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Home > Web Financial Office > Compute Payroll and Special Settings > Payroll Accrual Process

Payroll Accrual Process

When setting up the Payroll Accrual, follow the instructions below. Also, please note; this payroll needs to be the last payroll for the Finance Fiscal Year.

Closing the Payroll Area Before Processing the Payroll Accrual

From the menu tree select Payroll Processing, Close Active Payroll, Month, Quarter, Year, Fiscal Year. Close the current payroll, month, quarter and fiscal year BEFORE running the payroll accrual process.
Note: Do not close the Finance Fiscal Year until you have finished creating the payroll accrual transaction and you have posted it to the general ledger transactions.

Creating the Payroll Accrual Account

From the menu tree select, Master File and Code Entry Option |Master File Data Entry and Changes.

From the Entry Options dropdown, select Budget Master (Basic Fields by ASN).

Select Balance Sheet from the type of account dropdown.

Select the add button and add a payroll accrual account if one has not been previously setup.

Setting up the Ledger Interface for the Payroll Accrual

From the menu tree select Master File and Code Entry Option |Master File Data Entry and Changes.
From the Entry Options dropdown, select Ledger Interface.
In the column Account Number Accrual save the Payroll Accrual Account that was created in the Balance Sheet Account area.

Setting up the Employees to be Paid using the Payroll Accrual Process
Employee’s Contracts that are to be included in the Accrual Process must be identified prior to starting the Accrual Process. They are identified by the Contract Type Code and Payout Category. These fields are located on the Employee Contract.

Select the Human Resource or Payroll Processing from the menu item.
Select the Employee Information Changes (horizontal) for ease of entry.
Select Contracts from the Entry Options dropdown.

Payout Category: Employees to be included in the accrual process must have a unique Payout Category number such as five (5) in this column. Confirm that only the employees include in the payroll accrual process have this payout category number.

Contract Type Code: You will select the Specific Contract Type codes to include in the Accrual Process. Review the employee Contract Type Codes assigned to each employee’s contract and make any necessary changes.

Creating the Payroll Accrual Transaction

From the menu tree select Payroll Processing |Activate Open a Payroll.
Select Calendar Setup.
In the Establish Payroll Calendar Date For area enter the date that the first payroll will be paid for in the new payroll fiscal year. Example: 7/11/xxxx
Select Record.
Select the Contract Payout Category(s) to include in the Payroll Accrual.
Select Advanced Options.
Select no Contracts before date: Select the earliest appropriate date.
Select the Contract Type Codes to be included in the Payroll Accrual.
Select Payoff ALL selected contracts.
Select Activate.

Note: Do not include any manual timecards in this payroll.

Run Gross Pay Balance Reports
From the menu tree select Payday Reports.
Run the gross pay balance reports and check all of the gross pay figures.

Compute Payroll

From the menu tree select Payroll Processing| Compute Payroll.

Select Special Settings.

Select Create an Accrual Transaction.

Select the desired Deduction Timing Codes.

Select Compute.

Select Payday Reports.

Run all of the payroll reports and check them for accuracy.

IMPORTANT: Do not transfer the payroll liabilities. Do not print checks. Do not close the payroll. Only transfer the payroll transactions to the general ledger.

Posting the Payroll Accrual Transactions

From the menu tree select General Ledger Processing and Entry Options.

Select Transfer Payroll Data and Recurring Entries.

Select Journal Entry(s) for closed Payroll.

Select the Payroll Accrual Entry and post it to the current month.

Select Transfer.

From the menu tree select Make New Transactions Permanent.

Select the transaction.

Select Post Selected Ledger.

Processing Option for the End of the Year
The Year End Payroll Accrual process has two options available when the Accrual Payroll Transaction is transferred from the payroll system.

Standard – This option transfers the payroll journal entry with the journal source PR. This transaction debits the expense accounts affected by the accrual payroll and credits the Payroll Accrual balance sheet account. With this Standard Option you must run Reverse Accrual payroll after the new fiscal year has started. These Reverse Accrual Payrolls generate a journal entry to Debit the Payroll Accrual balance sheet account and associated liability and cash accounts.

Auto Reverse – This option transfers the payroll journal entry with the journal source XA. This transaction like the Standard option debits the expense accounts and credits the Payroll Accrual. The difference however is that you do not run Reverse Accrual Payrolls. After the fiscal year is closed you simply enter the transaction transfer area and transfer the Payroll Reverse entry. This entry will affect the same accounts as the XA journal entry except the debits will become credits and the credits will become debits.

When you transfer a Payroll Accrual entry you will receive this message explaining the two options.

Make your selection.

Push transfer.

After the Fiscal Year has been closed you can then transfer the Reverse Accrual Payroll entry. Select General Ledger Process | Transfer Payroll Data and Reccurring Entries.

Pick the option to Reverse Prior Year Accruals.

Note that all Prior Year Accruals, Journal Source XA are available in this area for reversal.

After the transfer you will find that the XA journal source entries from the prior year will be transferred and the journal source will be changed to XR. Also all Debits in the XA journal entry will become Credits and all Credits in the entry will become Debits.

Fiscal Year Close and Relationship to the Payroll Accrual
Below are the considerations regarding the Fiscal Year Close and it's relationship to the Payroll Accrual.

No payrolls in the system can be processed until the first accrued payroll has been paid out in the new fiscal year. This is because the accrual payroll is still open.
No manual timecards are to be entered for any of the accrual payrolls.
You may need to run multiple payrolls for your accrued employee contracts throughout the summer.

Running the First Accrual Payroll

From the menu tree select Payroll Processing |Select Activate Open a Payroll.

Select the Payroll Accrual Date (it is still opened).

Select the Contract Payout Category(s) from the accrual payroll. They should be the same ones used for the Accrual Payroll Transaction.

Select the correct contracts with a start date before or equal to.

Click next to "Check to allow for Re-Activation of Open Payroll."

Select OK to message box 7.

Select Re-activate.

From the menu tree select Payday Reports.

Select the Employee Gross Pay Reports and check the amounts.

From the menu tree select Compute Payroll.

Select Special Settings.

Select Create Reverse Accrual Transaction.

Select Compute.

From the menu tree select Payday Reports. Run payroll reports. Check the reports.

From the menu tree select Payroll checks. Run the checks as normal.

From the menu tree select Direct Deposit. Run the vouchers and direct deposit as normal.

From the menu tree select close Active, Payroll, Month, Qtr, Year, Fiscal Yr .

Select Close Current Payroll.

Select Apply/Close Selection(s).

Posting the Payroll to the General Ledger and Payroll Liabilities to Accounts Payable

From the menu tree select General Ledger Processing and Entry Options |Transfer Payroll Data and Recurring Entries.

Select Journal Entry(s) and closed Payroll |Reversed Payroll

Note: If the Financial Fiscal year has been closed select current month if the Finance Fiscal year has not been closed select next month

Select tTansfer |Liability Payments for Closed Payroll |Liabilities for the Reversed Payroll

If the Financial Fiscal year has been closed select current month if the Finance Fiscal year has not been closed select next month.

Select transfer.

Running the Second and Other Payroll Accrual Processes

You may need to run several payrolls for your accrued employee contracts throughout the summer.

For the second accrual payroll process and any other accrued payroll you will need to set up a new payroll date.

Once all of the accrual contracts have been paid the accrual accounts will have a zero balance.