biweekly Payroll – HRB130S37 • Schedule 3.8 – Detail of Personnel Expenditure Transfer Entries by Employee – HRB130S38 Best Time to Run • All schedules are available at the close of the accounting period. In addition, the following schedules are populated at the end of each month with the Human

Resources data: − Schedule 3.3 – Detail of Human Resources Payroll Expense by Employee – HRB130S33 − Schedule 3.6 – Detail of Human Resources Accrual Entries by Employee – HRB130S36 − Schedule 3.7 – Detail of Biweekly Payroll – HRB130S37 − Schedule 3.8 – Detail of Personnel Expenditure Transfer Entries by Employee – HRB130S38

Report Parameters • The report uses three required parameters

− FY and GL Period − VP/College, Department and Organization − Fund or Fund range.

Notes: • N/A

Schedule 3.1 – Separation of Year-End Accrual Entries – HRB130S31

Schedule Overview Schedule Purpose • Separates accrual and non-accrual activity. Fields Selected • The fields selected are:

− Account − Account Description − Expenditure (excluding accruals) – Current Month − Expenditure (excluding accruals) – Year-to-Date − Fund − Organization − Program − Project − Net Accrual − Total General Ledger Expenditure – Year-to-Date − User Defined.

Page Breaks • This schedule breaks on:

− Organization. Sorting • This schedule is sorted by:

− Organization − Fund − Project − Program − Account − User Defined.

Notes: • If reconciling actual expenditures for the period, this schedule only applies to June and July. • Detail is provided at the intermediate Account level.

Reconciliation of HR/GL Components of Actual ExpenseReport ID: HRB13OS1 Page 1 of 2 Run Date: 02/09/02 06:36 PMSchedule 3.1 - Separation of Year-End Accrual Entries

FY 2002 GL Period: 6

07330 Geography

011000 GF-Departmental Budgets

Project Program User Def Acct Acct Descr Net AccrualExpend (excluding accruals) - YTD

Expend (excluding accruals) - Cur

MonthTotal GL

Expend - YTD

07-TIEFELSDORF1042510965

6009260092

Graduate Research AssociateGraduate Research Associate

0.000.00

6,999.007,002.00

1,200.001,167.00

6,999.007,002.00

011200 GF-Departmental Budgets Pool



MonthTotal GL

Expend - YTD

DEPT

60022600446005560071600916009260093601116012360131601556441664416

9 Month Regular FacultyUnclassified Regular>=50%Classified Reg Sal/Hrly>=50%Faculty Temp/Term Non BEGraduate Teaching AssociateGraduate Research AssociateGraduate Admin AssociateAdditional Pay w/o RetirementOff-Duty Quarter SupportStudent (non-GA/non-FWSP)Student Federal WorkstudyMoving & FreightMoving & Freight

-283,328.460.00

-2,016.800.000.000.000.000.000.000.000.000.000.00

604,556.5877,699.0226,613.6211,559.00

116,404.0062,745.00

6,999.001,200.00

47,594.67852.48

0.003,352.684,396.12

109,775.3212,972.01

4,094.412,001.00

30,801.0012,515.00

1,200.000.000.00

336.240.000.000.00

321,228.1277,699.0224,596.8211,559.00

116,404.0062,745.00

6,999.001,200.00

47,594.67852.48

0.003,352.684,396.12

014002 GF-CWSP Matching



MonthTotal GL

Expend - YTD60155 Student Federal Workstudy 0.00 258.99 -3.20 258.99

017000 GF-Release Time



MonthTotal GL

Expend - YTD60101 9 Month OSURF Faculty-RT 0.00 -13,536.00 -4,512.00 -13,536.00

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Schedule 3.1 – Separation of Year-End Accrual Entries These field descriptions correspond to the lettered fields on the sample Schedule 3.1 – Separation of Year-End Accrual Entries.

