End-of-Year Payroll AccrualMaster Checklist

The purpose of this checklist is to assist you in creating, calculating, verifying, and posting accrued pay for those employees that work in one fiscal year but do not get paid until the next fiscal year.

It is highly recommended that you process the export when the Export prompt is displayed for a process.

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  1. From the File menu, select Change Payroll Frequency. Verify that you are in the current payroll frequency that is associated with your next year frequency (i.e., F = 6).

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  1. Print HRS3050 (School Year to Date Report) to verify that all accrual amounts are cleared for each employee unless you are accruing for those employees whose contract days begin in July or August. If necessary, use Utilities, Zero School YTD Accruals.

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  1. Verify that all payroll processing for the current school year is complete.
  • Make sure the final payroll for the current school year is processed.
  • Complete the Deduction Liability Check process and delete processed transactions. It is important to note that when this process is completed, deduction checks that have not been cleared in Bank Reconciliation will no longer display as outstanding. Therefore, be sure to print a list of those checks that have not been cleared by selecting the Include Cleared Checks field on the Transaction Maintenance screen from the Deduction Checks Maintenance menu and then the Print button. You can then include these checks as an adjustment when reconciling the bank account.
  • Print HRS4150 (TRS On-Behalf Payment Journal) to verify the data and then post to finance.

STOP!
If service records have not been created, then process service records for employees and update the Service Record tab in the Staff Demographics window. This step must be completed prior to completing the EOY Payroll Process.
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  1. Print HRS6150 (Employee Payroll Listing) and save as a final record of employees for the current school year.

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  1. From the Next Year menu, select Copy CYR Tables to NYR. The Copy Tables - Current Year to Next Year window is displayed with Clear Next Year Tables as the default tab. Select the Clear EOY Accrual Data Only field and click Execute. This step will clear any accrual calculations performed for the previous year.
Note:Failure to select this field prior to clicking Execute will cause all NYR payroll to be cleared.
  1. From the Tables menu, select Tax/Deductions. The Tax/Deductions window is displayed with Exemptions as the default tab. Select the TRS Rates tab and complete/verify the fields for 2013.

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  1. From the File menu, select Change Payroll Frequency and sign into the next payroll frequency that is associated with your current year frequency (i.e., F = 6).


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  1. From the Payroll Processing menu, select EOY Payroll Accruals.
  • Select Hourly Table Type, for pay type 3 and 4 employees.
  • Select Daily Table Type, for pay type 1 and 2 employees.
  • Click Populate Table to enter your data, and the information will be displayed on the Accrual Tables tab.
Daily Table


Once you input the number of days in August to accrue and select the ‘Execute’ button and the Cancel button, you will notice that the Accrual Table will be populated and sorted by start dates and job codes.

Hourly Table

  1. Click the Decrement tab. Select the Funds/Yr List button to select the federal funds that should not have the FY decremented in this process.

* See Appendix for additional information on the “Accrual Table” and “Decrement” tabs.
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  1. Click the Run Calculations tab.
  • Verify the Calculation Date field.
  • Click Print to print a copy of the error listing and review it carefully.
  • Errors must be corrected before continuing. When all corrections have been made to the employee records, run the accrual calculations again.

* See Appendix for additional information on the “Run Calculations” tab.
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  1. Click the Accrual Reports tab and print the reports.
Note: It is important to print and carefully review the accrual reports to verify the accuracy of the data that ultimately is posted to Finance. Each time corrections are made to the employee records or to the Accrual Table, the calculations should be performed again and the reports printed and reviewed. These reports can also be accessed from the Reports menu, HR Reports, EOY Accrual Reports menu selection.
  • HRS9900, EOY Accrual Table – Hourly Data

HRS9910, EOY Accrual Table – Daily Data

  • HRS9920, EOY Accrual Information

  • HRS9930, EOY Accrual Distribution by Account Code, or HRS9940, EOY Accrual Distribution by Name. The daily employees will display first and then the hourly employees will display. If no accrual code is present, then these employees are included in the reversal of non-accrual employees (hourly plus any daily without accrual codes).

  • HRS9950, EOY Accrual Account Code Comparison. This report provides a listing of those master distribution accounts that do not match the account codes in Finance.

