Payroll Refund Receipt Voucher by Massachusetts

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									                          Payroll Refund Receipt Voucher (PRRV)



Steps To Submit A Payroll Refund Receipt Voucher:
1. Recover required cash from employee.
2. Deposit cash to sweep account.
3.* Copy the PRRV template to the new PRRV document.
4.* From the Payroll Refund Receipt Voucher Form enter data in the PRRV Document.
5.* Validate the PRRV (Print a copy).
6. Mail PRRV and Payroll Refund Receipt Voucher to State Retirement Board (RET):
         State Board of Retirement/Payroll Refund
         One Ashburton Place, Room 1201
         Boston, MA 02108
7. OSC approves or rejects PRRV.
8. OSC updates LCM and creates entries to New MMARS.

This Job Aid shows how to:

        Step 3* - Copy the PRRV Template to a new PRRV Document.
        Step 4* - Define the fields from the Payroll Refund Receipt Voucher Form to enter on the PRRV
         document.
        Define the purpose of each Accounting Line in the PRRV document template.
        Step 5* - Complete, Validate and Submit the Payroll Refund Receipt Voucher (PRRV) document.

PRRV Defined:
The PRRV document is used to specify the details of the check refund. When checks are cancelled,
corresponding entries must be made in MMARS. The completed PRRV document performs these
entries.
The seven (7) accounting lines that are adjusted using the MMARS PRRV document template are listed
below. The third column notes the corresponding line number on the Payroll Refund Receipt Voucher
Form.
                  NewMMARS Accounting Line                            PRRV Paper Form Line #
            1     Federal Taxes reversed, in Fund 0680                Line # 28
            2     State Taxes reversed, in Fund 0680                  Line # 29
            3     Medicare Deductions reversed, in Fund 0680          Line # 30
            4     Retirement Deductions reversed, in Fund 0614        Line # 25, 26, 27
            5     Increase 0699 Net Amount Adj. Acct Lines 1-4        Total Accounting Lines 1-4
            6     Reverse the entry in Fund 0699                      Line # 44
            7     Transfer of cash from sweep fund to fund 0699       Line # 44




Security Role:
   NewMMARS user needs PRRVUSER Security Role to submit the PRRV document.

Forms:
   PRRV Form.




                                              01.26.2005
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                          Payroll Refund Receipt Voucher (PRRV)

PRRV Template:
The Comptroller’s Office has created a template of the PRRV document. This template has pre-
populated data, such as the Accounting Lines defined above and related Event Types.
   -   The first step of this MMARS process is to copy the template to a new version of the PRRV
       document for your department.
   -   The new version of the document will have the pre-populated data. Keep this pre-populated data
       and add the information from the PRRV form defined in this job aid.
This streamlines the creation of the PRRV document. By using this template there is less data entry on
the PRRV document.


Warehouse Tables Updated:
      Labor History - GA Accounting Journal – M_GA_Accounting_JournalQuery:
               Full Reversals will see the original Labor History earnings reversed.
               Partial Reversals will see either PAR or IAR earnings adjusted in Labor History
               regardless of original Earnings.
      Budget Balances – M_BU_Central_Budget_Structure


Policy & Procedures:
See the related Policy and Procedures for the PRRV.


NOTE
   Do not change any data that is already entered in the PRRV document from the template, unless
     it is documented in this job aid. Updating other information may cause incorrect posting of data.
   Make sure that the employee defaults are correct for the payperiod being refunded – if the
     original payroll charge rejected (PRLDE) the refunded payroll will also reject if not corrected.




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                                             Page 2 of 11
                        Payroll Refund Receipt Voucher (PRRV)


Step 1 - From the Home Page
Search for the PRRV Template.
 Click Search
 Click Document Catalog

                                                    
                                                    


Step 2 - From the Document
Catalog
 Type PRRV in the Code field.
 Type OST in the Dept field.
 Click the Browse link.
                                             
                                             

                                     




Step 3 - From the Document
Catalog
Copy the PRRV Template to the
PRRV Document.
 Check the box on the
PAYROLLREFUNDTEMPLAT
row on the grid.
 Click the Action Menu
 Click Editing Actions
 Click Copy                                                    
                                                                   
                                                                        




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                           Payroll Refund Receipt Voucher (PRRV)


Step 4 - From the Copy
Document page
Enter details of new PRRV.
 Enter [3-Digit Department
Code] in the Document
Department Code field.
 Type [4-Digit Unit Code] in the
Document Unit Code field.
 Enter the [20-Character
Document ID] in the Document
ID field.                                               
Document ID Format = Last
Name, First Initial, Pay Period                         
End Date. For example,
                                                        
SmithJ10020400000000. Trailing                 
0s are entered to make this a 20
character ID.
 Click the Copy Document
link.


