Payroll Balancing PPT Combined - SCOE
Transcript of Payroll Balancing PPT Combined - SCOE
Payroll Balancing Basics
July 8, 2020 via Zoom
House Keeping
• Please Mute Audio, Video Optional
• Update Zoom Display Name
• Use the Chat Box for Questions
Training Goals
• Review Payroll Guidelines
• Creating Balancing Spreadsheet
• Balancing and Auditing Payroll
• Understanding and Using Payroll Reports
• Resolving Pay Errors
• Payroll Submission
Provide Payroll users knowledge and tools in
balancing to gross pay outside of Escape and
understand accurate payroll submission.
Payroll GuidelinesReference Documentation
Published Salary Schedules
Published Stipend Schedule(s)
Published School Year
Calendar
List of Add-ons
Bargaining Unit Agreements
Memorandum of Understanding
List of Reduced Workload Employees
Benefit Plans and Rates
Section 125 Vendor, Plans, and Rate
Sheet
Deductions
Union Dues Structure
Account Code Cheat Sheet
District Directory
Payroll Duties Annual Timeline
Payroll GuidelinesForms and Procedures
Personnel Action Form (PAF)
Use for New Hires, Changes,
Terminations
New Hire Checklist
SSN Verification
New Hire Reporting to Employment
Development Department (EDD)
Direct Deposit
Section 125 - Premium Only Plan (POP)
Enrollment
Page 1-16
Escape
Employee Management Tab Dates
STRS/PERS Codes
Affordable Care Act (ACA)
Healthy Workplace Healthy Family Act of
2014 (AB 1522)
Introduction
Todays Topics
• Gross Pay vs. Net Pay Basics
• Pay Periods and Pay Cycles
• Basic Gross Pay Calculations
• Share and Review Gross Pay Templates
• Hands on Gross Pay Exercises
• Basic Payroll Calculation verification in
Escape
How to calculate pay for your
employees….
Let’s watch a quick video on payroll calculation basics…
• https://www.youtube.com/watch?v=75IK5vEhHHw
• Gross pay is the amount you
owe employees before
withholding taxes and other
deductions.
• Gross pay is NOT the
amount you pay your
employee.
• You must use gross
wages to calculate your
employees' net wages.
Gross Pay
amount an employee earns in a specific time period before any
deductions
Net Pay
amount an employee earns in a specific time period
after deductions
• Net pay is what an
employee takes home after
deductions.
What items are needed to Calculate
Gross Pay?
“ “
Pay Cycles
.
Pay Cycles define the pay periods and pay dates, for a
group of employees.
They also define:
•Special processing such as “equal payments,” or pay for
actual hours in the pay period.
•When certain deductions will be taken, if there is more than
one pay period in a month.
•Pay schedule type.
Pay Cycles
.
Regular School District Pay CyclesPaid Once a Month
Independent Charter Pay CyclesPaid Semi-Monthly
Gross Pay Basics
Annual Salary to determine Monthly Amount
Gross Pay Basics
Monthly Gross
Gross Pay Basics
Monthly Gross over 12 Pay Periods
Gross Pay Basics
Semi-Monthly Gross
Gross Pay Basics
Semi-Monthly Gross over 12 Pay Periods
Gross Pay
Calculations and
TemplatesBalancing to Gross Tools…
RecapWhat do you need to be able to calculate Gross Pay?