Caution: Do not continue if there are any employees missing from the reports, employees are on the reports and should not be, or if the days, hours, or calculation date are incorrect.
* See Appendix for additional information on the “Accrual Reports” tab.
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  1. Click the Create General Journal tab. This is a display-only grid of previous pay runs that have not been interfaced to Finance.
Verify the accuracy of the data before continuing.
  • It is highly recommended, if multiple date rows display once all tables are completed and all information is verified, that you select the Clear EOY Accrual Data Only field on the Clear Next Year Tables tab from the Next Year, Copy CYR Tables to NYR menu. This will clear all calculations on the Create General Journal tab; however, the Accrual Table information will remain. Rerun calculations and thoroughly review reports for accuracy before continuing.
Note:If more than one row exists on the Create General Journal tab, for the same pay frequency, then different calculation dates and a different group of employees were calculated. If calculations were performed on one group and then the same group (with additions/deletions or changes) was re-calculated, then the original calculation is replaced with the new calculation. The key is if subsequent calculations contain the same employees as the previous calculations, then they are replaced with the new calculations.
  • If no changes are necessary, then print the General Journal and click Save as Pending.
  • If changes are necessary, then be sure to add or extract the new job or start date from the Accrual Table and return to step 8 to continue the process.


* See Appendix for additional information on the “Create General Journal”tab.
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  1. Click the Interface to Finance tab.
Note: Even though the interface file has been created and is displayed, accrual re-calculations can still be performed, if needed. If re-calculations are performed for the same date, then the new interface file is displayed on the Create General Journal tab and the previous interface file is no longer displayed on the Interface to Finance tab.
  • Discontinue processing in Finance when performing this function.
  • Click Preview Report if you want to preview and/or print the EOY Accrual General Journal Transaction report.
  • Click Interface if you want to interface the general journal transactions to Finance without previewing the general journal.

* See Appendix for additional information on the “Interface to Finance”tab.
STOP!
Do not click the Post to Master tab at this time. After the Finance Fiscal Year checklist is completed, then select the First Payroll of School Year checklist to continue the process.

EOY Accruals – Step #8

Accrual Table - HRS5500

The Accrual Table tab is used to help you begin the process of calculating the salaries that must be accumulated for August and expensed in the current fiscal year. TEA requires that "expenditures should be recorded and reported in the period in which they are incurred. Therefore, unpaid salaries and related benefits that have been earned but not yet paid should be recorded as accrued expenditures." See Calculating Payroll Accruals for additional information.

  • For those jobs that are pay type 1 or 2, set them up on the Daily table. The system matches a job code with a start date listed on an employee's contract information tab for next year and calculates the estimated days for accrual amounts using the next year payroll periods.
  • For those jobs that are pay type 3, set them up on the Hourly table. The system matches a job code with a start date listed on an employee's contract information tab for next year and calculates the estimated hours for accrual amounts using the next year payroll periods.
  • The system also handles pay type 4 (substitutes) if the district needs to accrue days for a substitute beginning in August. The start date and job code must match the Accrued Hours table, but the units need to reflect days rather than hours for this table entry if the substitute's pay rate is a daily amount.

It is important that you set up accurate accrual tables for both hourly and daily employees before the system can run successful accrual calculations. You can select that date and enter the number of hours or days so the system can extract the list of corresponding job codes. You can also manually add a line to the Accrual table, enter a start date and the number of hours or days, and then select a job code.

To set up accrual tables:

  1. From the Payroll Processing menu, select EOY Payroll Accruals. The EOY Payroll Accruals page is displayed with Accrual Table as the default tab.
  2. Under Next Year Frequency, select one of the following payroll frequencies:
  • D - Biweekly
  • E - Semimonthly
  • F - Monthly

Notes:

  • If the user is not authorized to access a payroll frequency, it is disabled.
  • Only one payroll frequency can be selected at a time.
  1. Under Table Type, select either Hourly or Daily to display all existing hourly/daily start dates, estimated hours, and job codes. If no data exists, none is displayed. The selection determines how to distinguish the records for hourly and daily employee jobs.
  2. Click Populate Table. The EOY Accrual Populate Hourly/Daily table dialog box is displayed. Start dates for inactive jobs are also included. Dates that have a year value that is the same or greater than the current computer date are selected.

Note: As you build the EOY Accrual Populate Hourly/Daily Table, start dates are displayed, and you are able to select those that are to be used by entering the associated hours or days worked. Once the user clicks Execute, the system extracts a list of all the job codes from the employees’ Job Info tab where the date in the Begin Date field matches the start date in the EOY Accrual Populate Hourly/Daily table. The information is then displayed on the Accrual Table tab. If hours or days are not entered, the corresponding list of job codes is not extracted.

