Payroll Suspense Correction Process – Corrector Guidelines · Payroll Suspense Correction Process...

PayrollSuspenseCorrectionProcess(revised06‐13‐17) Page1

PayrollSuspenseCorrectionProcess–CorrectorGuidelinesBusinessProcessOverview

WhatisPayrollSuspense?

PPS BFS

BearBuy

T&E

CDS

Payroll

Vouchers Cash Deposits

ReimbursementRequests

TheBerkeleyFinancialSystem(BFS)isthesystemusedtomanagethefinancialtransactionsinthegeneralledger.ManyofthesetransactionsoriginatefromthirdpartyfeedersystemssuchastheTravelReimbursementSystem,theCashDepositSystem,theCampusAccountsReceivableSystem,andthePayrollPersonnelSystem(PPS).

Payroll Suspense Overview

PPS BFS

Payroll Journal Entries

ChartString from PPS

Yes

Valid ChartString?

Suspense ChartString

No

WhenthesetransactionscomeintoBFS,thesystemrunsthetransactionsthroughChartofAccounts(COA)validations.Ifthechartstringisvalid,thenthetransactionispostedusingthe


chartstringsentbyPPS.Ifthechartstringisinvalid,thenthetransactionispostedtoasuspensechartstringwhereitwillawaitcorrection.

ThisisimportantbecausesuspendedtransactionsarerecordedinaliabilityaccountsodonotappearaspayrollexpensesinBAIRSreportsandmakesmanagingtothebudgetmoredifficult‐especiallyasthenumberanddollarvalueofthesesuspendedtransactionsincreases.ThatiswhythePayrollSuspenseCorrectionfunctionissoimportant.Itallowsuserstoseethesesuspendedtransactionsandtakestepstowardsclearingthemoutofthesuspensechartstring.

HowarePayrollSuspenseTransactionsCleared?Thereareonlytwoactionsthatcanbetakentoclearpayrollsuspensetransactions.TheactiontakenwilldependonwhetherornotthechartstringthatcamefromPPSwasthecorrectchartstringornot.

Suspense PPS Transaction

ChartString Correct?

Yes

1. Select Journal Entry (JE)

No

2. Select Payroll Expense Transfer

(PET)

1. IfthechartstringthatcamefromPPSwascorrect,thenajournalentry(JE)mustbeusedtomovethetransactionsfromsuspensetothePPSchartstring

2. IfthechartstringthatcamefromPPSwasincorrect,thenaPayrollExpenseTransfer(PET)mustbeusedtomovethetransactionfromsuspensetoanewchartstring

NOTE:Theprimaryreasonsforwhyacorrectchartstringwouldendupinsuspenseandtheactiontoclearthemareasfollows:

Issue ActionThisisaContracts&Grantsfund,andPPSfedthechartfieldcombinationtoBFSbeforeitwasaddedtothePCMappingTable.

LookupthechartstringonthePCMappingtabletoensurethatitismapped.Ifitis,processthetransactionasaJEontheBFSPayrollSuspenseCorrectionpage.Ifitisnotmapped,contacttheappropriateRAwhocanworkwithCGAtoensurethatthechartstringismapped.

OneofthechartfieldswasinactivatedwithaneffectivedatethatisbeforetheaccountingdateonthePayrollSuspensetransaction.

Contacttheownerofthechartfieldandaskthatthechartfieldbetemporarilyactivatedinordertoprocessthetransaction.


Regardlessofwhatactionisusedtoclearthesuspenseitem,allactionsmusthavetargetchartstringsthatpassCOAValidationsandbeapprovedbyanotherperson.SuspensetransactionsclearfromthesuspensechartstringwhentheclearingjournalentryispostedtotheGeneralLedger.

PayrollSuspenseClearinginBFSWithinBFS,payrollsuspenseclearingfollowstheoverallbusinessprocess,buttracksalloftheactionsandstepsinBFS.