A Schedule ID The schedule identification number. B Schedule Title The title of the schedule. C Schedule Activity Period The fiscal year and accounting period which the schedule covers. D Org ChartField segment (5-digit) that identifies the academic or academic support unit associated with the entry. E Fund ChartField segment that identifies the source of money used in a Human Resources transaction. F Project ChartField segment used to specify activities that have a specific start and end date. Required for sponsored

projects (i.e., RF projects), capital projects, and small grants funded by the Office of Research. Can also be used as an optional management segment for other projects at the discretion of a college, department, or other unit.

G Program ChartField segment which is used, on an optional basis, to identify multidisciplinary activities, or any other special initiatives or activities which do not have specific start and end dates.

H User Def ChartField segment used, on an optional basis, for any reporting needs not covered by other ChartField segments. I Acct ChartField segment which identifies the specific type of asset, liability, equity, revenue or expense in each

transaction line (e.g., Accounts Receivable, 9-month faculty salary, Office Supplies). J Acct Descr The description of the specific type of asset, liability, equity, revenue or expense the Account represents. K Net Accrual A calculation of the July reversal plus the June accrual. For fiscal periods July through May, this amount includes

the July Reversal only. In June, it is the net difference between the June accrual entry for the current fiscal year and the July reversal from the last fiscal year.

L Expend (excluding accruals) – YTD

The expenditures charged to a particular ChartField during the current fiscal year. Cash expenditures will differ from General Ledger reports for 9-month faculty and biweekly employees because they do not include accrual or accrual reversal entries.

M Expend (excluding accruals) – Cur Month

The expenditures charged to a particular ChartField during the current month. Cash expenditures may differ from General Ledger reports during June and July because they do not include accrual or accrual reversal entries.

N Total GL Expend – YTD Current year-to-date expenditure balance posted in the General Ledger.

Recommended Review Procedures • Use to reconcile year-to-date expenditures to the General Ledger ChartField Combination Revenue and Expense – Budget vs. Actual (GLU007OS-90) report. Corrective Action

If I find… What does the College/Department do? What does the centralized unit do? • N/A • N/A • N/A

Schedule 3.2 – Components of Current Month Expenditures (Excluding Year-End Accruals) – HRB130S32

Schedule Overview Schedule Purpose • Separates cash expenditures for the current period into components relating to payroll expenses from the Human Resources feeds, transactions posted which were

not a part of the Human Resources feed and any unreconciled differences between the Human Resources and General Ledger amounts (e.g., ChartField value inactivated after an encumbrance has been calculated by the Human Resources system but before it can be posted to the General Ledger).

Fields Selected • The fields selected are:

− Account − Account Description − Expenditure (excluding accruals) – Current Month − Fund − General Ledger Payroll Non-Human Resources Transactions – Current Month − Human Resources-General Ledger Payroll Expense Difference – Current Month − Human Resources Payroll Expense – Current Month − Organization − Program − Project − User Defined.




Notes: • This report should only be used to reconcile activity for the current month.

Reconciliation of HR/GL Components of Actual ExpenseReport ID: HRB13OS32 Page 1 of 2 Run Date: 02/09/02 06:36 PMSchedule 3.2 - Components of Current Month Expenditures (Excluding Year-End Accruals)


07330 Geography

011000 GF-Departmental Budgets

Project Program User Def Acct Acct DescrHR P/R Exp -

Cur Month

HR-GL P/R Exp Diff - Cur

Month

GL P/R Non-HR Trans - Cur

Month


Month

07-TIEFELSDORF1042510965

6009260092

Graduate Research AssociateGraduate Research Associate

1,200.001,167.00

0.000.00

0.000.00

1,200.001,167.00



Cur Month


Month


Month


Month6002260044600556007160091600926009360131

9 Month Regular FacultyUnclassified Regular>=50%Classified Reg Sal/Hrly>=50%Faculty Temp/Term Non BEGraduate Teaching AssociateGraduate Research AssociateGraduate Admin AssociateStudent (non-GA/non-FWSP)

