Docstoc

HR GL Reconciliation Report Monthly Reconciliation of

Document Sample
HR GL Reconciliation Report Monthly Reconciliation of Powered By Docstoc
					Reconciliation of Human Resources / General Ledger Components of Actual Expense – HRB130

Overview
Purpose
• This report provides detail information from the Human Resources system to allow reconciliation of actual payroll expense entries on monthly financials reports.

Schedules Included in Report Group 3
• Schedule 3.1 – Separation of Year-End Accrual Entries – HRB130S31
• Schedule 3.2 – Components of Current Month Expenditures (Excluding Year-End Accruals) – HRB130S32
• Schedule 3.3 – Detail of Human Resources Payroll Expense by Employee – HRB130S33
• Schedule 3.4 – Non-HR GL Transactions – HRB130S34
• Schedule 3.5 – Net Accrual Components – HRB130S35
• Schedule 3.6 – Detail of Human Resources Accrual Entries by Employee – HRB130S36
• Schedule 3.7 – Detail of Biweekly Payroll – HRB130S37
• Schedule 3.8 – Detail of Personnel Expenditure Transfer Entries by Employee – HRB130S38

Best Time to Run
• All schedules are available at the close of the accounting period. In addition, the following schedules are populated at the end of each month with the Human
   Resources data:
   − Schedule 3.3 – Detail of Human Resources Payroll Expense by Employee – HRB130S33
   − Schedule 3.6 – Detail of Human Resources Accrual Entries by Employee – HRB130S36
   − Schedule 3.7 – Detail of Biweekly Payroll – HRB130S37
   − Schedule 3.8 – Detail of Personnel Expenditure Transfer Entries by Employee – HRB130S38

Report Parameters
• The report uses three required parameters
  − FY and GL Period
  − VP/College, Department and Organization
  − Fund or Fund range.

Notes:
• N/A
Schedule 3.1 – Separation of Year-End Accrual Entries – HRB130S31

Schedule Overview
Schedule Purpose
• Separates accrual and non-accrual activity.

Fields Selected
• The fields selected are:
   − Account
   − Account Description
   − Expenditure (excluding accruals) – Current Month
   − Expenditure (excluding accruals) – Year-to-Date
   − Fund
   − Organization
   − Program
   − Project
   − Net Accrual
   − Total General Ledger Expenditure – Year-to-Date
   − User Defined.

Page Breaks
• This schedule breaks on:
  − Organization.

Sorting
• This schedule is sorted by:
   − Organization
   − Fund
   − Project
   − Program
   − Account
   − User Defined.

Notes:
• If reconciling actual expenditures for the period, this schedule only applies to June and July.
• Detail is provided at the intermediate Account level.
• Project Field Definition: OSURF projects associated with cost sharing are treated as blank projects. To determine the amount of cost sharing, use the “Cost Share
  Project” field in the associated pivot table.
    Report ID: HRB130S31
    Report ID: HRB13OS1                                                                                                                                               Page 1
                                                                                                                                                                   Page 1 of 1 of 2
                            A                  B   Reconciliation of HR/GL Components of Actual Expense
                                                             Schedule 3.1 - Separation of Year-End Accrual Entries                                Run Date: 02/09/02 06:36 PM
                                                                              FY 2002 GL Period: 6
                                                                          C
D
    07330    Geography
      011000     GF-Departmental Budgets
E
                                                                                                                                           Expend (excluding
                 F              G          H         I       J
                                                                                                                 Expend (excluding          accruals) - Cur        Total GL
       Project             Program   User Def       Acct Acct Descr                                Net Accrual   accruals) - YTD                Month            Expend - YTD
                            10425                  60092 Graduate Research Associate                        0.00           6,999.00                  1,200.00         6,999.00
                                                                                                       K            L                          M                  N
       07-TIEFELSDORF       10965                  60092 Graduate Research Associate                        0.00           7,002.00                  1,167.00         7,002.00

      011200     GF-Departmental Budgets Pool

                                                                                                                                           Expend (excluding
                                                                                                                     Expend (excluding      accruals) - Cur        Total GL
       Project             Program   User Def       Acct   Acct Descr                              Net Accrual       accruals) - YTD            Month            Expend - YTD
                                                   60022   9 Month Regular Faculty                  -283,328.46             604,556.58            109,775.32       321,228.12
                                                   60044   Unclassified Regular>=50%                         0.00            77,699.02              12,972.01       77,699.02
                                                   60055   Classified Reg Sal/Hrly>=50%                 -2,016.80            26,613.62               4,094.41       24,596.82
                                                   60071   Faculty Temp/Term Non BE                          0.00            11,559.00               2,001.00       11,559.00
                                                   60091   Graduate Teaching Associate                       0.00           116,404.00              30,801.00      116,404.00
                                                   60092   Graduate Research Associate                       0.00            62,745.00              12,515.00       62,745.00
                                                   60093   Graduate Admin Associate                          0.00              6,999.00              1,200.00         6,999.00
                                                   60111   Additional Pay w/o Retirement                     0.00              1,200.00                   0.00        1,200.00
                                                   60123   Off-Duty Quarter Support                          0.00            47,594.67                    0.00      47,594.67
                                                   60131   Student (non-GA/non-FWSP)                         0.00                 852.48                336.24          852.48
                                                   60155   Student Federal Workstudy                         0.00                   0.00                  0.00            0.00
                                                   64416   Moving & Freight                                  0.00              3,352.68                   0.00        3,352.68
                                     DEPT          64416   Moving & Freight                                  0.00              4,396.12                   0.00        4,396.12

      014002     GF-CWSP Matching

                                                                                                                                           Expend (excluding
                                                                                                                 Expend (excluding          accruals) - Cur        Total GL
       Project             Program   User Def       Acct Acct Descr                                Net Accrual   accruals) - YTD                Month            Expend - YTD
                                                   60155 Student Federal Workstudy                          0.00              258.99                     -3.20          258.99

      017000     GF-Release Time

                                                                                                                                           Expend (excluding
                                                                                                                 Expend (excluding          accruals) - Cur        Total GL
       Project             Program   User Def       Acct Acct Descr                                Net Accrual   accruals) - YTD                Month            Expend - YTD
                                                   60101 9 Month OSURF Faculty-RT                           0.00         -13,536.00                 -4,512.00       -13,536.00
Schedule 3.1 – Separation of Year-End Accrual Entries

These field descriptions correspond to the lettered fields on the sample Schedule 3.1 – Separation of Year-End Accrual Entries.