ThePayrollSuspensemoduleconsistsofthreemainpages:

1. PayrollSuspenseCorrectionpageThisisthepagewheremostoftheworktakesplace.Fromthispagedepartmentaluserswillindicatewhatactionistobetakenonthesuspensetransaction,enterinnewtargetchartstringsforPETtransaction,determineifthechartstringpassesCOAvalidations,andsubmitsthetransactionsforapproval.TheapprovalroutingforrequestersisdefinedbytheirdefaultjournalSourceCodethatcontainsthesamelogicthatisdefinedforjournalsandotheritemsthatrequireapprovalwithinBFS.

2. PayrollSuspenseApprovalpageThisisthepagewheretheworkflowapproverwillapprovethetransaction.Onlyvalidchartstringcombinationscanmakeittothispage.ApproversaredefinedbythejournalSourceCodestowhichtheyhavebeengrantedapprovalaccess.


3. PayrollSuspensePETpageThispageisusedbyCSSTimekeeperstoseealistofpendingapprovedPETtransactionsandtomarkthosetransactionsascompleteoncetheyhaveenteredthedataintoPPSortomarkthemasrejectediftheyareunabletoenterthedataintoPPS.

ThisdocumentfocusesonthePayrollSuspenseCorrectionpage.

PayrollSuspenseCorrectionPageThemenupathtogettothePayrollSuspenseCorrectionpageisMainMenu>CALComponents>GL>PayrollSuspense>PayrollSuspenseCorrection

1. Therearesevensearchcriteriaavailableforusers: Fund Department Chartfield1 Chartfield2 EmployeeID PayEndDate OrgNodeThemoresearchcriteriapopulated,thenarrowertheresults.

2. TheSortSeqboxesestablishthesortordertheresultscomeoutin.Forexample,ifonewantedtheresultstofirstbesortedbyPayEndDateandthenbyEmployeeID,enterinasortsequenceof1nexttoPayEndDateandasortsequenceof2nexttoEmployeeID.ThedefaultsortorderisbyEmployeeIDonly.

3. Oncecriteriahavebeenspecified,the‘Search’buttonisclicked.Theprogrampopulatesthegridandsortsthegridgiventhecriteriaspecified.


NOTE:Departmentalusersonlyhave90daysfromtheaccountingdateontheoriginaljournaltotakeactiononpayrollsuspensetransactions.Therefore,onlytransactionslessthan90dayswilldisplayonthispage.

PayrollSuspenseEntriesGrid

ThecolumnsEmployeeID/LineRef,EmployeeName/LineDescr,andPayEndDateappearonalltabsinthegridandonthegridtherearesixtabs.

Tab1‐COA(ChartofAccounts)

ForanytransactionswithoutanactionorwithanactionofJE,thispagedisplaysthechartstringthatwasenteredintoPPS.ForanytransactionswithanactionofPET,eitherthispagewilldisplaythechartstringenteredintoPPSoranysavedchangestothechartstring.ToassistwithmatchingthesetransactionrowswiththeBAIRSPPP5302report,theTitleCodeandDOSCodehavebeenprovidedonthistab.

Clickingonthe‘OrigCOA’hyperlinkwillopenupapopupwindowdisplayingthechartstringfromPPSandthechartstringfromtheOriginalJournal.


ThesystemdisplaysbothofthesechartstringsbecauseinsomecasestherearetransformationsthatoccurinBFSafterthedataisreceivedfromPPS.Havingbothsetsofdataallowtheusertoseewhenthesetransformationshaveoccurred.


Clickingonthe'Notes'hyperlinkwillopenupapopupwindowdisplayingtheSuspenseCorrectionNotespage.

Onthispageisaneditablefieldforuserstoenternotes.Thereisalimitis250charactersforeachnote.Whenthepageissaved,noteswillbesavedinhistoryforfuturereference.Oncesaved,thesenotescannotbedeletedoredited,butadditionalnotescanbeadded.

NOTE:Eachtimeanactionistakenonatransactionrow(suchassubmitting,unsubmitting,approving,rejecting,etc.)ahistorynotewillbeadded.Thisnotewilltrackwhentheactionwastaken(LastUpdatedOn),whoperformedtheaction(LastUpdatedByandLastUpdatedByName),theroleofthepersontakingtheaction(Role)andwhatactionwastaken(Notes).

Onceanotehasbeenadded,theiconchangesfromthis tothis toalerttheuserthatnotesexist.Theiconwillonlychangeifthe250‐characternotefieldhasbeenpopulatedandthensaved.