109,775.3212,972.01

4,094.412,001.00

30,801.0012,515.00

1,200.00336.24

0.000.000.000.000.000.000.000.00

0.000.000.000.000.000.000.000.00

109,775.3212,972.01

4,094.412,001.00

30,801.0012,515.00

1,200.00336.24

014002 GF-CWSP Matching


Cur Month


Month


Month


Month60155 Student Federal Workstudy -12.82 0.00 9.62 -3.20



Cur Month


Month


Month


Month60101 9 Month OSURF Faculty-RT 0.00 0.00 -4,512.00 -4,512.00

560225 OE FWSP Pool Account

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Schedule 3.2 – Components of Current Month Expenditures (Excluding Year-End Accruals) - Detailed Description

These field descriptions correspond to the lettered fields on the sample Schedule 3.2 – Components of Current Month Expenditures (Excluding Year-End Accruals).





transaction line (e.g., Accounts Receivable, 9-month faculty salary, Office Supplies). J Acct Descr The description of the specific type of asset, liability, equity, revenue or expense the Account represents. K HR P/R Exp – Cur Month Net of gross charges posted from the Human Resources payroll expense feeds for the current month. L HR-GL P/R Exp Diff – Cur

Month Calculated as the difference between the activity posted to the General Ledger from the Human Resources feeds and the data extract from the payroll system. This represents unreconciled differences between the General Ledger and Human Resources systems.

M GL P/R Non-HR Trans – Cur Month

Transactions which are posted to payroll Accounts in the General Ledger but which are not part of the Human Resources payroll feed process.

N Expend (excluding accruals) – Cur Month

The expenditures charged to a particular ChartField during the current month. Cash expenditures may differ from General Ledger reports during June and July because they do not include accrual or accrual reversal entries.

Recommended Review Procedures • As needed. Corrective Action

If I find… What does the College/Department do? What does the centralized unit do? …the Encumbrance Difference is not zero

• Ensure that all current employees are paid from active ChartField combinations. Run the ChartField Where Used report in the eReports Portal to identify any necessary corrections.

• N/A

Schedule 3.3 – Detail of Human Resources Payroll Expense by Employee – HRB130S33

Schedule Overview Schedule Purpose • List the details of the Human Resources Payroll Expense Current Month column from schedule 3.2. Fields Selected • The fields selected are:

− Account − Account Description − Employee ID − Employee Name − Fund − Human Resources Payroll Expense – Current Month − Organization − Pay Frequency (available on pivot table output) − Program − Project − User Defined.


− Organization − Fund − Project − Program.

Sorting • This schedule is sorted by:

− Organization − Fund − Project − Program − Account − User Defined − Employee Name.

Notes: • This schedule is available before the close of the accounting period with Human Resources system data only. • Includes both monthly and biweekly payrolls. Biweekly payrolls will be summed by employee by GL period.

Reconciliation of HR/GL Components of Actual ExpenseReport ID: HRB13OS3 Page 1 of 6 Run Date: 02/09/02 06:36 PMSchedule 3.3 - Detail of HR Payroll Expense by Employee

07330 Geography011000 GF-Departmental Budgets 10425 Geographical Analysis

Org:Fund: Program:

Project:

60092 Graduate Research Associate

Org Fund Project Program User Def Acct Emplid Employee NameHR P/R Exp -

Cur Month07330 011000 10425 60092 99029857 Diggekofsky, Richard 1,200.00

1,200.00

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Schedule 3.3 – Detail of Human Resources Payroll Expense by Employee - Detailed Description

These field descriptions correspond to the lettered fields on the sample Schedule 3.3 – Detail of Human Resources Payroll Expense by Employee.

A Schedule ID The schedule identification number. B Schedule Title The title of the schedule. C Schedule Activity Period The fiscal year and accounting period which the schedule covers. D HR Data Only HR Data Only appears on the schedule if the report was run before the close of the accounting period when only

Human Resources system data was available. E ChartField The set of values used to identify financial transactions. There are three required values (Organization, Fund and

Account), three optional values (Project, Program and User Defined) and three default values (Business Year, Function and Budget Year).

F Acct ChartField segment which identifies the specific type of asset, liability, equity, revenue or expense in each transaction line (e.g., Accounts Receivable, 9-month faculty salary, Office Supplies).

