Payroll Fiscal Year End

Transcription

1 Payroll Fiscal Year End

2 This Presentation will cover the following procedures: Payroll Leave Liability Accrual Clear Year-to-Date Leave Roll Excess Leave Salary Adjustments

3 Spread Leave Liability PREREQUISITES: All leave should be current and correct. PERFORMANCE TIME: This is a time critical operation and should be executed after the last payroll of the current year and before the first payroll of the new year. EFFECT OF EXECUTION: The spread leave liability option of the payroll period end process will create a report showing the spread through account numbers to allow you to make the pre-closing entry for your site's leave liability. To complete the procedure, you must know the balance of leave liability currently on your books so that you will spread only the liability accrued during the fiscal year to be closed. This procedure must be performed individually for each of your leave codes. RUN MULTIPLE TIMES: Yes, if the leave information on the employee master records changes, the spread leave liability process may be run again. BENEFIT: The software will compute the leave, pro-rating the amount of leave liability for the current year based on the percentage of each payroll code. SIDE EFFECTS: None.

4 Spread Leave Liability Use the Spread Leave Liability option to calculate the dollar value of the unused leave held by each of your company's employees. It will also print a report, outlining the findings. This option is provided to help your company maintain the leave liability in its financial records.

5 To access the Spread Leave Liability option, select option #06 Period End Process, from the Payroll Main Menu.

6 Select option #03 Spread Leave Liability from the Period End Menu.

7 Spread Leave Liability Spread Only Actives: Type "Y" if you are only liable for active employees. If you type "Y", you will only spread the leave liability for your active, current employees. Type "N" if you want to spread your company's leave liability to every employee on your records across the board. Allocation Based on/thru: Type the beginning and ending check date range to tell the system what period of time to charge the leave liability's dollar value to. Leave both fields blank to NOT reflect the period range. Leave Code to Print: Type the leave code that you want the system to use to spread in order to accrue the liability. Work Factor (Accrual): Type the percentage rate at which you want to accrue your employees' leave. 100% will be the default. You can accrue at more than 100% if your site chooses. Enter Payrolls to Print: Type the Payroll number to include in this accrual or leave blank for all.

8 The system will calculate the gross for each fund and calculate the liability as well. You will be required to enter the liability from the previous year for each fund.

9 Clear Year to Date Leave PREREQUISITES: All leave should be current and correct. The leave report can be printed optionally to show status of employee leave record before leave is cleared. PERFORMANCE TIME: This is a time critical operation and should be executed after the last payroll of the current year and before the first payroll of the new year. Caution: Many sites want the YTD earned and taken fields to show Calendar Year to Date rather than Fiscal Year to Date totals. If this is true for your site you should be running this step at the end of the calendar year, before the first payroll of the new calendar year rather than at the end of the fiscal year. Perform this step at the appropriate time per your sites policy. EFFECT OF EXECUTION: The year-to-date taken and year-to-date earned fields are set to zero. RUN MULTIPLE TIMES: Yes, if done before the first payroll. BENEFIT: All employee records are updated making it unnecessary to update each employee master record. SIDE EFFECTS: None.

10 To access the Clear YTD Leave option, select option #06 Period End Process, from the Payroll Main Menu.

11 Choose option #02 Clear Y-T-D Leave from the Period End Menu.

12 Once you enter the payroll numbers and Leave Codes to clear, you will be prompted to continue. If you are sure, type Y.

13 Roll Excess Leave PREREQUISITES: All leave should be current and correct. The leave report can be printed optionally prior to roll to show content of leave employee leave record and after excess leave is rolled to show the effect of the roll. PERFORMANCE TIME: This is a time critical operation and should be executed after the last payroll of the current year and before the first payroll of the new year and before the clear year-to-date leave process is run. Caution: Many sites roll the excess leave at the end of the calendar year rather than at the end of the fiscal year. Perform this step at the appropriate time per your sites policy. EFFECT OF EXECUTION: Any leave above the limits set by policy will be rolled to another code. RUN MULTIPLE TIMES: Should not be necessary. BENEFIT: The software will adjust the leave, moving excess to another code. SIDE EFFECTS: None.

14 To access the Roll Excess Leave option, select option #06 Period End Process, from the Payroll Main Menu.

15 Roll Excess Leave Use the Roll Excess Leave option to help your company control its employees' excess leave. Running this option may even be an exception for your company. Perhaps your company has a policy that says an employee can never take more than 10 days of annual leave from one year to the next. If your company was using the calendar year, then you would go out at January 1, and use this option to tell the system that everyone who has over a particular value of leave on the books must roll it form one leave code to another. This presentation will assume you roll excess leave at Fiscal Year versus Calendar Year.

16 Choose option #04 Roll Excess Leave from the Period End Menu.

17 Roll Excess Leave Roll Excess Over: Type the value that represents the maximum amount of leave that your employees can have on the books. Leave zeros to use the total limit amount from employee screen. Enter 9 s to roll the entire amount due. Roll Excess From: Type the Leave Code that represents the leave you are rolling. Hit <ENTER> if necessary. Roll Excess To: Type the Leave Code that represents the leave you are rolling the hours into. NOTE: You must have a valid code in both fields and these codes cannot be the same.

18 Roll Excess Leave Add to YTD Earned: Type Y to add to the YTD Earned total. Hit <ENTER> as necessary. Enter Payroll Numbers to Process: Type the Payroll Number or Numbers that you want to roll the leave for. Hit <ENTER> as necessary. Enter Pay Frequencies to be Included: Type the frequency code for the employees you want to roll. Leave Blank to include all frequencies. Hit <ENTER> if necessary.

19 Salary Adjustments PREREQUISITES: None. PERFORMANCE TIME: This is a time critical operation and should be executed according to the administrative policy at your site. The time should be after the last payroll of the current year and before the first payroll of the new year. If your site uses the detail entry/work order payroll option, the performance time could be after payroll information is entered for the working day of the fiscal year and before times are entered for the new fiscal year. EFFECT OF EXECUTION: The new salary rate will be used by the payroll for computing wages. RUN MULTIPLE TIMES: Should not be necessary. BENEFIT: Not applicable. SIDE EFFECTS: None.