Accrued Expense Payroll Process in MUNIS

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1 Accrued Expense Payroll Process in MUNIS Objective Accrued payroll is for an employee who earns salary in one fiscal year and paid in another (i.e.: summer spread wages). Salary amounts will be posted to the proper salary and benefit expense accounts in the year in which they are earned regardless of when paid. Records will be established within a designated accrued expense payroll run and relieved within subsequent runs in which the actual payroll check will be issued. Set Up The Salary Payable and Deduction Payable menus are both accessed from the Payroll Control Setting main tab. Human Resources /Payroll Payroll Payroll Setup Payroll Control Settings Payable accounts should be set up for each fund. This will vary from district to district depending on the number of funds and how you wish to accrual salaries and benefits. Click the update button select the appropriate Fund and Payable Account. Payroll Page 1

2 Salaries Deductions Using the Payroll Control Settings as shown above will apply to ALL deduction codes. The user does have the option to apply Deduction Payable accounts by fund BY DEDUCTION within the Deduction Master. To do this, select each deduction from the Deduction Master, click the payables tab on the bottom left, and assign the desired account. Payroll Page 2

3 If you receive an error when processing employee updates.this is why! New deductions (147c) must have payable set up! Run Control must also be set to Y for Multi-Level Generate. Process The accrual expense accounts established will be credited during the accrued expense payroll and the salary expense will be debited. When you pay the employee through a Relieve payroll, the payable account will be debited and cash credited. Payroll Page 3

4 Payroll Run Control File A run type of A must be created and added to the Payroll Control File. First create the A Code: Human Resources/Payroll Payroll Payroll Setup Misc Codes Select RUNC type, click add, and add Code A, ACCRUED EXPENSE. Then add to the Payroll Control Settings: Human Resources/Payroll Payroll Payroll Setup Payroll Control Settings Click on the Run Control button on the left. Payroll Page 4

5 This will open the Payroll Run Control Screen. Click the add and select the Payroll Run Code of A-ACCRUED EX from the drop down menu. Green check to accept. Payroll Page 5

6 Processing the Accrued Payroll After the last payroll of the fiscal year, users can begin processing of Accrued Expenses. This process is similar to a regular payroll run and is located at the bottom of the payroll processing menu. REVIEW ALL JOB SALARIES AND DEDUCTIONS PRIOR TO BEGINNING THE ACCRUED PAYROLL PROCESS. IF THERE ARE MINOR CHANGES OR YOU FORGOT A DEDUCTION, THIS CAN BE ADDED/DELETED ON THE EDFM. Human Resource/Payroll Payroll Payroll Processing Accrual Expense Payroll Processing Accrued Expense Payroll Start and Status The goal of running an Accrued Expense payroll is to create the employee records within EDFM as they would occur during the normal payroll process. These payrolls are for contracted pay only and hours cannot be added. No vacation type accruals, vendors, checks, advices, extra duty pay, or encumbering will be allowed. The check data is not used in any functional way and therefore can be populated with whatever the district chooses. The start and end dates may want to encompass the entire period in which accrued time will be paid out during a Relieve payroll. Payroll Page 6

7 Be sure to use 2015 for the Fiscal Year!! IMPORTANT It is important to update the Accrued Expense Payroll Start and Status Required Processing Steps. Be sure to click the update button and check only the required processing steps shown below or you may complete in the Run Control Setup. Check only the appropriate required processing steps or complete in the Run Control setup. Generate Earnings and Deductions will run as usual. Employee generation may be filtered by Location, Group B/U, Employee Group, or any other criteria normally available. Payroll Page 7

8 The pay and deductions found on each record within EDFM of the Accrued Expense payroll must match exactly as the site needs to issue the check in the corresponding Relieve payroll runs. The only records that can be modified during the Relieve payroll run are employee paid. A suggestion would be to create a generate record for each payroll that will be processed during the Relieve period. Each generate would have dates which correspond to each Relieve payroll run. (Example- generating 4 times two July pays and two August). First Summer Accrual Payroll Note the check number, dates, BU, and payroll period. How many records should I have? Do I want to exclude certain deductions or pay types? Second Summer Accrual Payroll Change to check #2 and payroll period 2. Now I should have how many records? (2 payrolls plus any CILonly). Click CONTINUE Payroll Page 8

9 Verify all earnings in the Earnings Deduction and Proof. There should be a separate record for each check to be issued during the Relieve period. This is where you do all your work (check deductions, change insurance, check each pay type.be vigilant here and your relieve pays will be a RELIEF.) Review and run the Earnings and Deductions Proof as usual. However, the Employee Update will differ from this function in the regular payroll processing. The Employee Update in the Accrued Expense payroll runs will only update two new tables pryeeaap and pryeeapd. Users will have access to these tables through the Year End Accrued Expense inquiry located at the end of the Accrued Expense Menu. Review your Detail Distribution Report with a fine tooth comb! GL Distribution Journal Click Define and complete appropriate fields. Output-Post and save, print, or Pdf. If no errors were found, post this batch. If errors occurred, complete the journal fix following the same steps as in a regular payroll run. JUNE 30, 2014! Detail State and Local Taxes, Deduction Report by Type, and Deductions not Taken will process as they would with a regular payroll run. At this point, salary and employer deduction amounts have been expenses in the same fiscal year in which they occurred. Data will be taken from the Year End Accrued Expenses tables when creating records for employees within the Relieve payroll. Payroll Page 9

10 Accrual process is complete. *It is critical that Accrued Expense payroll records are not deleted prior to the processing of Relieve payrolls. It is also recommended that Accrued Expense records are never deleted. Payroll Page 10

11 Relieve Time Period Payrolls in MUNIS Objective Records that were established within a designated accrued expense payroll run are relieved within subsequent runs in which the actual payroll check will be issued. Within these payrolls, users can decide which Accrued records to include. It is also possible for an employee to have both a regular pay record and an Accrued record within the same payroll. Process Payroll is started through the normal Payroll Start and Status menu. To include Accrued Payroll records, users will use a new screen within Payroll Earnings and Deductions (EDFM). Select the Accrued Generate button on the left side of the EDFM screen. Payroll Page 11

12 Accrued check number should match the check number used during the accrual expense process. Click Define and complete the appropriate fields. Generate. Once the Relieve records have been generated into the payroll run, three new fields will become available on the Summary tab within EDFM. With the exception of the GL Distribution Journal, the rest of the payroll programs will function the same for both the normal and relieve records. Employee records which are associated with the Accrued payroll will use the appropriate payable accounts in place of expense accounts. Payable accounts will be debited and an off-setting entry will be made to the cash accounts. Payroll Page 12

13 Changing Records in the Relieve Pay Select deductions may be altered in the Relieve Pay. These include deductions that are employee paid and do not alter the tax calculations (direct deposit, garnishments, etc.) EDFM Global Global Access to Deduction Records- Global Rebuild deductions for accrued expense in relieve checks. 1. CHANGE THE RECORD ON THE EMPLOYEE DEDUCTION FIRST. 2. USE THE GLOBAL DEDUCITON REBUILD BY NARROWING YOUR CRITERIA TO PULL ONLY ONE DEDUCTION TYPE AT A TIME. 3. THIS PROCESS WILL UPDATE ALL RECORDS IN YOUR SELECTION CRITERIA. HOWEVER, CHANGES ONLY TO THOSE THAT YOU HAVE CHANGED IN THE EMPLOYEE DEDUCTION MASTER. Payroll Page 13