      A        Schedule ID                            The schedule identification number.
      B        Schedule Title                         The title of the schedule.
      C        Schedule Activity Period               The fiscal year and accounting period which the schedule covers.
      D        Org                                    ChartField segment (5-digit) that identifies the academic or academic support unit associated with the entry.
      E        Fund                                   ChartField segment that identifies the source of money used in a Human Resources transaction.
      F        Project                                ChartField segment used to specify activities that have a specific start and end date. Required for sponsored
                                                      projects (i.e., RF projects), capital projects, and small grants funded by the Office of Research. Can also be used
                                                      as an optional management segment for other projects at the discretion of a college, department, or other unit. To
                                                      determine the amount of cost sharing, use the “cost share project” field in the corresponding pivot table.
      G        Program                                ChartField segment which is used, on an optional basis, to identify multidisciplinary activities, or any other
                                                      special initiatives or activities which do not have specific start and end dates.
      H        User Def                               ChartField segment used, on an optional basis, for any reporting needs not covered by other ChartField segments.
      I        Acct                                   ChartField segment which identifies the specific type of asset, liability, equity, revenue or expense in each
                                                      transaction line (e.g., Accounts Receivable, 9-month faculty salary, Office Supplies).
      J        Acct Descr                             The description of the specific type of asset, liability, equity, revenue or expense the Account represents.
      K        Net Accrual                            A calculation of the July reversal plus the June accrual. For fiscal periods July through May, this amount includes
                                                      the July Reversal only. In June, it is the net difference between the June accrual entry for the current fiscal year
                                                      and the July reversal from the last fiscal year.
      L        Expend (excluding accruals) –          The expenditures charged to a particular ChartField during the current fiscal year. Cash expenditures will differ
               YTD                                    from General Ledger reports for 9-month faculty and biweekly employees because they do not include accrual or
                                                      accrual reversal entries.
      M        Expend (excluding accruals) –          The expenditures charged to a particular ChartField during the current month. Cash expenditures may differ from
               Cur Month                              General Ledger reports during June and July because they do not include accrual or accrual reversal entries.
      N        Total GL Expend – YTD                  Current year-to-date expenditure balance posted in the General Ledger.

Recommended Review Procedures
• Use to reconcile year-to-date expenditures to the General Ledger ChartField Combination Revenue and Expense – Budget vs. Actual (GLU007OS-90) report.

Corrective Action

      If I find…                                  What does the College/Department do?                                       What does the centralized unit do?
      • N/A                •   N/A                                                                                      •   N/A
Schedule 3.2 – Components of Current Month Expenditures (Excluding Year-End Accruals) – HRB130S32

Schedule Overview
Schedule Purpose
• Separates cash expenditures for the current period into components relating to payroll expenses from the Human Resources feeds, transactions posted which were
   not a part of the Human Resources feed and any unreconciled differences between the Human Resources and General Ledger amounts (e.g., ChartField value
   inactivated after an encumbrance has been calculated by the Human Resources system but before it can be posted to the General Ledger).

Fields Selected
• The fields selected are:
   − Account
   − Account Description
   − Expenditure (excluding accruals) – Current Month
   − Fund
   − General Ledger Payroll Non-Human Resources Transactions – Current Month
   − Human Resources-General Ledger Payroll Expense Difference – Current Month
   − Human Resources Payroll Expense – Current Month
   − Organization
   − Program
   − Project
   − User Defined.

Page Breaks
• This schedule breaks on:
  − Organization.

Sorting
• This schedule is sorted by:
   − Organization
   − Fund
   − Project
   − Program
   − Account
   − User Defined.

Notes:
• This report should only be used to reconcile activity for the current month.
• Project Field Definition: OSURF projects associated with cost sharing are treated as blank projects. To determine the amount of cost sharing, use the “Cost Share
  Project” field in the associated pivot table.
    Report ID: HRB130S32 A
               HRB13OS32                     B   Reconciliation of HR/GL Components of Actual Expense                                                       1 of 1
                                                                                                                                                       PagePage1 of 2
                                       Schedule 3.2 - Components of Current Month Expenditures (Excluding Year-End Accruals)          Run Date: 02/09/02 06:36 PM
                                                                         C   FY 2002 GL Period: 6
D   07330 Geography
       011000 GF-Departmental Budgets
E
                   F           G             H            I                J                                       HR-GL P/R      GL P/R Non-HR Expend (excluding
                                                                                                   HR P/R Exp -   Exp Diff - Cur   Trans - Cur    accruals) - Cur
         Project             Program      User Def      Acct            Acct Descr                  Cur Month        Month            Month           Month
                              10425                    60092 Graduate Research Associate                 1,200.00            0.00            0.00         1,200.00
                                                                                                     K               L                M              N
         07-TIEFELSDORF       10965                    60092 Graduate Research Associate                 1,167.00            0.00            0.00         1,167.00