Step 5 - From the PRRV Header
section
 Enter [Current Accounting
Period] in the Period field; 1-12.
1 = July, 2 = August, etc.
 Delete the (enter Description)
text in the Document
Description field and enter a
brief description of this PRRV in          
field. Enter week ending date at
the end of the text. For example,
Payroll Refund for Joe Smith for
week ending 10/02/04.                                  
 Click the Save button.
 Click the Accounting link in                                 
the Secondary Navigation Panel.

The Vendor section has already
been added, so skip.

                                                           




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                           Payroll Refund Receipt Voucher (PRRV)


Step 6 - From Accounting Line
1
Update the information on
Accounting Lines 1-7.

Lines 1-7 Defined:                                 
1 = Reverse Federal Taxes, in
Fund 0680 (LV2 = Federal).                   
2 = Reverse State Taxes, in Fund
0680 (LV1 = State).
3 = Reverse Medicare
Deductions, in Fund 0680.
4 = Reverse Retirement
Deductions, in Fund 0614.
5 = Increase 0699 Net Amount
Adj., total of Accounting Lines 1-
4.                                                                 
6 = Reverse the entry in Fund
0699.                                                      
7 = Transfer of cash from
depository fund to fund 0699.

Start with Accounting Line 1 –
Federal Taxes to be reversed in
Fund 0680.
Line #28 on PRRV Form.
 Note Accounting Line 1 is
checked by default.
 Type the [Federal Taxes] to be
reversed in the Line Amount
field. Delete $0.00 and enter a
negative number, for ex, -100.00.
 Enter [Current Accounting
Period] in the Period field. 1-12,
1 = July, 2 = August, etc.
 Click Fund Accounting link in
the Secondary Navigation Panel.
Do not -change any other data.
Step 7 From Accounting Line
1 – Fund Accounting section
 Keep these Fund Accounting
values.
 Click the Save button.
 Click the Scroll Bar to move to                                      
the top of the page.

                                                       


                                                       




                                         01.26.2005
                                        Page 5 of 11
                           Payroll Refund Receipt Voucher (PRRV)


Step 8 - From Accounting Line
2
State Taxes reversed, in Fund
0680.
Line #29 on PRRV Form.                             
 Click Accounting Line 2 from
the grid. The check mark on row
                                           
2 will note this line is active.
 Type the [State Taxes] to be
reversed in the Line Amount
field. Delete the $0.00. Enter a
negative number, for ex, -100.00.
 Enter [Current Accounting
Period] in the Period field. 1-12,
1 = July, 2 = August, etc.                                         
 Click the Fund Accounting
link from the Secondary                                    
Navigation Panel.

Do not change any other data.

Step 9 - From Accounting Line
2 – Fund Accounting section
 Keep these Fund Accounting
values.                                                                
 Click the Save button.
 Click the Scroll Bar to move to
the top of the page.

                                                       



                                                       




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                           Payroll Refund Receipt Voucher (PRRV)

`
Step 10 - From Accounting Line
3
Medicare Deductions reversed, in
Fund 0680.
Line #30 on PRRV Form.
 Click Accounting Line 3 from                    
the grid. The check mark on line
3 notes this is the active line.
 Type the [Medicare
Deductions] to be reversed in the
Line Amount field. Delete the
$0.00. Enter a negative number,
for example, -100.00.
 Enter [Current Accounting
Period] in the Period field. 1-12,                                 
1 = July, 2 = August, etc.
 Click the Fund Accounting
link from the Secondary
                                                           
Navigation Panel.

Do not change any other data.


