Payroll to GL Reconciliation

Contact Info Reconciling Payroll PAYTODATE file with Corresponding Expenditures in the General Ledger Jennifer Hedges Functional Analyst HR, CF, ARCR

College of Western Idaho Brought CF & Payroll up in July/August 2008 First classes were January 2009 We have approximately 800 on payroll Reconciliations take place monthly CWI’s Colleague is on an SQL platform Reporting tools: Business Objects XI R FP3.3 currently

College of Western Idaho Payroll function is part of the Business Office Payroll specialist performs liability account reconciliation Accountant in Business Office performs reconciliation between Payroll PAY-TO- DATE file and the General Ledger. Used to take hours but with this process now takes 25 minutes

College of Western Idaho GL Account Structure: –14-digits, Object Codes 6xxx are what we are reconciling to the PAYTODATE HR file –68xx are fringe, payroll simultaneously creates liability to our 2xxx accounts –The 2xxx accounts are reconciled separately by Payroll Specialist (not in this presentation but I can send you our template just send me an

Steps to Reconciliation 1.Wait until Day After Pay Day.** 2.Run Payroll Summary Report in Business Objects 3.Run Work Study Report in Business Objects* 4.Run Journal Entry report to find and total any correcting journal entries (should total 0) 5.Run Query Report to see if any other Source Codes other than BU, JE or PR. 6.Run GLBR total month-to-date actuals to compare 7.Complete Reconciliation Spreadsheet as you go

Background Information Our Pay Periods: –1 st through 15 th, Paydate 25th –16 th through last of month, Paydate 10 th –Transmit 2 days prior to Paydate Dates for our Example: –Payroll or HR Universe Reports: PPE 10/31/2010 and PPE 11/15/2010 –GL or Finance Universe Reports: Nov 1 through Nov 30

Possible Reasons for being ‘Off’ Manual Check is on the cusp. –Ex: PPE 11/30 Hits GL in Nov but hit PAYTODATE file in December –Avoid this by entering Transaction Date on MNCK screen as one in the next pay period. Invoice or Voucher posted to a payroll object code. Refund from IRS – this would be seen as a source code of CR Medical Expense agreement – you’ll see this as a PJ source code

Reconciling Spreadsheet From Payroll Summary Report From Work Study Report From Journal Entry Report From Object Query Report, any Manual Checks (ask Payroll) GLBR MTD Actuals

STEPS TO RECONCILIATION 1.Wait until Day After Pay Day.** 2.Run Payroll Report in Business Objects 3.Run Work Study Report in Business Objects* 4.Run Journal Entry report to find and total any correcting journal entries (should total 0) 5.Run Query Report to see if any other Source Codes other than BU, JE or PR. 6.Run GLBR total month-to-date actuals to compare

Payroll Summary Report in Business Objects These fields are from the “Employee Payroll Information” class in the HR Universe

Payroll Summary Report in Business Objects

Update Our Reconciliation Spreadsheet

STEPS TO RECONCILIATION 1.Wait until Day After Pay Day.** 2.Run Payroll Report in Business Objects 3.Run Work Study Report in Business Objects* 4.Run Journal Entry report to find and total any correcting journal entries (should total 0) 5.Run Query Report to see if any other Source Codes other than BU, JE or PR. 6.Run GLBR total month-to-date actuals to compare

Work Study Report These fields are from the “GL Transaction Detail” and “GL Accounts” classes in the Finance Universe

Work Study Report

Update Our Reconciliation Spreadsheet

STEPS TO RECONCILIATION 1.Wait until Day After Pay Day.** 2.Run Payroll Report in Business Objects 3.Run Work Study Report in Business Objects* 4.Run Journal Entry report to find and total any correcting journal entries (should total 0) 5.Run Query Report to see if any other Source Codes other than BU, JE or PR. 6.Run GLBR total month-to-date actuals to compare

Journal Entry Report Select Source Code = “JE” GL Transaction Date between 11/01/2010 and 11/30/2010 Object Code 6%

Journal Entry Report Total GL Transactions Debit Amount Total GL Transaction Credit Amount Calculate the difference

Update Our Reconciliation Spreadsheet

STEPS TO RECONCILIATION 1.Wait until Day After Pay Day.** 2.Run Payroll Report in Business Objects 3.Run Work Study Report in Business Objects* 4.Run Journal Entry report to find and total any correcting journal entries (should total 0) 5.Run Query Report to see if any other Source Codes other than BU, JE or PR. 6.Run GLBR total month-to-date actuals to compare

Object Query Report Any Source Codes Other than BU, JE or PR will be reconciling items.

Object Query Report Select Object Codes starting with 6 Enter GL Transaction Date Range

Object Query First Item is a Cash Receipt - Refund from the IRS Second Item is a Reimbursement to an Employee Both are Reconciling Items

Update Our Reconciliation Spreadsheet

1.Wait until Day After Pay Day.** 2.Run Payroll Report in Business Objects 3.Run Work Study Report in Business Objects* 4.Run Journal Entry report to find and total any correcting journal entries (should total 0) 5.Run Query Report to see if any other Source Codes other than BU, JE or PR. 6.Run GLBR Total Month-to-Date Actuals to Compare 7.Complete Reconciliation Spreadsheet as you go

Running GLBR

GLBR Results Total First Item is a Cash Receipt - Refund from the IRS Second Item is a Reimbursement to an Employee Both are Reconciling Items

Update Our Reconciliation Spreadsheet