• District Calendar
• # of Pay Periods
• Salary Schedule/Placement
• Stipend or Addon Amount
• Annual, Monthly or Hourly
Calendar Examples
Salary Schedule Examples
Gross Pay Templates
Example #1 – Certificated Gross Pay Calculation Template
Gross Pay Templates
Example #1 – Certificated Base + Stipends Gross Pay Calculation Template
Employee Management Record – Employee Snapshot
Gross Pay Templates
Example #1 – Certificated Base + Stipends Gross Pay Calculation Template
Adjust Payroll Record – Employee Payroll Snapshot
Gross Pay Templates
Example #2 – Certificated Gross Pay Calculation Template
Late Hire September 14
Gross Pay Templates
Employee Management Record – Employee Snapshot
Example #2 – Certificated Gross Pay Calculation Template
Gross Pay Templates
SEPTEMBER Adjust Payroll Record – Employee Payroll Snapshot
Example #2 – Certificated Gross Pay Calculation Template
OCTOBER - MAY Adjust Payroll Record – Employee Payroll Snapshot
Gross Pay Templates
Example #3 – Certificated Gross Pay Calculation Template
Gross Pay Templates
Employee Management Record – Employee Snapshot
Example #3 – Certificated Gross Pay Calculation Template
Gross Pay Templates
AUGUST - MARCH Adjust Payroll Record – Employee Payroll Snapshot
Example #2 – Certificated LATE START Gross Pay Calculation Template
APRIL Adjust Payroll Record – Employee Payroll Snapshot
Gross Pay Templates
Example #4 – Classified Hourly Gross Pay Calculation Template
Gross Pay Templates
Example #4 – Classified 12 Month Gross Pay Calculation Template
JULY - JUNE Adjust Payroll Record – Employee Payroll Snapshot
Gross Pay Templates
Example #5 – Classified Hourly Pay the Days Calendar Gross Pay Calculation Template
Gross Pay Templates
Example #5 – Classified Pay the Days Calendar Gross Pay Calculation Template
August – June Employee Management Record – Employee Payroll Snapshot
Templates
• Please use the Gross Pay Templates and Examples
• Each Tab has different Templates and Examples
• Use the Templates as a Tool or Guide to create your own
• The goal is to allow district’s to understand how to balance payroll outside, and inside their payroll system.
• Please feel free to use the Chat Box, or ask us questions.
• Remember, your success is our success!!
Helpful Escape Documentation and Tools
Tools available in every activity: How-To is Escape
Documentation and Tutorial is a video
Escape Online Resources
SCOE Resources
SCOE Resources links to the
SCOE Website
Review and Resolve Payroll Errors
Go to HR/Payroll – Reports – Payroll – Pay22
Error Categories:
• General
• Labor
• PERS
• STRS
Click here for Pay22 Report Sample
Labor errors must be resolved
in order for payroll to process!!
All errors should be reviewed
and resolved
Example Pay22 Payroll Errors
• Recommended to Review for Labor Errors First and Resolve
Use Tools to Help Resolve Errors
Go to How-To to Search in Escape Documentation
• Enter “Resolving Pay Compute Errors”
• Click search
• Click on the title of the search results to get more information
Click here: Resolving Pay Compute Errors
Errors Listed by Category then by Code
Scroll to search through the list
Example Pay22 Payroll Errors
• Labor Code 33: Total Contribution is “empty” means missing an account
and no account for the expenses to charge
• Payroll uses the Assignment Account first
• If account can not be located, could be because they do not have a current
assignment
• Possibly open records for Benefits, Deductions or Contributions
• General Code 29: This deduction was not processed because
the employee’s pay would have been negative.
Example Pay22 Payroll Errors
• Labor Code 17: NO GROSS Addon
– Addon requires a valid account code
– First uses the position account, most likely no current assignment
• Labor Code 4: NO GROSS Addon not setup to use specified account
• BENE Benefits only Pay Cycle employees or retirees do not have
an assignment, must add a valid account
Example Pay22 Payroll Errors
• Labor Code 56: Related to Deductions; the amount distributed is
“empty”, account is missing. A deduction may need to be ended or
invoiced to the employee.
• Labor Code 33: Related to Contributions; most likely a result of
missing accounts. A contribution code may need to be ended or the
account must be added to charge the expense.
Example Pay22 Payroll Errors
• Review General Errors and Resolve
General Code 24: The Active Retirement record is missing or ended
General Code 29: Deduction can not be taken because it will cause
negative net pay. Usually a deduction needs to be ended or the employee needs to be invoiced for the amount.
General Code 20: Addon pay rate is missing, need to add or contact IT at [email protected]
Example Pay22 Payroll Errors
General Error Code 26
General Code 26: Employee has negative net pay!
This is a general error; however, payroll can not be
processed with negative net pay
Need assistance with adjustments, contact [email protected]
Example Pay22 Payroll Errors
• Review STRS Errors and Resolve
• STRS Code 32: STRS Matrix Error: The Earnings Amount is higher
that the employee’s retirement pay rate.