Iftheonlythingsthatshowupinthehistorynotessectionareactions,thentheiconremainsasthis

.


Tab2–JournalAttributes

TheJournalAttributestabdisplaysthefollowingfields:

SuspenseEntryDatewhichisthedatetheSuspensetransactionwasinterfacedintoBFS SuspenseLineNumber–thisrepresentsthejournallinenumberforthesuspense

transactiongeneratedwhenthePPSchartstringwasfoundinvalid.Theamountforthislinewillbeequaltotheamountthatwouldhavebeenassociatedwiththeoriginaljournalline.

OriginalJournalID OriginalJournalDate OriginalJournalLine(theamountonthisjournallinewillalwaysbezerosincetheamount

willbeassociatedwiththesuspenselinenumberabove) OriginalAccountingDate


Tab3–LastUpdate

Thedataonthe‘LastUpdate’tabwillchangeasupdatesaremadetothepage.

TheUserGLSourcefieldispopulatedwiththedefaultJournalSourcecodeofthepersonwhosubmittedthetransaction.Itdetermineswhowillbeabletoapprovethistransaction.

NOTE:Ifthejournalsourcecodethatispre‐populatedwhenyoucreateanewjournalentryisnottheonethatyounormallyuse,[email protected],asthesourcecodecannotbeoverriddenforaparticularpayrollsuspensesubmission.Onceyourdefaultsourcecodehasbeenchanged,youcanunsubmitandthenresubmityourrequesttohaveitroutedbasedonyournewdefaultsourcecode.


Tab4–ErrorMessage

DisplaystheOriginalCOAErrorMessagethatprovidesthereasonwhyBFSplacedthetransactioninsuspense.


Tab5–OPTRSEntry

IfthetransactionwassubmittedandapprovedbutthensubsequentlyrejectedbyaCSSTimekeeper,thePETEntryStatuswillbeRejected.AnynotesthatwereprovidedbytheTimekeeperwillbevisiblebyclickingonthe‘Notes’icon.


NOTE:WhenaPETisrejectedbyCSSthattransactionbecomesavailableonthePayrollSuspenseCorrectionpagetobeprocessedagain.Additionally,anemailissenttotherequesteralertingthemthatthePETwasrejected/notenteredandmustbereprocessed.

PayrollSuspenseProcessOptions

OnthePayrollSuspenseCorrectionspage,therearesixprocessingoptions.Userswillfirstselecttherowstheoptionshouldapplyto,selecttheactionandthenclickonthe‘Process’button.Thesystemwillupdatetheselectedtransactionsasfollows:

ProcessOption ActionJE

UpdatesthePET/JEactionforselectedrowsas‘JE’

PET

UpdatesthePET/JEactionforselectedrowsas‘PET’

Submit

Submitstheselectedrowsforapproval

Un‐Submit RetractstheselectedrowsfromapprovalsothatthesubmittercanupdatevaluesonthetransactionsuchaschangingtheactionfromPETtoJEorviceversa.

Un‐FlagJE/PET

Foranyselectedrows,removesthepreviouslyassignedcorrectiveaction.

RequestMapping

Ifthechartstringneedstobemapped,userscanselectthisoptionforasinglerowandthesystemwillpre‐populatetheBudgetAdd/Editpagewiththechartstringfromtherow.


PayrollSuspenseClearingExamples

Example#1–PCMappingErrors–PCMappingExistsTherewasatimingissuewherethepayrollfilewasprocessedbeforethechartstringwasmapped.ThechartstringshavesubsequentlybeenmappedinthePCMappingtableandajournalentry(JE)shouldbecreatedtoremovethetransactionfromsuspenseandrecorditinthechartstringoriginallyreceivedfromPPS.

Step1–DeterminethecauseThefirststepshouldalwaysbetodeterminewhatcausedthetransactiontogotosuspense.

Clickonthe‘ErrorMessage’tabtodeterminewhatcausedthetransactiontogotosuspense.

Inthisexample,theerrorwasduetoPCChartfieldMapping.