G Account Description The description of the specific type of asset, liability, equity, revenue or expense the Account represents. H Org ChartField segment (5-digit) that identifies the academic or academic support unit associated with the entry. I Fund ChartField segment that identifies the source of money used in a Human Resources transaction. J Project ChartField segment used to specify activities that have a specific start and end date. Required for sponsored


K Program ChartField segment which is used, on an optional basis, to identify multidisciplinary activities, or any other special initiatives or activities which do not have specific start and end dates.

L User Def ChartField segment used, on an optional basis, for any reporting needs not covered by other ChartField segments. M Employee ID The ID number of the employee. N Employee Name The name of the employee. O HR P/R Exp – Cur Month Net of gross charges posted from the Human Resources payroll expense feeds for the current month.

Recommended Review Procedures • As needed.

Corrective Action

If I find… What does the College/Department do? What does the centralized unit do? …an unexpected expense I don’t recognize

• Verify the accuracy of the employee payment and if inappropriate, contact OHR Payroll to discuss overpayment steps.

• N/A

…the expense appeared in the wrong ChartField

• Enter a PET transaction in the Human Resources system to transfer the expense to the appropriate ChartField.

• N/A

Schedule 3.4 –Non-HR GL Transactions – HRB130S34

Schedule Overview Schedule Purpose • Identifies transactions posted to the General Ledger Actuals ledger which were not included in the Human Resources payroll expense feed. This includes Release

Time and the Workstudy Allocation. Fields Selected • The fields selected are:

− Account − Account Description − Amount − Fund − Journal ID − Journal Line − Line Description − Operator ID − Organization − Program − Project − Source − User Defined.



− Organization − Fund − Project − Program − Account − User Defined − Journal ID − Journal Line.

Notes: • N/A

Reconciliation of HR/GL Components of Actual ExpenseReport ID: HRB13OS34 Page 1 of 1 Run Date: 02/09/02 06:36 PMSchedule 3.4 - Non-HR GL Transactions

FY 2002 GL Period 6

07330 Geography014002 GF-CWSP Matching

Project Program User Def Acct Acct Descr Journal Id Oprid SourceJournal

Line Line Descr Amount60155 Student Federal Workstudy FWS0000001 AUTOSYS ALO 109 FEDERAL WORKSTUDY ALLOC 9.62

9.62



Line Line Descr Amount6010160101

9 Month OSURF Faculty-RT9 Month OSURF Faculty-RT

00001764200000176420

EXTERNALEXTERNAL

RSFRSF

265385

DEC01 BRUBAKER,SALLY JDEC01 BRUBAKER,SALLY J

-1,488.96-3,023.04-4,512.00

560225 OE FWSP Pool Account


Line Line Descr Amount60155 Student Federal Workstudy FWS0000001 AUTOSYS ALO 110 FEDERAL WORKSTUDY ALLOC -9.62

-9.62

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Schedule 3.4 –Non-HR GL Transactions – Detailed Description

These field descriptions correspond to the lettered fields on the sample Schedule 3.4 – Non-HR GL Transactions.





transaction line (i.e., Accounts Receivable, 9-month faculty salary, Office Supplies). J Acct Descr The description of the specific type of asset, liability, equity, revenue or expense the Account represents. K Journal Id Unique, 10 digit system generated identifier for a journal entry. Journal IDs can be numeric and alpha-numeric,

depending on the source of the journal. L Oprid The operator ID of the user who initiated the journal entry. M Source The department, entity, medium that initiated the journal entry. N Journal Line The journal line number on which the transfer appears. O Line Descr The description for the journal line as entered by the journal initiator. P Amount The amount of expense transferred by the journal line.


If I find… What does the College/Department do? What does the centralized unit do? …a Release Time action that I do not recognize

• Contact Research Foundation Payroll at 688-8506. • Researches the situation and provides feedback.

… anything else I do not recognize

• Contact Accounting at 292-4156. • Researches the situation and provides feedback.