• Need to research
• Review the snapshot in Adjust Payroll in the STRS Retirement Detail
• Review Employee Management Assignment record
Example Pay22 Payroll Errors
• Review the snapshot in Adjust Payroll in the STRS Retirement Detail
• Notice this employee is FTE 1.2
• Can not report more than 1.0 FTE; the additional .20 FTE must be
reported as additional earnings with the Assignment Type as EXTRA
in Employee Management Assignment record
Example Correct Pay22 Errors
• In Employee Management change the Assignment Type to EXTRA
• One of the Assignments
must be changed to .40
FTE with PAID Type
• Copy the Assignment
update .20 FTE with
Assignment Type:
EXTRA
Review Pay22 Errors Corrected
• Review Pay22 Report and Review Snapshot for correct retirement
reporting
• The position is now split
• The Retirement Detail is
now reporting the extra
.20 FTE with STRS
Assignment Code 55
and Annual Pay Rate
Rerun the Pay22 to verify the error has
been resolved
Example Pay22 Payroll Errors
• Review PERS Errors and Resolve
• PERS Code 45: PERS Retirement doesn’t match in system wide data
o Login to CalPERS to verify the Retirement Status
o Don’t have login information, contact Maria Aguayo, PERS Analyst,
• This error may also occur for STRS
o Login to SEW (Secure Employer Website) to verify the Retirement
Status
o Don’t have login information, contact Alli Britton, STRS Analyst, at [email protected]
Example Pay22 Payroll Errors
• PERS Code 58: My CalPERS Member Id is not set up
– Review in CalPERS for retirement status. Contact Maria Aguayo, usually
a timing issue to add in system data.
• PERS Code 53: The employee’s assignment is .5 FTE or greater
– Maybe the assignment changed for the new fiscal year and now the employee qualified to PERS mandatorily
– The employee should be notified, the Retirement record updated and Notification sent to Maria Aguayo
• Form can be found in Escape>SCOE Resources>Forms
Example Pay22 Payroll Errors
• PERS Code 31: The Pay rate may be too high for hourly or some cases too low for type of pay.
– Review the snapshot in PERS Retirement Detail and Reported
Review Pay03 Payroll Detail with Grosses
Go to HR/Payroll – Reports – Pay03
This report is run every pay date as part of the balancing and verifying that
all tasks have been performed before printing checks and transmitting ACH
information to the bank.
Recommended to run
By Person Type to
Separate Classified and
Certificated to identify
Deductions
Example Pay03 Certificated
• Certificated positions are STRS Retirement
STRS Members do not contribute to OASDI
Why could there be OASDI contributions on a Certificated report?
• A certificated employee could have elected to remain in PERS
• Verify in CalPERS and Retirement Tab
Example Pay03 Classified
• Classified positions are PERS Retirement
PERS members contribute to OASDI
Why wouldn’t there be OASDI contributions?
• A classified employee may not have qualified for PERS; therefore not part
of a retirement plan and must contribute to OASDI
• Or a Retiree returned to work, no Retirement, no OASDI
Review Pay15 Pay Difference (Earnings)Shows at a glance which employee have change in Gross Earnings
The report compares the differences between the current pay
cycle/period to the previous pay cycle/period
• Review the Difference Column
• Research why there is a change
Review Pay13 Payroll AdjustmentsThis report is used for auditing one-time adjustments made to the payroll
• One-time adjustments to their earnings or deductions
– Supplemental Payroll is considered all one-time adjustments
• Adjustments to assignments
• Adjustment to contributions
• Adjustments associated retirement information
Review Pay01 Payroll Summary
Review Gross Pay
Review Negative Net Pay
Review Employee Count
Payroll Procedures
Page 17-31
Enter Pay
Process Leaves
Run Reports
Balance outside of Escape
Submit Payroll to SCOE
Escape Snapshots
Calendar – HR/Payroll – Setup – Assignment - Calendars
Salary Schedule - HR/Payroll – Setup – Assignment – Salary Schedules
Employee 99 – HR/Payroll – Employment – Employee Management
Helpful Escape Documentation and Tools
Tools available in every activity: How-To is Escape
Documentation and Tutorial is a video
Escape Online Resources
SCOE Resources
SCOE Resources links to the
SCOE Website
Submit a ticket to [email protected]
Schedule a one-on-one meeting through Calendly
Marie White https://calendly.com/mwhite-22
Tracy Lehmann https://calendly.com/tlehmann-1
Kimberly Lingle https://calendly.com/klingle-1