Step2–DesignatetheclearingactionReturntotheCOAtab

1. Select‘JE’fromthedropdownmenu2. Clickonthe‘Save’button

**IMPORTANT**Usersmustclickthe‘Save’buttonwhenmakingchangesinthegrid.Iftheuserattemptstoprocessarequestwithoutsavingthedata,thefollowingerrormessagewillbedisplayed:


Step3–SubmitforsupervisorapprovalNext,goto‘Process’field,select‘Submit’fromthedropdown,andthenclickthe‘Process’button.Amessageboxwillsummarizetherequestedaction(s).

Ifthisiscorrect,clickOK.

Whenthesystemisdoneprocessingtherequest,amessagecontainingtheoutcomeoftherequestwillappear.

Inthisexample,bothoftheJEtransactionssubmittedwereacceptedbyBFS.

ClicktheOKbuttontoclosethismessagebox.


Tofindoutwhichtransactionswereaccepted,lookatthe‘SubmitforApproval’column.

If“Submit"appearsintherowofthetransaction,itwasaccepted.Inthisexample,bothtransactionswereacceptedandwillfalloffthissuspenselist24hoursafteranapproveracceptstheseentries.Onecanalsolookatthe‘Error’columnwhichindicates‘N’fornoerrorsandthe‘CorrectedLineCOAEditMessage’nowreads“Successfulchartstringvalidation.”Remember,onlytransactionsthatpassCOAvalidationwillbemarkedassubmitted.


Example#2–PCMappingErrors–RequestPCMappingInthisexample,theoriginalissueisalsoduetoPCMappingerrors;however,thechartstringstillhasnotbeenmapped.

Step1–DeterminethecauseThefirststepshouldalwaysbetodeterminewhatcausedthetransactiontogotosuspense.

Clickonthe‘ErrorMessage’tabtodeterminewhatcausedthetransactiontogotosuspense.

ThesesixtransactionshavethesamePCMappingerrorsandrequireaJEtogetthemoutofsuspense.



1. Clickon‘SelectAll’button2. Select‘JE’fromthe‘Action’dropdownmenu3. Clickonthe‘Process’button4. Amessageboxwillsummarizetherequestedaction(s).Ifthisiscorrect,click‘OK’

Step3–Submitforsupervisorapproval

1. Select‘Submit’fromthe‘Action’dropdownmenu2. Clickonthe‘Process’button3. Amessageboxwillsummarizetherequestedaction(s).Ifthisiscorrect,click‘OK’


Anewmessagesummarizestheresultsoftheaction.

OfthesixJEtransactionssubmitted,BFSdidnotacceptany;allsixwererejected.

Noticethatthe‘SubmitforApproval’columnisblank.Remember,onlytransactionsthatpassCOAvalidationwillbemarkedassubmitted.ScrolltotherightandnoticethatBFShasflaggedallsixtransactionswithared"Y"intheErrorcolumn.Thisentryalsohasthesameerrormessageasbefore.IfyouareanRA,requestthePCmappingviaCALComponents>GM>AwardBudgetEntry.

NOTE:IfyouarenotanRA,youmustworkwiththeRAthatmanagestheawardtoensurethatthechartstringismappedtoPCChartfields.


Example#3–WrongChartfieldEntered–RequestPayrollExpenseTransferTheotheractionbrieflymentionedisaPayrollExpenseTransfer(PET).UsethismethodwhenanincorrectchartfieldwasenteredintothePayroll/PersonnelSystem.Thisreversestheoriginalincorrectentry,andreplacesitwiththecorrectedchartstring.

Step1–DeterminethecauseAgain,startontheErrorstabtoviewtheissuethatcausedthistransactiontogotosuspense.

Inthisexample,theerrorisduetoaninvalidfund.



1. Select‘PET’fromthedropdownmenuA. Noticethatonce‘PET’isselected,thechartfieldsopenandbecomeeditable.B. Additionally,theETMonth,ETPage,ETLine,OriginalGrossEarningsandTotal

Benefitsfieldsalsoopenandbecomeeditable.

Step3–ChangethechartstringTheerrormessageindicatedthefundwasinvalidandresearchindicatedthat81840isthecorrectfund.

Changethefundto81840forallrowsforthisEmployeeName,PayEndDate,DOSCode,TitleCodeandchartstring.