Schedule 3.5 – Net Accrual Components – HRB130S35

Schedule Overview Schedule Purpose • Lists the details of the Net Accrual column from Schedule 3.1. Fields Selected • The fields selected are:

− Account − Account Description − Fund − Human Resources-General Ledger Accrual Reversal Difference − Human Resources-General Ledger June Accrual Difference − Human Resources Accrual Reversal − Human Resources June Accrual − Net Accrual − Organization − Program − Project − User Defined.


− Organization − Fund.



Notes: • N/A

Reconciliation of HR/GL Components of Actual ExpenseReport ID: HRB13OS35 Page 1 of 1 Run Date: 02/09/02 06:36 PMSchedule 3.5 - Net Accrual Components


07330 Geography


Project Program User Def Acct Acct DescrHR Accrual

ReversalHR-GL Accrual

Rev Diff

AccrualHR-GL

Accrual Diff Net Accrual6002260055

9 Month Regular FacultyClassified Reg Sal/Hrly>=50%

-283,328.46-2,016.80

0.000.00

0.000.00

0.000.00

-283,328.46-2,016.80

-285,345.26 0.00 0.00 0.00 -285,345.26

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HR June

Schedule 3.5 – Net Accrual Components – Detailed Description

These field descriptions correspond to the lettered fields on the sample Schedule 3.5 – Net Accrual Components.





transaction line (e.g., Accounts Receivable, 9-month faculty salary, Office Supplies). J Acct Descr The description of the specific type of asset, liability, equity, revenue or expense the Account represents. K HR Accrual Reversal The reversal of the accrual entry by employee as calculated from Human Resources data. This amount applies

only to 9-Month faculty and biweekly employees. It is posted only in July. L HR-GL Accrual Rev Diff Calculated as the accrual reversal posted to the General Ledger less the total accrual reversal as calculated by

person from the Human Resources system. Applies to 9-Month faculty and biweekly employees only. M HR June Accrual The accrual entry by employee as calculated from Human Resources data. This amount applies only to 9-Month

faculty and biweekly employees. It is posted only in June. N HR-GL Accrual Diff Calculated as the accrual posted to the General Ledger less the total accrual as calculated by person from the

Human Resources system. Applies to 9-Month faculty and biweekly employees only. O Net Accrual A calculation of the July reversal plus the June accrual. For fiscal periods July through May, this amount includes




Schedule 3.6 – Detail of Human Resources Accrual Entries by Employee – HRB130S36

Schedule Overview Schedule Purpose • Lists the details of the Human Resources Accrual Reversal and Human Resources Accrual columns from Schedule 3.5. Fields Selected • The fields selected are:

− Account − Employee ID − Employee Name − Fund − Human Resources Accrual Reversal − Human Resources June Accrual − Human Resources Net Accrual − Organization − Program − Project − User Defined.


− Organization − Fund.



Notes: • This schedule is available before the close of the accounting period with Human Resources system data only. • The July reversal is posted in July and will not change throughout the fiscal year. • The June accrual is posted at the end of the fiscal year, before the fiscal year is closed.

Reconciliation of HR/GL Components of Actual ExpenseReport ID: HRB13OS36 Page 1 of 1 Run Date: 02/09/02 06:36 PMSchedule 3.6 - Detail of HR Accrual Entries by Employee

07330 Geography011200 GF-Departmental Budgets Pool Program:

Project:Fund:Org:

60022 9 Month Regular Faculty

Org Fund Project Program User Def Acct Emplid Employee NameHR Accrual

ReversalHR June Accrual

HR Net Accrual

0733007330073300733007330073300733007330073300733007330073300733007330073300733007330

011200011200011200011200011200011200011200011200011200011200011200011200011200011200011200011200011200

6002260022600226002260022600226002260022600226002260022600226002260022600226002260022

7805839893020647789430868444436269826423700549610039621885055321984456287195231296123961860448589874661984083146773556527995173194421991

Baker, ArmondoBlige, Maria JColonko, HelgaDubau, Jean-ChristianFitzpatrick, Myles OHainaut,GenevieveJacques, FernandoKoln, DieterLiesle, AlanMorehanne, HollyMugatou, AlexanderNolan, BrendenRobillard, AnittaRuhland, ReginaldSamsonite, MarryTomassie, RoloYoung,Catherine Erin