The start dates on the Accrual Table tab are from the Begin Date field on the Job Info page or are dates that currently display on the Accrual table. The Delete flag is automatically selected if the start date from the Accrual table does not match employees’ Begin Date field on their Job Info page. This is a display-only page, and you cannot add new rows or delete existing rows.

  • When the hourly table pay type is selected, the program selects and displays the contract begin dates that currently exist for all pay type 3 or 4 jobs.
  • When the daily table pay type is selected, the program selects and displays the contract begin dates that currently exist for all pay type 1 or 2 jobs.
  • If Delete is selected, this is a start date that exists only in the Accrual table and does not have any associated job records. If you select Delete, the associated Accrual table records are deleted.
  • Continue processing, and the start date is deleted from the daily table without inserting new records for the start date.
  • Clear the field to allow these records to remain in the daily table.
  • In the Estimated Hours or Estimated Days field (depends on the table type selected), type the estimated hours or days for the start date.

Note: All previous entries for the start date in the Hourly or Daily Accrual table are deleted prior to creating the new records. Therefore, any specific jobs with hours/days that differ from the values entered for the selected start date are replaced with the values entered on this page. If the estimated hours/days for a start date are left at zero and delete is not selected, new entries are not inserted into the Accrual Table, and the original entries for that same date are not deleted.

  • Select Delete for the start date. All existing entries for the selected start date are deleted when processed.
  • Click Execute to process the changes and update all start dates.
  • Click Print to display the EOY Accrual Table report.
  • Review each report using the following buttons:
  • Click to go to the first page of the report.
  • Click to go back one page.
  • Click to go forward one page.
  • Click to go to the last page of the report.
  • The report can be saved in various file formats:
  • Click to save and print the report in PDF format.
  • Click to save and print the report in CSV format.
  1. To add a row, click +Add.
  2. In the Start Date field, type the start date for the job code.

Note: The same start date can be used for multiple job codes.

  1. In the Estimated Hours/Days field (depends on the table type selected), type the estimated hours or days to be used for the job code.
  2. In the Job Codefield, type a job code, or with the cursor in the field click Lookup or press F2. This job code will be added to the Accrual table for the associated start date.
  • If you click Lookup or press F2, a list of available job codes is displayed.
  • Select a job code. Otherwise, click Cancel.
  1. To add another row, click +Add. Continue adding rows as needed.
  2. To delete a row, click . The row is shaded red to indicate that it will be deleted when the record is saved.
  3. Click Save to save the changes.
  4. The Retrieve button is used to retrieve information from the last save. If you click Retrieve, any unsaved changes will be lost.
  5. Click Print to display the EOY Accrual Table report.
  • Review each report using the following buttons:
  • Click to go to the first page of the report.
  • Click to go back one page.
  • Click to go forward one page.
  • Click to go to the last page of the report.
  • The report can be saved in various file formats:
  • Click to save and print the report in PDF format.
  • Click to save and print the report in CSV format.

EOY Accruals – Step #9

Decrement - HRS5500

The Decrement tab is used to specify funds for which the fiscal year should not be decremented when the EOY accrual calculations are performed. The system subtracts one from the fiscal year in the employee’s master distribution when expensing the amounts. Generally, federal funds begin in July; therefore, the fiscal year should not be adjusted for expenditures, so those funds should be included in this tab. If a fund is used in multiple pay frequencies and should not have the fiscal year decremented, the fund needs to be set up in all affected pay frequencies in this tab.

Funds that are currently defined in the next year payroll distribution master records are displayed in the drop down when the user clicks Funds/Yr List.

It is important to note that if any matching funds and fiscal years are on the Mask Crosswalk table in Mass Change Account Codes under the Budget Utilities menu, the same logic will apply as if there were no change.

If the Mask Crosswalk tab in the Budget Mass Change Account Codes utility has funds and fiscal years that also exist in the EOY accrual calculations, and some of those funds/fiscal years have been selected to not decrement in this tab, the new fund and fiscal year used for expensing the EOY accruals will not be decremented.

Example:Fund 211/8 was included with other funds in this tab when EOY accrual calculations were performed. In the mask crosswalk, you have selected to change fund 211/8 to 215/8, and the same logic of not decrementing the fiscal year will apply to the new fund. Accrual reports reflect the fund 215/8, and that fund and fiscal year will be what is posted to Finance. If a fund/fiscal year in the mask crosswalk was not included on the Decrement tab, decrementing of the fiscal year will apply to the new fund.