Purdue University - Indiana's Land Grant University



PAR Payroll Correction ProcessFor Payroll Periods Prior to 1/1/2019GUIDANCE: Before you begin, review the account that needs to be corrected through a wide view lens. For any overdraft correction, make sure there are no other options for moving a non-payroll item first (travel, S&E). Revised PARS and payroll JVs should be your last resort to clear an overdraft. If you are preparing a Revised PAR, review the original PAR and any associated PAR calculators.Determine how many PERNRs are involved. Remember that PAR corrections will require a JV now. If you are correcting multiple PERNRs even for just for one person, you will need multiple JVs. One JV per PERNR.This is a different view from the previous process where you saw both PERNRs on the face of the PAR. In the NEW SEEMLESS Effort Reporting app, although all of the employee’s PERNRs will be required to be certified as before, now each PERNR will be certified separately. We now have the ability to retroactively correct one PERNR (even if that person has a second or third PERNR).Think about how to reduce the number of PAR months to be corrected down to a minimum. ASSUMING SALARY AMOUNT IS THE SAME IN BOTH MONTHSJune @ 100% Acct A + July @ 100% Acct B = PAR Period effort of 50% Acct A and 50% Acct BIS THE SAME ASJune @ 50% Acct A/50% Acct B + July @50% Acct A/50% Acct B = PAR period effort of 50% Acct A and 50% Acct BRun a pay posting report using layout /BPR PAY COR. Enter in the “for period” and PERNR you wish to correct.TIP: Because this is for a PAR, if Biweekly pay shows up on the Pay posting, you will need to use the filter option to remove expenses related to this type of pay.Open the Prior to January 1, 2019 Pay Distribution Correction Calculator located on Cost Accounting’s Website. White spaces are the only ones that are editable.Fill out header information – NOTE: One calculator for each pay period. You will only need to fill out calculators for the pay period you are correcting.Enter account numbers under the “posted payroll” header. List both conversion account numbers and the pre-conversion account number.Enter in the totals for each G/L under the posted payroll header.Enter in new account numbers under the “corrected payroll” header.Enter in the new salary amounts you wish to charge to each new account. NOTE: New fringe calculation will automatically calculate for you. Your new cost distribution percentage will also calculate.Save as a PDF, this calculator will be included in your backup documents.Prepare the PAR or the Revised PAR forms and any associated Revised PAR calculators. For Revised PARs, prepare the pre-audit explanation using the Correcting Document Template - Payroll. This template is located on the Cost Accounting website.Obtain a certification or recertification of effort signature from the PI. Original signatures are preferred; however, if email certification is required and it is a Revised PAR, then you must also send the correcting document template in your email to the PI. Gather all backup documents in order and combine into a single PDF.If Revised PAR -Pre-audit Explanation (make sure to use old grant/IO # in parenthesis)PAR or Revised PARPAR or Revised PAR calculator if one is necessaryEmail approval if givenPay posting using /BPR PAY COR layoutPrior to July 1 2018 Pay Distribution Correction CalculatorIf Revised PAR included the Original PAR and the Original PAR calculator Any necessary email backupOpen FV50 in SAP – see also Quick Reference Guide for Correcting Payroll Prior to 1/1/2019Doc Header TEXT – RETRO PERNR #Enter in Debits and credits using your Prior to January 1, 2019 Pay Distribution Correction Calculator. ONLY make entries for accounts that are changing. However, if there is a change to an account, EACH salary and fringe G/L used on that account must credit the entire expense on the old converted account numbers and then debit the new account numbers.Ensure the text field uses the guidance provided by Costing (PERNR, Pay Period, AY/FY, reason)Keep pay periods together on your JV if doing multiple periods.Utilize the “park” feature rather than the “save as completed feature.” Make note of the Doc number you are given (you’ll need this later).Reopen the document using t-code FB02. Attach the backup documents that have been combined into 1 PDF. You will need to include your FV50 Doc number on these documents!Email your Business Manager with the parked document number and ask for their review/approval of the correcting document.Once your Business Manager has reviewed your document and added the appropriate text to the “Notes” section, you will need to reopen the document and press “SAVE as Completed”. If there is a sponsored program or federal appropriation on the correction, this will route your document directly to the Preauditor for approval.BUSINESS MANAGER REVIEW PROCESSYou have received notice from one of your employees that a pre-audit Revised PAR is out for your review. Review the JV entry and all backup documentation, confirming all information is complete, understandable and ready for submission. Using T-code FV50, open the Notes section of the document by clicking on “Extras” and selecting “Document texts…”Double click the box to the left of the Note line (this will open up a new window where you can enter your text).224790010356850098107546418500Double click the box to the left of the Note line (this will open up a new window where you can enter your text).59055050101500Enter in your approval text here. Add any additional information about this JV that may be useful to a pre-auditor as necessary. When finished, click the green back button. Verify your approval text appears in the “Notes 1st line” shown above.When you have finished reviewing the document and entering your approval, notify the originator of the document that the document is ready. The originator will reopen the document and choose the “SAVE as Completed” option. This will route the document directly to the Preauditor for approval (if there is a sponsored program or federal appropriation) or it will post.The college business office should run a Parked Document report in Cognos monthly for review by all business offices. Individual business offices are encouraged to run and review this report more frequently. ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download