       011200 GF-Departmental Budgets Pool
                                                                                                                   HR-GL P/R      GL P/R Non-HR Expend (excluding
                                                                                                   HR P/R Exp -   Exp Diff - Cur   Trans - Cur    accruals) - Cur
         Project             Program      User Def      Acct                Acct Descr              Cur Month        Month            Month           Month
                                                       60022   9 Month Regular Faculty                109,775.32             0.00            0.00      109,775.32
                                                       60044   Unclassified Regular>=50%                12,972.01            0.00            0.00       12,972.01
                                                       60055   Classified Reg Sal/Hrly>=50%              4,094.41            0.00            0.00         4,094.41
                                                       60071   Faculty Temp/Term Non BE                  2,001.00            0.00            0.00         2,001.00
                                                       60091   Graduate Teaching Associate              30,801.00            0.00            0.00       30,801.00
                                                       60092   Graduate Research Associate              12,515.00            0.00            0.00       12,515.00
                                                       60093   Graduate Admin Associate                  1,200.00            0.00            0.00         1,200.00
                                                       60131   Student (non-GA/non-FWSP)                   336.24            0.00            0.00           336.24

       014002 GF-CWSP Matching
                                                                                                                   HR-GL P/R      GL P/R Non-HR Expend (excluding
                                                                                                   HR P/R Exp -   Exp Diff - Cur   Trans - Cur    accruals) - Cur
         Project             Program      User Def      Acct             Acct Descr                 Cur Month        Month            Month           Month
                                                       60155 Student Federal Workstudy                     -12.82            0.00            9.62             -3.20

       017000 GF-Release Time
                                                                                                                   HR-GL P/R      GL P/R Non-HR Expend (excluding
                                                                                                   HR P/R Exp -   Exp Diff - Cur   Trans - Cur    accruals) - Cur
         Project             Program      User Def      Acct            Acct Descr                  Cur Month        Month            Month           Month
                                                       60101 9 Month OSURF Faculty-RT                        0.00            0.00       -4,512.00        -4,512.00

       560225 OE FWSP Pool Account
Schedule 3.2 – Components of Current Month Expenditures (Excluding Year-End Accruals) - Detailed Description
These field descriptions correspond to the lettered fields on the sample Schedule 3.2 – Components of Current Month Expenditures (Excluding Year-End Accruals).

      A        Schedule ID                          The schedule identification number.
      B        Schedule Title                       The title of the schedule.
      C        Schedule Activity Period             The fiscal year and accounting period which the schedule covers.
      D        Org                                  ChartField segment (5-digit) that identifies the academic or academic support unit associated with the entry.
      E        Fund                                 ChartField segment that identifies the source of money used in a Human Resources transaction.
      F        Project                              ChartField segment used to specify activities that have a specific start and end date. Required for sponsored
                                                    projects (i.e., RF projects), capital projects, and small grants funded by the Office of Research. Can also be used
                                                    as an optional management segment for other projects at the discretion of a college, department, or other unit. To
                                                    determine the amount of cost sharing, use the “cost share project” field in the corresponding pivot table.
      G        Program                              ChartField segment which is used, on an optional basis, to identify multidisciplinary activities, or any other
                                                    special initiatives or activities which do not have specific start and end dates.
      H        User Def                             ChartField segment used, on an optional basis, for any reporting needs not covered by other ChartField segments.
      I        Acct                                 ChartField segment which identifies the specific type of asset, liability, equity, revenue or expense in each
                                                    transaction line (e.g., Accounts Receivable, 9-month faculty salary, Office Supplies).
      J        Acct Descr                           The description of the specific type of asset, liability, equity, revenue or expense the Account represents.
      K        HR P/R Exp – Cur Month               Net of gross charges posted from the Human Resources payroll expense feeds for the current month.
      L        HR-GL P/R Exp Diff – Cur             Calculated as the difference between the activity posted to the General Ledger from the Human Resources feeds
               Month                                and the data extract from the payroll system. This represents unreconciled differences between the General
                                                    Ledger and Human Resources systems.
      M        GL P/R Non-HR Trans – Cur            Transactions which are posted to payroll Accounts in the General Ledger but which are not part of the Human
               Month                                Resources payroll feed process.
      N        Expend (excluding accruals) –        The expenditures charged to a particular ChartField during the current month. Cash expenditures may differ from
               Cur Month                            General Ledger reports during June and July because they do not include accrual or accrual reversal entries.

Recommended Review Procedures
• As needed.

Corrective Action

      If I find…                                  What does the College/Department do?                                     What does the centralized unit do?
      …the                •   Ensure that all current employees are paid from active ChartField combinations.        •    N/A
      Encumbrance             Run the ChartField Where Used report in the eReports Portal to identify any
      Difference is not       necessary corrections.
      zero
Schedule 3.3 – Detail of Human Resources Payroll Expense by Employee – HRB130S33

Schedule Overview
Schedule Purpose
• List the details of the Human Resources Payroll Expense Current Month column from schedule 3.2.

Fields Selected
• The fields selected are:
   − Account
   − Account Description
   − Employee ID
   − Employee Name
   − Fund
   − Human Resources Payroll Expense – Current Month
   − Organization
   − Pay Frequency (available on pivot table output)
   − Program
   − Project
   − User Defined.

Page Breaks
• This schedule breaks on:
  − Organization
  − Fund
  − Project
  − Program.

