Purdue University - Indiana's Land Grant University
CD-01 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). Cost Distribution changes prior to 1/1/2019 should be your last resort to clear an overdraft. Review the original time card or cost distribution.Determine how many PERNRs are involved. Remember that cost distribution corrections prior to 1/1/2019 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.Think about how to reduce the number of pay periods to be corrected down to a minimum. Run a pay posting report using layout /BPR PAY COR. Enter in the “for period” and PERNR you wish to correct.TIP: If there is AY or FY pay on a sponsored program or federal appropriation, there will be a PAR for that PERNR. The AY or FY portion will need to be filtered out and the Revised PAR Payroll Correction Process For Payroll Periods Prior to 1/1/2019 process should be followed for that portion. 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 CD-01 forms. If you are correcting Bi-weekly payroll that was or will be charged to a sponsored program or federal appropriation prepare the pre-audit explanation using the Correcting Document Template - Payroll. This template is located on Cost Accounting’s website.If you are correcting Bi-weekly payroll that was or will be charged to a sponsored program or federal appropriation, obtain a recertification of effort signature from the PI. Original signatures are preferred; however, if email certification is required, 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.Pre-audit Explanation (make sure to use old grant/IO # in parenthesis) if necessaryApproved CD-01 Pay posting using /BPR PAY COR layoutPrior to Janaury 1, 2019 Pay Distribution Correction CalculatorAny necessary email backupOpen FV50 in SAP – see also Quick Reference Guide for Correcting Payroll Prior to 1/1/2019 for detailed guidance Doc 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 CD-01 change prior to 1/1/2019 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).267652521145500center-2012950059055050101500Enter 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. ................
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