Payroll System Flow . Journal Entries

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Processing Payroll  Journal Entries

     Overview
                       The payroll cycle is a process that is completed each time State employees are
                       paid. The payroll cycle consists of the following five basic steps:
                                  Process pre-payroll
                                  Print payments
                                  Process pro forma journal entries
                                  Print pay cycle reports
                                  Process final update
                       The Payroll Cycle is controlled by the Payroll ID. In Pre-payroll the Payroll ID is
                       used to select the employees to be paid. The same Payroll ID is used for all
                       steps of the Payroll Cycle. Different Payroll IDs can be used to process multiple
                       Payroll Cycles simultaneously.
                       Pro forma journal entries are preliminary, review-level entries that the system
                       stores in Workfile until after Final Update is run. This workfile is created to
                       prepare the journal entries for review and posting. A Payroll Journal Proof/Edit
                       report (R05229) is created when the workfile is created. This report is used to
                       review the accuracy of the pay cycle information before the system posts the
                       information to the general ledger. The detail and summary information can also
                       be viewed online.
                       The HR/Payroll Contact creates the payroll journal entries that are used to
                       charge agency costs for payroll.


                       This Work Instruction shows how to:
                       Process Pro Forma Journal Entries
                       Review Journal Entry Payroll Proof/Edit Report
                       Review Journal Entries Online


     NIS Policies
                       The tasks in this documentation provide end users with the tools to enter data
                       and collect data in NIS. It is the responsibility of the agencies to comply with
                       State Statutes, Federal Rules and Regulations, and State policies. For further
                       information concerning State Statutes and policies, please refer to both internal
                       agency resources and the Department of Administrative Services website:
                       http://www.das.state.ne.us/.


     Navigation
                       Click Roles, HR_PR.
                       (Citrix users  right click on the menu, choose View by Role, choose HR_PR.)
                       Human Resources and Payroll  Agencies > Payroll > Pay Cycle Workbench




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Nebraska Information System (NIS)                                   Processing Payroll  Journal Entries



    Steps
                  Process Pro Forma Journal Entries
                  Start this instruction from the Pay Cycle Workbench  Work with Pay Cycle
                  Workbench window.




                  1. Choose the Payroll ID on the grid you wish to process Journal Entries.

                       There must be a 1 in the grid row under the Pre-Payroll column. This
                       indicates that the Pre-Payroll is complete.
                  2. Click Row, Journal Entries, Submit Journal. The Pay Cycle Workbench 
                     Payroll Journal Entries window appears.




                  3. Verify the following:
                          Expense Distribution Code is set to 2
                          Pay Date is entered in the Override Accounting Date.
                  4. Click OK. The Pay Cycle Workbench - Submit Journal Confirmation window
                     appears.




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                  5. Click OK. The Printer Selection window appears.




                  6. Click OK to return to the Pay Cycle Workbench  Work with Pay Cycle
                     Workbench window.


                  Review the Journal Entry Payroll Proof/Edit Report
                       The Journal Entry Payroll Proof/Edit Report (R05229) will be submitted.
                       View the Report via Submit Job or View Job Status. For step-by-step
                       instructions, please refer to the Working with Submitted Reports work
                       instructions. Choose the Job Details to view (R05229_...) once the
                       Description is "Done".

                       Please see below for a list of jobs that will appear in the submitted jobs:
                          R05227 - This is a UBE, no report output
                               o    A UBE is a program that generates reports or runs other
                                    programs.
                          R072902 - This is a UBE, no report output
                               o    See description above.
                          R04110ZA - Batch Voucher Processor Report
                               o    View this report to see if there are any errors resulting from
                                    processing pro forma journal entries and vouchers.
                          R07411Z1  Always a blank page.
                          R074902  Always a blank page.
                          R05229 - Payroll Journal Proof/Edit Report
                               o    View this report to verify the accuracy of journal entries. This
                                    report should be reviewed for any errors which could cause



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                                    journal entries to error out when attempting to post to the
                                    General Ledger.
                          R053010 - Labor and Burden Distribution Register
                               o    View this report to see, by fund and business unit within fund,
                                    hours worked and wages paid, along with state paid taxes and
                                    benefits (health and life insurance, retirement, etc.), for each
                                    employee.
                          R07354 - This is a UBE, not report output.
                               o    See description above.


                  View Journal Entry Online
                  7. Click Find to refresh the grid. Verify the status code in the Journal Entries
                     column has changed to an A and then to a 1.

                       The 1 indicates the Journal Entries have completed processing.




                  8. Choose the Payroll ID on the grid you are processing.
                  9. Click Row, Journal Entries, Journal Review, Journal Summary. The Pay
                     Cycle Workbench  Work With Compressed Payroll Journals window
                     appears.




                  10. Verify the following for each row in the grid:




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                          G/L Date equals the Pay Date
                          An account number appears in the Account Number field.
                  11. Advance grid to the last row and verify that Journal Entries are in balance
                      (Debit Amount equals Credit Amount)




                  12. Enter AW* in the Reference 2 field in the QBE line.
                  13. Click Find.
                  14. Verify that T1 and T2 document types balance (Debit Amount and Credit
                      Amount)




                  15. Click Close to return to the Work with Pay Cycle Workbench window.
                  16. Click Close.




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