Sorting
• This schedule is sorted by:
   − Organization
   − Fund
   − Project
   − Program
   − Account
   − User Defined
   − Employee Name.
Notes:
• This schedule is available before the close of the accounting period with Human Resources system data only.
• Includes both monthly and biweekly payrolls. Biweekly payrolls will be summed by employee by GL period.
• Project Field Definition: OSURF projects associated with cost sharing are treated as blank projects. To determine the amount of cost sharing, use the “Cost Share
  Project” field in the associated pivot table.
    Report ID: HRB130S33
    Report ID: HRB13OS3      A                B       Reconciliation of HR/GL Components of Actual Expense                                                        Page 1
                                                                                                                                                               Page 1 of 1 of 6
                                                                Schedule 3.3 - Detail of HR Payroll Expense by Employee                       Run Date: 02/09/02 06:36 PM

                                                                  C FY 2002 GL Period: 6 - (HR Data Only) D

E   Org: 07330         Geography                                                   Project:
    Fund: 011000       GF-Departmental Budgets                                    Program:    10425                   Geographical Analysis

     F   60092 Graduate Research Associate        G

                                                                                                                                                     HR P/R Exp -
                 Org   Fund Project                      Program User Def                  Acct  Emplid  Employee Name                                Cur Month
                07330 011000                              10425                           60092 99029857 Diggekofsky, Richard                              1,200.00
                                                                                                                                     N               O
                                          J                                                                                                                1,200.00
                   H         I                              K                L                F       M
Schedule 3.3 – Detail of Human Resources Payroll Expense by Employee - Detailed Description
These field descriptions correspond to the lettered fields on the sample Schedule 3.3 – Detail of Human Resources Payroll Expense by Employee.

      A        Schedule ID                          The schedule identification number.
      B        Schedule Title                       The title of the schedule.
      C        Schedule Activity Period             The fiscal year and accounting period which the schedule covers.
      D        HR Data Only                         HR Data Only appears on the schedule if the report was run before the close of the accounting period when only
                                                    Human Resources system data was available.
      E        ChartField                           The set of values used to identify financial transactions. There are three required values (Organization, Fund and
                                                    Account), three optional values (Project, Program and User Defined) and three default values (Business Year,
                                                    Function and Budget Year).
      F        Acct                                 ChartField segment which identifies the specific type of asset, liability, equity, revenue or expense in each
                                                    transaction line (e.g., Accounts Receivable, 9-month faculty salary, Office Supplies).
      G        Account Description                  The description of the specific type of asset, liability, equity, revenue or expense the Account represents.
      H        Org                                  ChartField segment (5-digit) that identifies the academic or academic support unit associated with the entry.
      I        Fund                                 ChartField segment that identifies the source of money used in a Human Resources transaction.
      J        Project                              ChartField segment used to specify activities that have a specific start and end date. Required for sponsored
                                                    projects (i.e., RF projects), capital projects, and small grants funded by the Office of Research. Can also be used
                                                    as an optional management segment for other projects at the discretion of a college, department, or other unit. To
                                                    determine the amount of cost sharing, use the “cost share project” field in the corresponding pivot table.
      K        Program                              ChartField segment which is used, on an optional basis, to identify multidisciplinary activities, or any other
                                                    special initiatives or activities which do not have specific start and end dates.
      L        User Def                             ChartField segment used, on an optional basis, for any reporting needs not covered by other ChartField segments.
      M        Employee ID                          The ID number of the employee.
      N        Employee Name                        The name of the employee.
      O        HR P/R Exp – Cur Month               Net of gross charges posted from the Human Resources payroll expense feeds for the current month.

Recommended Review Procedures
• As needed.

Corrective Action

      If I find…                                  What does the College/Department do?                                     What does the centralized unit do?
      …an                 •   Verify the accuracy of the employee payment and if inappropriate, contact OHR          •    N/A
      unexpected              Payroll to discuss overpayment steps.
      expense I don’t
      recognize
      …the expense        •   Enter a PET transaction in the Human Resources system to transfer the expense to       •    N/A
      appeared in the         the appropriate ChartField.
      wrong
      ChartField
Schedule 3.4 –Non-HR GL Transactions – HRB130S34

Schedule Overview
Schedule Purpose
• Identifies transactions posted to the General Ledger Actuals ledger which were not included in the Human Resources payroll expense feed. This includes Release
   Time and the Workstudy Allocation.

Fields Selected
• The fields selected are:
   − Account
   − Account Description
   − Amount
   − Fund
   − Journal ID
   − Journal Line
   − Line Description
   − Operator ID
   − Organization
   − Program
   − Project
   − Source
   − User Defined.

Page Breaks
• This schedule breaks on:
  − Organization.

Sorting
• This schedule is sorted by:
   − Organization
   − Fund
   − Project
   − Program
   − Account
   − User Defined
   − Journal ID
   − Journal Line.
Notes:
• Project Field Definition: OSURF projects associated with cost sharing are treated as blank projects. To determine the amount of cost sharing, use the “Cost Share
  Project” field in the associated pivot table.
    Report ID: HRB130S34 A
    Report ID: HRB13OS34                    B   Reconciliation of HR/GL Components of Actual Expense                                                 1 of 1
                                                                                                                                                PagePage1 of 1
                                                       Schedule 3.4 - Non-HR GL Transactions                                   Run Date: 02/09/02 06:36 PM
                                                                    C
                                                                        FY 2002 GL Period 6
D
    07330 Geography
E   014002 GF-CWSP Matching

                                                                                                             Journal
    Project       Program User Def    Acct Acct Descr                       Journal Id      Oprid   Source    Line Line Descr                   Amount
                                     60155 Student Federal Workstudy       FWS0000001     AUTOSYS   ALO         109 FEDERAL WORKSTUDY ALLOC          9.62
              F        G        H       I                J                    K            L            M      N              O               P      9.62

    017000    GF-Release Time
                                                                                                             Journal
    Project       Program User Def    Acct Acct Descr                        Journal Id     Oprid  Source     Line Line Descr                   Amount
                                     60101 9 Month OSURF Faculty-RT        0000176420     EXTERNAL RSF          265 DEC01 BRUBAKER,SALLY J       -1,488.96
                                     60101 9 Month OSURF Faculty-RT        0000176420     EXTERNAL RSF          385 DEC01 BRUBAKER,SALLY J       -3,023.04
                                                                                                                                                 -4,512.00

    560225    OE FWSP Pool Account

                                                                                                             Journal
    Project       Program User Def    Acct Acct Descr                       Journal Id      Oprid   Source    Line Line Descr                   Amount
                                     60155 Student Federal Workstudy       FWS0000001     AUTOSYS   ALO         110 FEDERAL WORKSTUDY ALLOC         -9.62
                                                                                                                                                    -9.62
Schedule 3.4 –Non-HR GL Transactions – Detailed Description
These field descriptions correspond to the lettered fields on the sample Schedule 3.4 – Non-HR GL Transactions.

