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Join Alan Vorwerck and Peter Hefler from the Los Rios Community College District for an informative session on the Payroll to GL interface within PeopleSoft. This presentation will cover delivered functionalities and necessary setups, including key interface tables such as Position_Data and Acct_CD. Gain insights into LRCCD's customizations, the Payroll-AP interface to manage liabilities, and effective payroll data reporting. Learn to streamline your payroll processes with best practices, customizations, and ongoing work in progress. Questions are welcome!
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Presenters: Alan Vorwerck Director Application Development Peter Hefler Sr. Programmer/Analyst Los Rios Community College District, Sacramento Ca.
Session Number: 1011 Payroll to GL Interface - Use the delivered panels or write your own
Presentation Outline Outline 1. Background Info 2. Delivered PeopleSoft Payroll GL Interface 3. Setup required 4. Maintaining the Key Interface Tables -- Position_Data table -- Acct_CD table -- Dept_Budget table -- Position/Acct_Cd assgnmts
Outline - cont. Outline - cont. 5. LRCCD’s Customizations 6. Payroll-AP Interface (Relieving the Payroll Liabilities) 7. Reporting Payroll Data 8. Work in Progress (WIP) 9. Questions
Background Info 1. Background Information • Payroll Schedule/Volume • Two monthly payroll runs • 1880 full time employees • 2290 Temporary/Part Time employees • Adjustments • 200+ payroll adjustments
Background Info 1. Background Information - cont. Platform • HRMS V7.51 • Financials V7.51 • Oracle 8.1.7.x.x • UNIX/NT
3. Setup Required • Installation Table • Department Table • Position Data Table • Acct_CD Table • Department Offset Group • Department Budget Table • Business Unit (HR/Payroll bu > G/L bu)
Setup Required - cont. Administer GL Interface ) Business Unit ) Detail Calendar ) Ledger Template ) Detail Ledger ) Ledger Group ) Ledgers for GL Business Unit ) Journal Source ) Operator Preferences ) Acct. Entry Definition ) Journal Generator Template ) GL Business Unit/HR Company Mapping
4. Maintaining the Key Interface Tables a. Position_Data table - manual effort undertaken by Fiscal Services to add/update position records b. Dept_Budget table - custom sqr to insert/update dept_budget table as new departments/positions are added *** Delivered sqr to update fiscal year
c. Acct_CD table - manual effort undertaken by Fiscal Services to add/update acct_cd records d. Position Nbr/Acct_CD Assignments - • Regular employees - unique position; few, if any changes to position data in Job record; account code in dept budget table. • Temporary employees - pooled positions; override specific position data in job record; account code(s) entered on job.
5. LRCCD’s Customizations Custom sqr to keep position_data and department_budget table in sync Run custom sqr to build export file
Customizations include: A. Custom sqr to keep Position_Data and Department_Budget tables in sync • Inserts new rows into Department_Budget table as new positions are added • Supports payroll distribution process
B. Custom sqr to build Payroll-G/L file to better support LRCCD’s specific requirements. • Aggregates payroll liability expenses. • Retains detail earnings records • Addition of check #,employee # and name to detail earning records
6. Payroll-AP Interfaces Purpose: To relieve the payroll liab. resulting from employee/ employer taxes & benefits, employee garnishments, etc.
8. Work in Progress (WIP) Develop interface to support payroll adjustments • Input correcting journal in Financial system, automatically insert correcting entry in HRMS system
