Scoring Big with Automated Payroll Deductions

Transcription

1 SUNGARD SUMMIT 2007 sungardsummit.com 1 Scoring Big with Automated Payroll Deductions Presented by: Holly Dombkowski & Doug Waldie Lourdes College March 22, 2007 A Community of Learning

2 Welcome to Automated Payroll Deductions! In this session, we will explore how the Advancement, Finance and Human Resources (HR) modules work together to create gift records from employee payroll deductions. Section 1 ~ Setting It Up: An Overview Section 2 ~ Solutions to Two Common Problems Section 3 ~ Questions and Answers 2

3 SUNGARD SUMMIT 2007 sungardsummit.com 3 Section 1 Setting It Up: An Overview A Community of Learning

4 Relationship Diagram Advancement HR/ Payroll Finance 4

5 Finance defines Rule Class Codes for payroll deduction pledges and gifts in FTMRUCL 5

6 FTMRUCL 6

7 FTMRUCL posting modifier 40 for payroll deductions 7

8 FTMRUCL posting modifier detail 8

9 Advancement creates Payroll Deduction pledge type in ATVPLDG Enter P for Payroll in the Deduction Indicator column and use the Rule Class Code created by Finance in Step1. 9

10 Advancement creates a Payroll Deduction gift type in ATVGIFT Use the Rule Class Code created by Finance in Step 1 10

11 Advancement sets up designation for payroll deductions 11

12 A word about limits There are two types of limits that can be set up in PTRBDCA Calendar limit ~ calc rule 10 ( Flat Amount ) Lifetime limit ~ calc rule 12 ( Flat Amount with limit ) 12

13 A word about limits Calendar Limit (calc rule 10) Continuously takes deductions up to the limit amount each calendar year You must manually stop these deductions at the end of each year. If you do not, the deductions will automatically restart with the new calendar year. Because the PEAFDED record disappears when the pledge is paid in full on the Advancement side, there will be no gift records created and Advancement will be unaware of the continued deduction. 13

14 HR defines a Deduction Code in PTRBDCA ~ calendar limit 14

15 A word about limits Lifetime Limit (calc rule 12) Cannot exceed the amount pledged. The deduction will continue to be taken until the limit is met. If you recycle deduction codes and are using the lifetime limit, the limit must be large enough to accommodate all previous pledges with the same deduction code as well as the balance of the current pledge. If not, the deduction will stop before the pledge is paid in full. 15

16 HR defines a Deduction Code in PTRBDCA ~ lifetime limit 16

17 Advancement creates constituent record for employee in APACONS 17

18 Advancement enters pledge in employee s record using Payroll Deduction pledge type 18

19 AGAPLDG 19

20 Payroll dates are stored in PTRCALN 20

21 Advancement sets up pledge installment records in AGAPINS Use pay period start date from PTRCALN for First Billing Date 21

22 Advancement runs ADPPFED to feed pledges to Finance 22

23 Identify deductions that need to be set up or adjusted 23

24 HR assigns deduction code to PEAFDED Saving the installments in AGAPINS results in the automatic generation of a Constituent Pledge Payroll Deduction record (PEAFDED) in the HR module HR must assign a deduction code to the record and click the Signature box to activate the deduction 24

25 PEAFDED 25

26 Deduction is set up automatically in PDADEDN when signature box is checked on PEAFDED In PDADEDN, the Install field is populated with the first installment amount in AGAPINS The Limit field is populated with the pledge amount. The Begin Date comes from the First Billing Date field in AGAPINS, which is why it is important to use PTRCALN to identify the correct start date when setting up pledge installments on the Advancement side. 26

27 PDADEDN 27

28 Advancement runs AGPALMP after Payroll is completed by HR 28

29 Advancement runs ADPFEED to feed deduction gifts to Finance 29

30 AGCGIFT shows pledge payment was made 30

31 Payroll runs PHPFEXP to feed deductions to Finance 31

32 SUNGARD SUMMIT 2007 sungardsummit.com 32 Section 2 Solutions to Two Common Problems A Community of Learning

33 Problem #1 ~ No tie between pledge installments in Advancement and deduction schedules in HR In AGAPINS, Advancement can enter any combination of installment dates and amounts When HR sets up the corresponding deduction record, they can only indicate a single installment amount and a number of pays for each effective date This becomes an issue when employees wish to set up pledges in amounts that are not evenly divisible by the desired number of pays 33

34 Example John Doe wants to give $500 over 26 pays Advancement sets up his AGAPINS record with 25 installments of $19.23 and one final installment of $19.25 HR only receives data for the first installment and sets up 26 pays for $19.23 each Advancement ends up with a $0.02 balance on Mr. Doe s pledge 34

35 Solution! When Advancement enters a pledge in AGAPLDG, the comment field can be used to indicate different effective dates and amounts for Human Resources (HR) to use HR staff can view these comments through the PEAFDED record that is created and enter multiple effective dates and amounts in PDADEDN 35

36 Multiple effective dates in PDADEDN 36

37 Multiple effective dates in PDADEDN ~ note new installment amount for second effective date 37

38 Problem #2 ~ Employees want to set up ongoing deductions but Finance can t book them Booking ongoing pledges violates FASB and GASB standards for accounting In order to use the automated payroll deduction system, a pledge record must be set up in AGAPLDG 38

39 Solution! Finance creates a Rule Class Code in FTVRUCL that prevents the pledge from being booked Advancement creates a new pledge type in ATVPLDG using this Rule Class Code Advancement sets up a special designation in ADADESG with a distinct FOAPAL string Advancement creates a pledge using the new pledge type and designation No receivable is booked on the Finance side and payments to the pledge are simply fed as gifts! 39

40 Thank You! Holly Dombkowski & Doug Waldie Please complete the online class evaluation form SunGard, the SunGard logo, Banner, Campus Pipeline, Luminis, PowerCAMPUS, Matrix, and Plus are trademarks or registered trademarks of SunGard Data Systems Inc. or its subsidiaries in the U.S. and other countries. Third-party names and marks referenced herein are trademarks or registered trademarks of their respective owners SunGard. All rights reserved. 40