      A        Schedule ID                           The schedule identification number.
      B        Schedule Title                        The title of the schedule.
      C        Schedule Activity Period              The fiscal year and accounting period which the schedule covers.
      D        Org                                   ChartField segment (5-digit) that identifies the academic or academic support unit associated with the entry.
      E        Fund                                  ChartField segment that identifies the source of money used in a Human Resources transaction.
      F        Project                               ChartField segment used to specify activities that have a specific start and end date. Required for sponsored
                                                     projects (i.e., RF projects), capital projects, and small grants funded by the Office of Research. Can also be used
                                                     as an optional management segment for other projects at the discretion of a college, department, or other unit. To
                                                     determine the amount of cost sharing, use the “cost share project” field in the corresponding pivot table.
      G        Program                               ChartField segment which is used, on an optional basis, to identify multidisciplinary activities, or any other
                                                     special initiatives or activities which do not have specific start and end dates.
      H        User Def                              ChartField segment used, on an optional basis, for any reporting needs not covered by other ChartField segments.
      I        Acct                                  ChartField segment which identifies the specific type of asset, liability, equity, revenue or expense in each
                                                     transaction line (i.e., Accounts Receivable, 9-month faculty salary, Office Supplies).
      J        Acct Descr                            The description of the specific type of asset, liability, equity, revenue or expense the Account represents.
      K        Journal Id                            Unique, 10 digit system generated identifier for a journal entry. Journal IDs can be numeric and alpha-numeric,
                                                     depending on the source of the journal.
      L        Oprid                                 The operator ID of the user who initiated the journal entry.
      M        Source                                The department, entity, medium that initiated the journal entry.
      N        Journal Line                          The journal line number on which the transfer appears.
      O        Line Descr                            The description for the journal line as entered by the journal initiator.
      P        Amount                                The amount of expense transferred by the journal line.

Recommended Review Procedures
• As needed.

Corrective Action

      If I find…                                 What does the College/Department do?                                        What does the centralized unit do?
      …a Release          •    Contact Research Foundation Payroll at 688-8506.                                       •    Researches the situation and provides
      Time action that                                                                                                     feedback.
      I do not
      recognize
      … anything else     •    Contact Accounting at 292-4156.                                                        •    Researches the situation and provides
      I do not                                                                                                             feedback.
      recognize
Schedule 3.5 – Net Accrual Components – HRB130S35

Schedule Overview
Schedule Purpose
• Lists the details of the Net Accrual column from Schedule 3.1.

Fields Selected
• The fields selected are:
   − Account
   − Account Description
   − Fund
   − Human Resources-General Ledger Accrual Reversal Difference
   − Human Resources-General Ledger June Accrual Difference
   − Human Resources Accrual Reversal
   − Human Resources June Accrual
   − Net Accrual
   − Organization
   − Program
   − Project
   − User Defined.

Page Breaks
• This schedule breaks on:
  − Organization
  − Fund.

Sorting
• This schedule is sorted by:
   − Organization
   − Fund
   − Project
   − Program
   − Account
   − User Defined.

Notes:
• Project Field Definition: OSURF projects associated with cost sharing are treated as blank projects. To determine the amount of cost sharing, use the “Cost Share
  Project” field in the associated pivot table.
    Report ID: HRB130S35
               HRB13OS35   A               B       Reconciliation of HR/GL Components of Actual Expense                                                   1 of
                                                                                                                                                     PagePage11 of 1
                                                                 Schedule 3.5 - Net Accrual Components                              Run Date: 02/09/02 06:36 PM
                                                                      C FY 2002 GL Period: 6
D
    07330 Geography
     011200 GF-Departmental Budgets Pool
E

                                                                                      HR Accrual    HR-GL Accrual    HR June          HR-GL
      Project          Program User Def     Acct Acct Descr                            Reversal        Rev Diff       Accrual        Accrual Diff   Net Accrual
                                           60022 9 Month Regular Faculty                -283,328.46           0.00           0.00            0.00   -283,328.46
                                           60055 Classified Reg Sal/Hrly>=50%             -2,016.80           0.00           0.00            0.00     -2,016.80
                                                                                        -285,345.26           0.00           0.00            0.00   -285,345.26

                F          G      H            I             J                         K                  L            M                 N             O
Schedule 3.5 – Net Accrual Components – Detailed Description
These field descriptions correspond to the lettered fields on the sample Schedule 3.5 – Net Accrual Components.