-15,867.00-14,910.00-16,821.00-14,829.00-34,833.00-11,667.00-11,280.96-12,034.50-12,831.00-17,772.00-17,181.00-15,048.00-12,837.00-24,072.00-17,568.00-22,062.00-11,715.00

0.000.000.000.000.000.000.000.000.000.000.000.000.000.000.000.000.00

-15,867.00-14,910.00-16,821.00-14,829.00-34,833.00-11,667.00-11,280.96-12,034.50-12,831.00-17,772.00-17,181.00-15,048.00-12,837.00-24,072.00-17,568.00-22,062.00-11,715.00

-283,328.46 0.00 -283,328.46

60055 Classified Reg Sal/Hrly>=50%

Org Fund Project Program User Def Acct Emplid Employee NameHR Accrual

ReversalHR June Accrual

HR Net Accrual

0733007330

011200011200

6005560055

9354124599221550

Johnson,Meredith BYarrow,Jillian C

-1,016.80-1,000.00

0.000.00

-1,016.80-1,000.00

-2,016.80 0.00 -2,016.80

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Schedule 3.6 – Detail of Human Resources Accrual Entries by Employee – Detailed Description

These field descriptions correspond to the lettered fields on the sample Schedule 3.6 – Detail of Human Resources Accrual Entries by Employee.

A Schedule ID The schedule identification number. B Schedule Title The title of the schedule. C Schedule Activity Period The fiscal year. D HR Data Only HR Data Only appears on the schedule if the report was run before the close of the accounting period when only



F Acct ChartField segment which identifies the specific type of asset, liability, equity, revenue or expense in each transaction line (e.g., Accounts Receivable, 9-month faculty salary, Office Supplies).

G Acct Description The description of the specific type of asset, liability, equity, revenue or expense the Account represents. H Org ChartField segment (5-digit) that identifies the academic or academic support unit associated with the entry. I Fund ChartField segment that identifies the source of money used in a Human Resources transaction. J Project ChartField segment used to specify activities that have a specific start and end date. Required for sponsored


K Program ChartField segment which is used, on an optional basis, to identify multidisciplinary activities, or any other special initiatives or activities which do not have specific start and end dates.

L User Def ChartField segment used, on an optional basis, for any reporting needs not covered by other ChartField segments. M Employee ID The ID number of the employee. N Employee Name The name of the employee. O HR Accrual Reversal Posted in July for 9-Month faculty and biweekly employees, this entry reverses the salary accrual entries posted in

June for the previous fiscal year. P HR June Accrual Posted in June for 9-Month faculty and biweekly employees, this accounting entry recognizes services from

employees that have been provided, but not yet paid for, as part of the fiscal year-end closing process. Q HR Net Accrual A calculation of the July reversal plus the June accrual. For fiscal periods July through May, this amount includes




Schedule 3.7 – Detail of Biweekly Payroll – HRB130S37

Schedule Overview Schedule Purpose • Provides payroll expenses for biweekly paid employees and pay date. Fields Selected • The fields selected are:

− Account − Account Description − Employee ID − Employee Name − Fund − Human Resources Payroll Expense – Current Month − Organization − Pay Date − Program − Project − User Defined.




− Organization − Fund − Project − Program − Pay Date − Account − User Defined − Employee Name.

Notes: • This schedule is available before the close of the accounting period with Human Resources system data only. • Off cycle payments will be included on the listing under the Pay Date most closely associated with the check issue date. • Personnel Expenditure Transfers are not included.

