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. 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 x.x UNIX/NT

2. Delivered PeopleSoft Payroll-G/L Interface

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 Run custom sqr to build export file Custom sqr to keep position_data and department_budget table in sync

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

Payroll-GL Interface File

6. Payroll-AP Interfaces Purpose: To relieve the payroll liab. resulting from employee/ employer taxes & benefits, employee garnishments, etc.

7. Reporting Payroll Data

Payroll Data is accessible via a browser

8. Work in Progress (WIP) Develop interface to support payroll adjustments –Input correcting journal in Financial system, automatically insert correcting entry in HRMS system

WIP - cont.

9. Questions