      A        Schedule ID                           The schedule identification number.
      B        Schedule Title                        The title of the schedule.
      C        Schedule Activity Period              The fiscal year and accounting period which the schedule covers.
      D        Org                                   ChartField segment (5-digit) that identifies the academic or academic support unit associated with the entry.
      E        Fund                                  ChartField segment that identifies the source of money used in a Human Resources transaction.
      F        Project                               ChartField segment used to specify activities that have a specific start and end date. Required for sponsored
                                                     projects (i.e., RF projects), capital projects, and small grants funded by the Office of Research. Can also be used
                                                     as an optional management segment for other projects at the discretion of a college, department, or other unit. To
                                                     determine the amount of cost sharing, use the “cost share project” field in the corresponding pivot table.
      G        Program                               ChartField segment which is used, on an optional basis, to identify multidisciplinary activities, or any other
                                                     special initiatives or activities which do not have specific start and end dates.
      H        User Def                              ChartField segment used, on an optional basis, for any reporting needs not covered by other ChartField segments.
      I        Acct                                  ChartField segment which identifies the specific type of asset, liability, equity, revenue or expense in each
                                                     transaction line (e.g., Accounts Receivable, 9-month faculty salary, Office Supplies).
      J        Acct Descr                            The description of the specific type of asset, liability, equity, revenue or expense the Account represents.
      K        HR Accrual Reversal                   The reversal of the accrual entry by employee as calculated from Human Resources data. This amount applies
                                                     only to 9-Month faculty and biweekly employees. It is posted only in July.
      L        HR-GL Accrual Rev Diff                Calculated as the accrual reversal posted to the General Ledger less the total accrual reversal as calculated by
                                                     person from the Human Resources system. Applies to 9-Month faculty and biweekly employees only.
      M        HR June Accrual                       The accrual entry by employee as calculated from Human Resources data. This amount applies only to 9-Month
                                                     faculty and biweekly employees. It is posted only in June.
      N        HR-GL Accrual Diff                    Calculated as the accrual posted to the General Ledger less the total accrual as calculated by person from the
                                                     Human Resources system. Applies to 9-Month faculty and biweekly employees only.
      O        Net Accrual                           A calculation of the July reversal plus the June accrual. For fiscal periods July through May, this amount includes
                                                     the July Reversal only. In June, it is the net difference between the June accrual entry for the current fiscal year
                                                     and the July reversal from the last fiscal year.

Recommended Review Procedures
• As needed.

Corrective Action

      If I find…                                  What does the College/Department do?                                      What does the centralized unit do?
      • N/A               •    N/A                                                                                     •   N/A
Schedule 3.6 – Detail of Human Resources Accrual Entries by Employee – HRB130S36

Schedule Overview
Schedule Purpose
• Lists the details of the Human Resources Accrual Reversal and Human Resources Accrual columns from Schedule 3.5.

Fields Selected
• The fields selected are:
   − Account
   − Employee ID
   − Employee Name
   − Fund
   − Human Resources Accrual Reversal
   − Human Resources June Accrual
   − Human Resources Net Accrual
   − Organization
   − Program
   − Project
   − User Defined.

Page Breaks
• This schedule breaks on:
  − Organization
  − Fund.

Sorting
• This schedule is sorted by:
   − Organization
   − Fund
   − Project
   − Program
   − Account
   − User Defined
   − Employee Name.

Notes:
• This schedule is available before the close of the accounting period with Human Resources system data only.
• The July reversal is posted in July and will not change throughout the fiscal year.
• The June accrual is posted at the end of the fiscal year, before the fiscal year is closed.
• Project Field Definition: OSURF projects associated with cost sharing are treated as blank projects. To determine the amount of cost sharing, use the “Cost Share
  Project” field in the associated pivot table.
    Report ID: HRB130S36
               HRB13OS36    A                 B   Reconciliation of HR/GL Components of Actual Expense                                                   1 of
                                                                                                                                                    PagePage11 of 1
                                                         Schedule 3.6 - Detail of HR Accrual Entries by Employee                   Run Date: 02/09/02 06:36 PM
                                                                     FY 2002 - (HR Data Only)
                                                                  C                                 D

E   Org: 07330      Geography                                              Project:
    Fund: 011200    GF-Departmental Budgets Pool                          Program:

F   60022   9 Month Regular Faculty   G

                                                                                                                   HR Accrual      HR June          HR Net
     Org     Fund Project             Program User Def     Acct    Emplid     Employee Name                          Reversal       Accrual         Accrual
    07330   011200                                        60022   78058398    Baker, Armondo                          -15,867.00           0.00     -15,867.00
      H        I       J                  K        L        F        M                             N               O                P             Q
    07330   011200                                        60022   93020647    Blige, Maria J                          -14,910.00           0.00     -14,910.00
    07330   011200                                        60022   78943086    Colonko, Helga                          -16,821.00           0.00     -16,821.00
    07330   011200                                        60022   84444362    Dubau, Jean-Christian                   -14,829.00           0.00     -14,829.00
    07330   011200                                        60022   69826423    Fitzpatrick, Myles O                    -34,833.00           0.00     -34,833.00
    07330   011200                                        60022   70054961    Hainaut,Genevieve                       -11,667.00           0.00     -11,667.00
    07330   011200                                        60022   00396218    Jacques, Fernando                       -11,280.96           0.00     -11,280.96
    07330   011200                                        60022   85055321    Koln, Dieter                            -12,034.50           0.00     -12,034.50
    07330   011200                                        60022   98445628    Liesle, Alan                            -12,831.00           0.00     -12,831.00
    07330   011200                                        60022   71952312    Morehanne, Holly                        -17,772.00           0.00     -17,772.00
    07330   011200                                        60022   96123961    Mugatou, Alexander                      -17,181.00           0.00     -17,181.00
    07330   011200                                        60022   86044858    Nolan, Brenden                          -15,048.00           0.00     -15,048.00
    07330   011200                                        60022   98746619    Robillard, Anitta                       -12,837.00           0.00     -12,837.00
    07330   011200                                        60022   84083146    Ruhland, Reginald                       -24,072.00           0.00     -24,072.00
    07330   011200                                        60022   77355652    Samsonite, Marry                        -17,568.00           0.00     -17,568.00
    07330   011200                                        60022   79951731    Tomassie, Rolo                          -22,062.00           0.00     -22,062.00
    07330   011200                                        60022   94421991    Young,Catherine Erin                    -11,715.00           0.00     -11,715.00
                                                                                                                     -283,328.46           0.00    -283,328.46

    60055   Classified Reg Sal/Hrly>=50%

                                                                                                                   HR Accrual      HR June         HR Net
     Org   Fund Project               Program User Def     Acct  Emplid  Employee Name                              Reversal        Accrual        Accrual
    07330 011200                                          60055 93541245 Johnson,Meredith B                            -1,016.80           0.00     -1,016.80
    07330 011200                                          60055 99221550 Yarrow,Jillian C                              -1,000.00           0.00     -1,000.00
                                                                                                                       -2,016.80           0.00     -2,016.80
Schedule 3.6 – Detail of Human Resources Accrual Entries by Employee – Detailed Description
These field descriptions correspond to the lettered fields on the sample Schedule 3.6 – Detail of Human Resources Accrual Entries by Employee.