Step4–RuntheBAIRSPPP5302reportBelowisanexampleoftheBAIRSFinancialReport(PPP5302)showingalloftheinformationneededtoentertheETMonth,ETPage,ETLine,OriginalGrossEarningsandTotalBenefitsinformationinthefieldsasshowninStep5.ThebestpracticeistoruntheBAIRSreportbyEmployeeIDandPayPeriodEndDatebecausethesamePayPeriodEndDatemayhaveactivityinmultipleledgermonths.

ThemenupathforthePPP5302reportisasfollows:RunBAIRSFinancialReports‐>080.Payroll‐>BIS_PPS_Expense_Detail_Curr.bqy

Step5–PopulatetheETMonth,ETPage,ETLine,OriginalGrossEarningsandTotalBenefitsfields

1. IfreviewoftheBAIRSPPP5302reportindicatesthatthedefaultETMonthisnotcorrect,clickonthemagnifyingglassandselecttheappropriatevalue

2. EntertheETPageinformation3. EntertheETLineinformation4. EntertheOriginalGrossEarningsinformation5. EntertheTotalBenefitsinformation6. Clickonthe‘Save’button


NOTE:TheETMonthautomaticallydefaultswiththeoriginalaccountingperiodandiftheuserattemptstochangeit,thenthefollowingmessageisdisplayed.

Thisisnotasevereerrorandtheusermaycontinuewiththeireditsbyclickingthe‘OK’button.

Step6–SubmitforsupervisorapprovalOncethedatahasbeensaved,thePETscanbesubmitted.

1. Select‘Submit’fromthe‘Action’dropdownmenu2. Clickonthe‘Process’button3. Amessageboxwillsummarizetherequestedaction(s).Ifthisiscorrect,click‘OK’

Whenthesystemisdoneprocessingtherequest,anewmessagesummarizestheresultsoftheaction.Inthisexample,allthreerowsofthePETweresubmittedandzerorowswereinerror.The‘SubmitforApproval’fieldshowsas“Submit”.


ClicktheOKbuttontoclosethismessagebox.

NOTE:If‘PET’isselectedandtheuserdoesnotentertherequiredinformationintheETPage,ETLine,OriginalGrossEarningsandTotalBenefitsfields,thefollowingerrorwillbedisplayeduponclickingonthe‘Save’button.

Theonlyexceptiontothisarebi‐weeklyvacationaccrualsthatarezerogrosspayrollentries.Intheserareinstances,afterselecting‘PET’,clickonthe‘PETZeroGross’box.The‘OriginalGrossEarnings’fieldwilldefaultto$0.00andbecomegreyedout.PopulatethefieldsandsubmitasnormalforPETrequests.Anexampleofwhenthiswouldbeappropriateisshowninthescreenshotbelow.

Whilethelasttwolinesinthisreporthavezerogrosspayrollamounts,onlythelastrowwenttosuspense,whichiswhyonlythatrowishighlightedhere.


Conclusion/SummarizationExample#1–Theseentrieswillfalloffthissuspenselist24hoursaftertheyareapproved.

Example#2‐ThesecondsetofentrieswillremainonthelistuntilCGAupdatesthePCmappingtable,theyareresubmittedforapproval,theyareapproved,andthenightlyjournalgenerationoccurs.

Example#3‐ThethirdandfinalsetofentrieswillremainonthelistinsuspenseuntilCSSTimekeepersmakethecorrectioninPPSandanupdatedentryisfedtoBFSatthemonthendcycle.

AppendixAlthoughtransactionsmaybeapproved,thetransactionswillcontinuetobevisibleonthecorrectionsandapprovalpagesuntiltheyarecleared.Thefollowinggridshowswhattransactionscanbeseenonwhichpagesandwhen:

Status VisibleonCorrectionPage

VisibleonApprovalPage

Newsuspensetransaction Yes NoUpdatedsuspensetransaction(notsubmittedorun‐submitted)

Yes No

Submittedtransaction Yes YesApproved No YesJEispostedintheLedger(typicallyhappensthenighttheJEisapproved)

No No

PETispostedintheLedger(typicallyhappenswhenthepayrollfileisprocessedonceamonth)

No No

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