Step 11 - From Accounting Line
3 – Fund Accounting section
 Keep these Fund Accounting
values.
 Click the Save button.
 Click the Scroll Bar to move to
the top of the page.                                                   

                                                       




                                                       




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                                        Page 7 of 11
                           Payroll Refund Receipt Voucher (PRRV)


Step 13 - From the Accounting
Line 4
Retirement Deductions reversed,
in Fund 0614.                              
Total of Line #25, 26, 27 on
PRRV Form.
 Click Accounting Line 4 from
the grid. Check mark on line 4                     
notes this is the active line.
 Type the [Retirement
Deductions] to be reversed in the
Line Amount field. Enter a
negative number, for example,
-100.00.
 Enter [Current Accounting
Period] in the Period field. 1-12,
1 = July, 2 = August, etc.                                         
 Click the Fund Accounting
link from the Secondary                                    
Navigation Panel.

Do not change any other data.

Step 14 - From Accounting Line
4 – Fund Accounting section
 Keep the Fund Accounting
sub-section values.
 Click the Save button.
 Click the Scroll Bar to move to                                      
the top of the page.


                                                       




                                                       




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                           Payroll Refund Receipt Voucher (PRRV)


Step 15 - From the Accounting
Line 5
Increase 0699 Net Amount
Adjustment Lines 1-4.                      
Total of Accounting Lines 1, 2,
3, 4 from this PRRV document.
(Same as the total of Line # 25,
26, 27, 28, 29, 30 form PRRV
form.)                                             
 Click Accounting Line 5 from
the grid. Check mark notes line 5
is the active line.
 Type the [Net Amount
Adjustment] to be increased in
the Line Amount field. Total of
Accounting Lines 1, 2, 3, 4.                                       
Enter a positive number, for
example, 400.00.                                           
 Enter [Current Accounting
Period] in the Period field. 1-12,
1 = July, 2 = August, etc.
 Click the Fund Accounting
link from the Secondary
Navigation Panel.

Do not change any other data.

Step 16 - From Accounting Line
5 – Fund Accounting section
 Type the [3-Digit Department
Code] in the Department field.
 Type the [4-Digit Unit Code] in
the Unit field.
 Do not change the other                                              
values in this section. Keep
defaults.                                              
 Click the Save button.
 Click the Scroll Bar to move to                
the top of the page.                             


                                                       




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                                        Page 9 of 11
                           Payroll Refund Receipt Voucher (PRRV)


Step 17 - From the Accounting
Line 6
Reverse the entry in Fund 0699.             
Line #44 on PRRV Form.
 Click Accounting Line 6 from
the grid. Check mark notes line 6
is the active line.
 Type the [Fund 0699 value] to
be reversed in the Line Amount                          
field. Delete the $0.00. Enter a
negative number, for ex, -100.00.
 Enter [Current Accounting
Period] in the Period field. 1-12,
1 = July, 2 = August, etc.
 Click the Fund Accounting                                        
link from the Secondary
Navigation Panel.
                                                            
Do not change any other data.


Step 18 - From Accounting Line
6 – Fund Accounting section
 Type the [3-Digit Department
Code] in the Department field.
 Type the [4-Digit Unit Code] in
the Unit field.
 Do not change the other                                              
values in this section.
 Click the Save button.                                
 Click the Scroll Bar.
                                                 
                                                 


                                                        




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                                        Page 10 of 11
                           Payroll Refund Receipt Voucher (PRRV)


Step 19 - From the Accounting
Line 7
Transfer of cash from depository            
fund to fund 0699.
Line #44 on PRRV Form.
 Click Accounting Line 7 from
the grid; confirm checkmark is on
row 7.
 Type the [Cash from                                   
Depository Fund] value to be
transferred in the Line Amount
field. Enter a positive number, for
example, 100.00.
 Enter [Current Accounting
Period] in the Period field. 1-12,                                     
1 = July, 2 = August, etc.
 Click the Fund Accounting
link from the Secondary
                                                            
Navigation Panel.

Do not change any other data.

Step 20 - From Accounting Line
7 – Fund Accounting section
 Type the [Fund] in the Fund
field.
 Type the [Sub-Fund] in the
Sub-Fund field.
 Type the [3-Digit Department
Code] in the Department field.
 Type the [8-Digit Appropriation
Number] in the Appr Unit field.                  
 Click the Save button.                         
Click the Validate button.                      
Click the Submit button.
Click the Close button.                         

                                                                




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