      A        Schedule ID                           The schedule identification number.
      B        Schedule Title                        The title of the schedule.
      C        Schedule Activity Period              The fiscal year.
      D        HR Data Only                          HR Data Only appears on the schedule if the report was run before the close of the accounting period when only
                                                     Human Resources system data was available.
      E        ChartField                            The set of values used to identify financial transactions. There are three required values (Organization, Fund and
                                                     Account), three optional values (Project, Program and User Defined) and three default values (Business Year,
                                                     Function and Budget Year).
      F        Acct                                  ChartField segment which identifies the specific type of asset, liability, equity, revenue or expense in each
                                                     transaction line (e.g., Accounts Receivable, 9-month faculty salary, Office Supplies).
      G        Acct Description                      The description of the specific type of asset, liability, equity, revenue or expense the Account represents.
      H        Org                                   ChartField segment (5-digit) that identifies the academic or academic support unit associated with the entry.
      I        Fund                                  ChartField segment that identifies the source of money used in a Human Resources transaction.
      J        Project                               ChartField segment used to specify activities that have a specific start and end date. Required for sponsored
                                                     projects (i.e., RF projects), capital projects, and small grants funded by the Office of Research. Can also be used
                                                     as an optional management segment for other projects at the discretion of a college, department, or other unit. To
                                                     determine the amount of cost sharing, use the “cost share project” field in the corresponding pivot table.
      K        Program                               ChartField segment which is used, on an optional basis, to identify multidisciplinary activities, or any other
                                                     special initiatives or activities which do not have specific start and end dates.
      L        User Def                              ChartField segment used, on an optional basis, for any reporting needs not covered by other ChartField segments.
      M        Employee ID                           The ID number of the employee.
      N        Employee Name                         The name of the employee.
      O        HR Accrual Reversal                   Posted in July for 9-Month faculty and biweekly employees, this entry reverses the salary accrual entries posted in
                                                     June for the previous fiscal year.
      P        HR June Accrual                       Posted in June for 9-Month faculty and biweekly employees, this accounting entry recognizes services from
                                                     employees that have been provided, but not yet paid for, as part of the fiscal year-end closing process.
      Q        HR Net Accrual                        A calculation of the July reversal plus the June accrual. For fiscal periods July through May, this amount includes
                                                     the July Reversal only. In June, it is the net difference between the June accrual entry for the current fiscal year
                                                     and the July reversal from the last fiscal year.

Recommended Review Procedures
• As needed.

Corrective Action

      If I find…                                 What does the College/Department do?                                       What does the centralized unit do?
      • N/A               •    N/A                                                                                     •   N/A
Schedule 3.7 – Detail of Biweekly Payroll – HRB130S37

Schedule Overview
Schedule Purpose
• Provides payroll expenses for biweekly paid employees and pay date.

Fields Selected
• The fields selected are:
   − Account
   − Account Description
   − Employee ID
   − Employee Name
   − Fund
   − Human Resources Payroll Expense – Current Month
   − Organization
   − Pay Date
   − Program
   − Project
   − User Defined.

Page Breaks
• This schedule breaks on:
  − Organization
  − Fund
  − Project
  − Program.

Sorting
• This schedule is sorted by:
   − Organization
   − Fund
   − Project
   − Program
   − Pay Date
   − Account
   − User Defined
   − Employee Name.
Notes:
• This schedule is available before the close of the accounting period with Human Resources system data only.
• Off cycle payments will be included on the listing under the Pay Date most closely associated with the check issue date.
• Personnel Expenditure Transfers are not included.
• Project Field Definition: OSURF projects associated with cost sharing are treated as blank projects. To determine the amount of cost sharing, use the “Cost Share
  Project” field in the associated pivot table.
                   A

    Report ID: HRB13OS7
    Report ID: HRB130S37       Reconciliation of HR/GL Components of Actual Expense                         B         Page 1 of 2
                                            Schedule 3.7 - Detail of Bi-Weekly Payroll               Run Date: 02/09/02 06:36 PM
                                        C   FY 2002 GL Period: 6 - (HR Data Only)         D

E   Org: 07330     Geography                                 Project:
    Fund: 011200   GF-Departmental Budgets Pool             Program:

F    60055 Classified Reg Sal/Hrly>=50%        G
         H Pay Date:        12/14/01

                                                                                         HR P/R Expense -
                   User Def     Emplid  Employee Name                                       Cur Month
                               94251245 Connelly,Bethany                                         1,032.00
                        I                                          K                         L
                               95441150 Williamson,Meredith C                                    1,015.21
                                  J
                                                                                                 2,047.21

            Pay Date:       12/28/01

                                                                                         HR P/R Expense -
                   User Def     Emplid  Employee Name                                       Cur Month
                               94251245 Connelly,Bethany                                         1,032.00
                               95441150 Williamson,Meredith C                                    1,015.20
                                                                                                 2,047.20

     60131 Student (non-GA/non-FWSP)
            Pay Date:       12/14/01

                                                                                         HR P/R Expense -
                   User Def     Emplid  Employee Name                                       Cur Month
                               98443555 Hillingsworth,Richard                                       97.92
                                                                                                    97.92

            Pay Date:       12/28/01

                                                                                         HR P/R Expense -
                   User Def     Emplid  Employee Name                                       Cur Month
                               98443555 Hillingsworth,Richard                                    2 238.32
                                                                                                   238.32
Schedule 3.7 – Detail of Biweekly Payroll – Detailed Description
These field descriptions correspond to the lettered fields on the sample Schedule 3.7 – Detail of Biweekly Payroll.

