Transcript Agency Deduction Workshop

State of Connecticut
Core-CT Project
HRMS / FIN Workshop
July 26, 2004
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Agency Deduction Workshop
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Welcome
Mark Bissoni
Purpose
Mark Bissoni
Deduction Codes
Mark Bissoni
Vendor Setup
Mark Bissoni
Employee Deduction Remittance Report Mark Bissoni
Integration Overview
Elaine Pelletier
GIRO Deposits
Elaine Pelletier
Petty Cash Corrections
Elaine Pelletier
Workshop
Mark Bissoni
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Purpose
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Define Agency recovery deduction codes (Y & Z)
Associate Agency deduction codes to employees
Associate Agency deduction codes to vendors
Review Vendor Setup
Define the Employee Deduction Remittance Report
Review Payroll Integration to Financials
Coding for GIRO payments
Coding a GIRO that should have been a Petty Cash
Advance Recovery
• Identify the agency’s new deduction codes, as
required.
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Agency Recoveries
Agency recoveries from employee’s pay are for:
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Petty Cash Advances
Recovery of State expenses
Check / Advice Reversals
Online checks
Recoveries are coded as deductions from an
employee’s pay
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What are Y and Z Deductions?
Deduction codes for agency recoveries are Yxxx or
Zxxx, where xxx is the agency acronym.
• Y Deductions are Agency Recoveries. The dollars
associated with the deductions ultimately end up in
the Agencies’ AR Business Unit as a GIRO Payment
from OSCIP.
• Z Deductions are Agency Recoveries of Petty Cash
Advances. The dollars associated with these
deductions ultimately end up in your Agency’s Bank
Account via ACH.
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Y Deduction Employee Setup
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Z Deduction Employee Setup
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Configuration of Y Deduction
(Link to Vendor Code)
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Configuration of Z Deduction
(Link to Vendor Code)
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Vendor 28 for Y Deduction
(Under Setid OSCIP)
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Vendor 28 for Y Deduction
Remit to = OSCM1 - MAIN
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OSCM1 is a separate Vendor
under OSCIP
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OSCM1 for Y Deduction
MAIN Location
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MAIN Location
GIRO Payment
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Vendor 714 for Z Deduction
(Under Setid OSCIP)
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Vendor 714 for Z Deduction
Remit to = OSCM1 - RPC
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OSCM1 is a separate Vendor
under OSCIP
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OSCM1 for Z Deduction RPC
Location
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RPC Location - ACH Payment
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Employee Deduction
Remittance Report
What is the Employee Deduction Remittance Report?
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It is a hard copy report that is created and distributed
to agencies on a bi-weekly basis (as employees are
being enrolled in deductions)
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It captures each distinct vendor id, all of the deduction
codes reporting to that vendor id, all of the employees
who are enrolled in each deduction code (under the
distinct vendor id), and the corresponding amount (for
each deduction)
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Employee Deduction
Remittance Report
• Since agency recovery (Y deductions) and petty cash reimbursements
(Z deductions) report to two distinct vendors (as you have seen with
vendors 28 + 714) – each agency should be receiving their
corresponding reports on a bi-weekly basis
• Payroll folks – please share this report with your financial offices!
Who should I contact if I do not receive a report for a given cycle?
• Contact the Payroll Services Division (860) 702-3453
or (860) 702-3447
• Please be prepared to provide your vendor id and the check
date's needed
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HRMS to Financials
Integration - GL
HRMS to GL – files are sent to the Financials’
GL module to record the State’s payroll.
The system sends the following accounting
entries:
DR Payroll Expense
DR Fringe Expense
CR Payroll Liabilities
CR Cash – Payroll Net Pay
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HRMS to Financials
Integration – GL
These accounting entries are the Generated into
Journals. The system process of Journal
Generation automatically summarizes all
entries by unique chartfield combination.
The Journals are generated by BU. We setup
the accounting entries table with the Agency
acronym in the BU field so that each agency
has a separate GL journal for each payroll.
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HRMS to Financials
Integration - AP
HRMS to AP – files are sent to the Financials’
AP module to effect the payment of all
deductions from an employee’s pay.
 The Vouchers are created in a separate BU OSCIP.
 The vendors for this BU are in a separate Setid OSCIP
 The vouchers are recorded as follows:
DR Payroll Liability
CR AP Liability
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HRMS to Financials
Integration - AP
The Pay Cycle that produces the payments for these
vouchers is also called OSCIP.
The Pay Cycle produces payments in all formats:
ACH - Tax & other Vendors setup to receive ACH
CHECK – Vendor payments not by ACH
Child Support – Sent to a third-party administrator
GIRO – Internal payments
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Agency Recoveries
Check/Advice Reversals
Medical / Health deductions
Savings Bond deductions
The Pay Cycle combines payments within OSCIP by
Vendor.