Reconciliation of HR/GL Components of Actual Expense Report ID: HRB13OS7 Page 1 of 2 Run Date: 02/09/02 06:36 PMSchedule 3.7 - Detail of Bi-Weekly Payroll

07330 Geography011200 GF-Departmental Budgets Pool Fund:

Org:Program:

Project:

60055 Classified Reg Sal/Hrly>=50%

12/14/01Pay Date:

User Def Emplid Employee NameHR P/R Expense -

Cur Month9425124595441150

Connelly,BethanyWilliamson,Meredith C

1,032.001,015.212,047.21

12/28/01Pay Date:


Cur Month9425124595441150

Connelly,BethanyWilliamson,Meredith C

1,032.001,015.202,047.20

60131 Student (non-GA/non-FWSP)

12/14/01Pay Date:


Cur Month98443555 Hillingsworth,Richard 97.92

97.92

12/28/01Pay Date:


Cur Month98443555 Hillingsworth,Richard 2 238.32

238.32

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Schedule 3.7 – Detail of Biweekly Payroll – Detailed Description

These field descriptions correspond to the lettered fields on the sample Schedule 3.7 – Detail of Biweekly Payroll.


Human Resources system data was available. E ChartField The set of values used to identify financial transactions and some Human Resources transactions. There are three

required values (Organization, Fund and Account), three optional values (Project, Program and User Defined) and three default values (Business Year, Function and Budget Year).

F Acct Account; ChartField segment which identifies the specific type of asset, liability, equity, revenue or expense in each transaction line (e.g., Accounts Receivable, 9-month faculty salary, Office Supplies).

G Account Description The description of the specific type of asset, liability, equity, revenue or expense the Account represents. H Pay Date The official pay date for a pay period. I User Def ChartField segment used, on an optional basis, for any reporting needs not covered by other ChartField segments. J Employee ID The ID number of the employee. K Employee Name The name of the employee. L HR P/R Expense – Cur Month Net of gross charges posted from the Human Resources payroll expense feeds for the specified pay period and

employee. Recommended Review Procedures • Match the total by Pay Date to the biweekly Human Resources feed amounts on the General Ledger Revenue and Expense Transaction Detail report (GLU004OS-

91). Corrective Action

If I find… What does the College/Department do? What does the centralized unit do? …an inappropriate payment

• Verify the accuracy of the employee payment and if inappropriate contract OHR Payroll to discuss overpayment steps.

• N/A

…the expense appeared in the wrong ChartField

• Enter a PET transaction in the Human Resources system to transfer the expense to the appropriate ChartField.

• N/A

Schedule 3.8 – Detail of Personnel Expenditure Transfer Entries by Employee – HRB130S38

Schedule Overview Schedule Purpose • Lists the Personnel Expenditure Transfer entries which have posted to the General Ledger for the specified period. Fields Selected • The fields selected are:

− Account − Account Description − Employee ID − Employee Name − Fund − Human Resources Payroll Expense – Current Month − Organization − Program − Project − User Defined.





Notes: • This schedule is available before the close of the accounting period with Human Resources system data only.

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Run Date: 02/09/02 06:36 PMSchedule 3.8 - Detail of PET Entries by Employee

07440 Journalism & Communication011200 GF-Departmental Budgets Pool Fund:

Org:Program:

Project:

60022 9 Month Regular Faculty


Cur Month86952037 Johann-Gibson,Donna -684.64

-684.64

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Schedule 3.8 – Detail of Personnel Expenditure Transfer Entries by Employee – Detailed Description

These field descriptions correspond to the lettered fields on the sample Schedule 3.8 – Detail of Personnel Exp enditure Transfer Entries by Employee.




F Acct Account; ChartField segment which identifies the specific type of asset, liability, equity, revenue or expense in each transaction line (e.g., Accounts Receivable, 9-month faculty salary, Office Supplies).

G Account Description The description of the specific type of asset, liability, equity, revenue or expense the Account represents. H User Def ChartField segment used, on an optional basis, for any reporting needs not covered by other ChartField segments. I Employee ID The ID number of the employee. J Employee Name The name of the employee. K HR P/R Expense – Cur Month Net of gross charges posted from the Human Resources payroll expense feeds for the specified month and

employee. Recommended Review Procedures • N/A Corrective Action

If I find… What does the College/Department do? What does the centralized unit do? … an inappropriate or inaccurate PET

• Enter a new PET transaction in the Human Resources system to correct it. • N/A

Documents

Reconciliation of Human Resources / General Ledger ... of Human Resources / General Ledger Components of Actual Expense – HRB130 Overview Purpose • This report provides detail