      A        Schedule ID                            The schedule identification number.
      B        Schedule Title                         The title of the schedule.
      C        Schedule Activity Period               The fiscal year and accounting period which the schedule covers.
      D        HR Data Only                           HR Data Only appears on the schedule if the report was run before the close of the accounting period when only
                                                      Human Resources system data was available.
      E        ChartField                             The set of values used to identify financial transactions and some Human Resources transactions. There are three
                                                      required values (Organization, Fund and Account), three optional values (Project, Program and User Defined) and
                                                      three default values (Business Year, Function and Budget Year).
      F         Acct                                  Account; ChartField segment which identifies the specific type of asset, liability, equity, revenue or expense in
                                                      each transaction line (e.g., Accounts Receivable, 9-month faculty salary, Office Supplies).
      G         Account Description                   The description of the specific type of asset, liability, equity, revenue or expense the Account represents.
      H         Pay Date                              The official pay date for a pay period.
      I         User Def                              ChartField segment used, on an optional basis, for any reporting needs not covered by other ChartField segments.
      J         Employee ID                           The ID number of the employee.
      K         Employee Name                         The name of the employee.
      L         HR P/R Expense – Cur Month            Net of gross charges posted from the Human Resources payroll expense feeds for the specified pay period and
                                                      employee.

Recommended Review Procedures
• Match the total by Pay Date to the biweekly Human Resources feed amounts on the General Ledger Revenue and Expense Transaction Detail report (GLU004OS-
  91).

Corrective Action

      If I find…                                   What does the College/Department do?                                    What does the centralized unit do?
      …an                  •   Verify the accuracy of the employee payment and if inappropriate contract OHR          •   N/A
      inappropriate            Payroll to discuss overpayment steps.
      payment
      …the expense         •   Enter a PET transaction in the Human Resources system to transfer the expense to       •   N/A
      appeared in the          the appropriate ChartField.
      wrong
      ChartField
Schedule 3.8 – Detail of Personnel Expenditure Transfer Entries by Employee – HRB130S38

Schedule Overview

Schedule Purpose
• Lists the Personnel Expenditure Transfer entries which have posted to the General Ledger for the specified period.

Fields Selected
• The fields selected are:
   − Account
   − Account Description
   − Employee ID
   − Employee Name
   − Fund
   − Human Resources Payroll Expense – Current Month
   − Organization
   − Program
   − Project
   − User Defined.

Page Breaks
• This schedule breaks on:
  − Organization
  − Fund
  − Project
  − Program.

Sorting
• This schedule is sorted by:
   − Organization
   − Fund
   − Project
   − Program
   − Account
   − User Defined
   − Employee Name.
Notes:
• This schedule is available before the close of the accounting period with Human Resources system data only.
• Project Field Definition: OSURF projects associated with cost sharing are treated as blank projects. To determine the amount of cost sharing, use the “Cost Share
  Project” field in the associated pivot table.
                  A

    Report ID: HRB13OS
      Report ID: HRB130S38   Reconciliation of HR/GL Components of Actual Expense                         B        Page 1 of 1
                                          Schedule 3.8 - Detail of PET Entries by Employee         Run Date: 02/09/02 06:36 PM
                                          C FY 2002 GL Period: 6 - (HR Data Only) D

E     Org: 07440 Journalism & Communication                   Project:
      Fund: 011200 GF-Departmental Budgets Pool              Program:

      F   60022 9 Month Regular Faculty     G

                                                                                             HR P/R Expense -
                 User Def        Emplid         Employee Name                                   Cur Month
                                86952037        Johann-Gibson,Donna                                    -684.64
                                                                                                       -684.64
                      H            I                 J                                         K
Schedule 3.8 – Detail of Personnel Expenditure Transfer Entries by Employee – Detailed Description
These field descriptions correspond to the lettered fields on the sample Schedule 3.8 – Detail of Personnel Expenditure Transfer Entries by Employee.

      A        Schedule ID                           The schedule identification number.
      B        Schedule Title                        The title of the schedule.
      C        Schedule Activity Period              The fiscal year and accounting period which the schedule covers.
      D        HR Data Only                          HR Data Only appears on the schedule if the report was run before the close of the accounting period when only
                                                     Human Resources system data was available.
      E        ChartField                            The set of values used to identify financial transactions. There are three required values (Organization, Fund and
                                                     Account), three optional values (Project, Program and User Defined) and three default values (Business Year,
                                                     Function and Budget Year).
      F        Acct                                  Account; ChartField segment which identifies the specific type of asset, liability, equity, revenue or expense in
                                                     each transaction line (e.g., Accounts Receivable, 9-month faculty salary, Office Supplies).
      G        Account Description                   The description of the specific type of asset, liability, equity, revenue or expense the Account represents.
      H        User Def                              ChartField segment used, on an optional basis, for any reporting needs not covered by other ChartField segments.
      I        Employee ID                           The ID number of the employee.
      J        Employee Name                         The name of the employee.
      K        HR P/R Expense – Cur Month            Net of gross charges posted from the Human Resources payroll expense feeds for the specified month and
                                                     employee.

Recommended Review Procedures
• N/A

Corrective Action

      If I find…                                 What does the College/Department do?                                       What does the centralized unit do?
      … an                 •   Enter a new PET transaction in the Human Resources system to correct it.               •    N/A
      inappropriate
      or inaccurate
      PET

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:31
posted:10/3/2012
language:Unknown
pages:30