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Viewing GIRO Payments
from Y Deductions
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What if I made a mistake?
If the payment should have gone to the Agency’s
Petty Cash account, the deposit should be
directly journalled using the “funds awaiting
distribution” coding.
• Fund = 34003
• SID = 42350
• Account = 20920
• Enter all other required chartfields as normal
including Program and Project.
• This allows the Deposit to be recorded and
completed in the AR module.
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What if I made a mistake?
To actually fund the Petty Cash account, a voucher needs to be
entered.
Please refer to the Core-CT Financials Daily Mail dated 2/13/2004 that
contains detail instructions - the following is an excerpt:
1. Process a non-PO voucher for Petty Cash Replenishment.
2. Select the Agency Vendor value for your agency for Petty Cash
Replenishments.
3. Ensure that you enter Vendor Location - RPC on the Invoice
Information Page.
4. Validate the Payment Method is ACH or CHECK, NOT GIRO on the
Payments Tab.
5. The coding on the voucher should be the EXACT coding used on
the Direct Journal of the Deposit from OSCIP. Do not code the
voucher as a normal Petty Cash Replenishment voucher.
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Recording Agency Recoveries
To record a deposit of non-petty cash advances, it
must first be determined what the recovery is for.
• Recovery of Lost or Damaged State Property - An
expenditure was incurred by the agency due to an
employee’s action and the expenditure is to be
recovered. The agency initiated the recovery of
State funds from an employee.
• Recoveries initiated by Central Payroll:
1) Record an off-cycle, online replacement check
2) To reverse an employee’s original pay check.
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Recovery of Lost or Damaged
State Property
• Recording Miscellaneous Recoveries –
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A credit to a revenue account –
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Use the budgeted fund, SID 18010, Account 44331
• Refund of Current Year Expenditure – The deposit
should be recorded as
– A credit to the Expense
• Use the same coding as the original expenditure
• Refund of Prior Year Expenditure –
– When the expense was recorded to a continuing
appropriation
• Use the same coding as the original expenditure
– When the expense was recorded to a lapsing
appropriation
• Use Original budgeted fund, SID 18010, Account 44410
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Recoveries initiated by Central
Payroll
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Agency Recovery deductions (Y deductions) should be
included on the form when requesting a replacement check to
compensate for the deductions that cannot be reversed (CSE
credit union, garnishment(s), or Savings Bonds)
For example, an employee has the following deductions:
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Garnishment ($100.00),
Savings bond ($100.00)
CSE credit union ($100.00) on the original check,
The replacement check request form should include an agency
recovery for the total amount of $300.00 with a description of
each of the non-reversible deductions.
The following is an excerpt from the actual petty cash form
capturing the process if an OSC employee had a garnishment,
CSE Credit Union, and a Savings Bond deduction:
Deductions:
Deduction Code
YOSC
Deduction Description
Agcy Recovery for GARNSH, CUCSE, + SAVBND
Deduction Amount
$
300.00
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Recoveries initiated by Central
Payroll
• A $300.00 voucher will be created to the agency’s Y deduction
vendor when a replacement check is issued.
• The original check will then be reversed by Central Payroll.
• During the reversal process, deductions for CSE Credit Union,
Garnishment, and Savings Bonds are coded to the agency’s Y
deduction, because the original deduction cannot be recaptured
from the vendor.
• A -$300.00 voucher will then be created to the agency’s Y
deduction vendor. This offsets the Y deduction created in the
replacement check process.
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Recoveries initiated by Central
Payroll
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Reversals are not always processed in the same pay period as the
replacement check.
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The Reversals create the negative deduction vouchers.
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Negative vouchers are not processed unless there are positive
vouchers to offset the amounts.
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If the replacement check’s deductions are processed immediately,
the reversal will not be processed until there are positive vouchers to
offset it.
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Agency recoveries may not appear in AR until the net amount is
positive.
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If there is no replacement for one that is reversed, there will only be a
negative voucher. The agency must manually recover the money
from the employee and notify Central Payroll when the funds are
recovered to eliminate the outstanding voucher.
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Questions & Answers
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Agency Deduction Workshop
Core-CT Question: Now that you
know what the deduction codes
allow and do for you, who wants
to set up new deduction codes?
Agency Answer: I do! I do!
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Agency Deduction Workshop
See Nancy
Ribes to
setup
individual Y
and Z
deductions
codes for
your agency.
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Agency Deduction Workshop
Thank you for attending today’s presentation.
Your feedback is welcomed.
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