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PAYROLL INTERFACE

This presentation covers the critical aspects of the payroll interface, detailing various payroll types including regular, special districts, final checks, and off-cycle payrolls. It explains the transition of payroll data from the HRMS to the OASIS Financials system, illustrating the generation of payroll journals, including expense and accruals. Common payroll interface errors, roles of departments, and the handling of fallouts—where employee paychecks do not process—are also discussed. For additional information, please contact the provided email or phone numbers.

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PAYROLL INTERFACE

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  1. PAYROLL INTERFACE Presented by: Marla Pendleton, Principal Accountant Yumeka Seabrooks, Supervising Accounting Tech September 15, 2004

  2. Types of Payrolls • Regular – County/Flood Control current pay period and active employees • Special Districts – current pay period and active employees • Final Check – termed employees, (PEP employees) • Off Cycle – used for special processing

  3. What is the Payroll Interface? • The payroll interface is the transition of a payroll data file from the HRMS System, which is in summarized financial form and loaded into the OASIS Financials System.

  4. Payroll Journals • Every payroll has multiple interface files which are loaded into financials. • With the exception of PP14 & 15, each County/Flood file will generate at least eight (8) journals. • PP14 & 15 will have at least sixteen (16). • Eight (8) expense journals • Eight (8) accruals

  5. Payroll Journal Descriptions Long Term Disability Medicare Retirement PERS Retirement 401A Salaries Short Term Disability Social Security Unemployment

  6. How to Identify the Journals • The journal date is the same as the pay date for the given pay period. • For instance, PP14 pay date is 7/07/04, the payroll journals for PP14 will be dated 7/07/04.

  7. Journal Status

  8. Payroll Calendar

  9. Payroll Interface Errors • Invalid Chartfield Combinations • New Expense Accounts • New Funds (ISF) / DeptIDs • TPI Codes

  10. Payroll Interface Errors • Org Budget Data Not Found • Insufficient Appropriations

  11. Payroll Interface Errors • Project Grants • Insufficient Funding Source • Invalid Project Grant • Insufficient Project Grant Budget* • Invalid Project Grant Date

  12. Roles • Departments • Human Resources • HRMS • OASIS • Payroll (Auditor Controller)

  13. Departments Role • Make sure you notify HRMS timely of changes to payroll distributions: • TPI Codes • New Funds • New Dept Ids • Make corrections to errors timely

  14. HRMS • Update the HRMS system with changes in the departments payroll distributions. • Compile the HRMS data file and send to Financials. • Assist payroll in reconciling and posting payroll.

  15. OASIS Financials • Upload the HRMS data files • Assist departments and payroll in correcting errors that prevent the posting of the journals. • Assist payroll in posting the payroll journals.

  16. Payroll • Reconcile and correct errors in the journals • Post the journals

  17. Posting the Interface • Timing • Usually takes 3-5 days to post • Salary Journal has 90,000 lines Budget Check can only be run at night after hours

  18. Payroll Interface Fallouts • What are fallouts? • Why does this happen? • How does payroll post these employees?

  19. Interface fallouts are… • Employee paychecks that do not move from HRMS to Financials through the interface process. • We average about (20) twenty employees per pay period.

  20. PP12 Fallouts

  21. Why does this happen? • The accounting information for the employee is invalid, the system is unable to distribute expenses • If an employee has more than two checks in the interface, the third will not be “picked up”. • For example…

  22. EE – Kermit D. Frogg • On PP18, Kermit’s department entered 80 regular hours for him and should have only paid him 20 hours. Payroll closed PP18 on Thursday, 8/26/04. The department reviewed its pay register on Monday, 8/30/04 and found the mistake. The department call’s payroll, explains the problem and request a reversal on Kermit’s pay warrant and request a corrected warrant. • Kermit ends up with three warrants • Original warrant (80 hrs) • Reversed warrant • Corrected warrant (20 hrs) • Only two of these warrants will go through the interface and post

  23. How does Payroll Post Fallouts? • Manually prepare an Online Journal Entry source code (ONL), to charge expenses to departments and move cash to various clearing funds.

  24. Prior Process • Prior to April 2004, Online Journal Entries were prepared for each transaction fall-out • The employee name and ID number was specified on each individual journal. • Due to the volume there was a major delay between the interface and fall-out journal posting dates.

  25. Current Process • As of pay period 2004-08, the fall-out transactions are summarized into one journal entry per pay period. • Individual names and EIN are not identified on the journal. • Fall-out journals are prepared within the same pay period as the interface journal

  26. Questions?

  27. Contact Information • If you need detailed information for each fallout, please email your request to: mpendlet@co.riverside.ca.us Yumeka Seabrooks (951) 955-3810 Marla Pendleton (951) 955-3867

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