ADP PAYROLL DETAIL REPORT MANUAL

PeopleSoft 8.4

Summer 2007

Florida International University

Table of Contents

Overview3 Objectives..3 Generating the Payroll Detail Report within PantherSoft.4 Understanding the Report..13 Appendix A Sample Report.18 Appendix B Payroll Journal Entries Schedule..20 Appendix C Enhancements to come in Phase II...21

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Overview
This training manual describes and illustrates how to generate and understand the ADP Payroll Detail Report.

Objectives By the end of this training, you will be able to: Understand how to generate your Department/Project Payroll Detail Report. Understand the data which will be illustrated on the report.

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Generating the Payroll Detail Report within PantherSoft

Enter the PeopleSoft Financials system and navigate to the following link in order to access the ADP Payroll Detail Report. The ADP Payroll Detail Report is a useful tool that provides detailed information related to payroll charges including employee salaries and employer-paid benefits expenses at the department and employee level. The payroll detail report provides a listing of all employees paid and the related employer-paid benefits for a specific pay date. This report enables a user to verify the biweekly pay of employees and to provide a detail of the summarized payroll charges posted to the financial statement for a specific pay date by account number for each department or project id. Users should run this report biweekly but at least on a monthly basis to reconcile the payroll charges to the financial statements and to verify that charges are appropriate.

Reporting Tools ADP Payroll Detail Report

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Once you have clicked on the ADP Payroll Detail link, you will have to setup your own Run Control ID. (i.e. ADP_PAYROLL)

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Once you entered a name for your Run Control ID, press the the following page:

button and you will be directed to

On this page you will be able to choose from a range of departments or projects.

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When you click on the access.

, you will be able to view the list of departments/projects to which you were given

Departments

Projects

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In the Date(s) to Print you will have the option to choose from the Accounting Date field, where you will see a list of all available pay, accrual, or accrual reversal dates by clicking on the . See the schedule in Appendix B to determine which dates correspond to which types of journals.

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Once you have completed entering the necessary information, you can then take you to the Process Scheduler Request screen:

the process, which will

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For Server Name choose PSUNIX. Then click OK, which will take you back to the ADP Payroll Detail Report page. From there you will be able to click on the link that will take you to the Process Monitor page, where you can keep track of your process.

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Once your process has finished running and posting successfully, you can then click on the Details link, which will take you to the following page:

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To see your report, please click on the View Log/Trace link, and then click on the pdf file link.

The report can also be picked up from the Report Manager, under the Administration tab.

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Understanding the Payroll Detail Report

Report Layout The report contains a heading, report information, demographics, details and summary sections and is sorted by department/project ID. Within a department, the details section, grouped by salary account, is sorted by last name. Under each salary account group and department, salaries, other earnings, and benefits accounts are subtotaled. Totals can also be found on the right-hand side of the report for salaries and employer-paid costs for each employee. Heading

The heading section contains the Executive Area, Budget Entity, accounting date department/project ID, and department/project name. The Executive Area is the division into which the department reports. In technical terms, it is the description of the highest node on the department hierarchy tree where the department/project ID falls. Since many payroll reports are grouped by Executive Area, it is important that the Executive Area accurately represent the division to which the project/department rolls up. If you feel the executive area is incorrect for the department/project, e-mail your executive area budget manager. The Budget Entity describes the funding source, which may be any of the following: Budget Entity 1 2 3 4 A I Description E&G Auxiliaries C&G Health/Medical Center (College of Medicine) Student Activity Fees Intercollegiate Athletics

The Accounting Date is the payroll, accrual or accrual reversal journal date.

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Report Information

The report information section on the top right-hand corner includes the name of the report, FIGLR007, run date, page number and total number of pages. Details Section Demographics

The demographics section includes employee names, employee IDs, position numbers/job codes, FTE, comp. rate and hours paid. Employee Names are listed in alphabetical order within their respective salary group. The Employee ID is the ADP employee ID. This value may be the same as the Panther ID if the employee was hired on or before June 2, 2007 or if the employee was hired after this date and has never been a student. The Position Number is the position number associated with the non-temporary employee. There is a one-to-one relationship between the position number and the employee, regardless of the number of appointments the employee may have. For temporary employees, the position number is the job code. Listed in the FTE column is the non-temporary employees total FTE, regardless of the number of appointments the employee may have. The FTE is an arbitrary number for hourly employees. Comp. Rate is the employees total biweekly, annual or Academic term salary, depending on the type of employee. With the exception of hourly comp. rates, the rates include salaries paid from all funding sources. Employee Type Temporary, Hourly Temporary, Biweekly Administrative, Staff or 12-Month Faculty 9-Month or Summer Faculty
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Comp. Rate Hourly Rate* Total Biweekly Rate Total Annual Salary Total Salary for the Term**
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* Hourly employees who have multiple pay departments/cost numbers, multiple rates but are in the same pay plan in both, have the home departments hourly rate listed. The rate for this type of hourly employee is the home rate, regardless of the department from which the employee was actually paid. ** The salary for the term may not be representative of the rate actually paid during the Academic term. If a summer faculty appointment covers 2.2 pay periods rather than 3.3, for example, the rate submitted on the summer supplement form was divided by 2.2 and multiplied by 3.3 to derive the comp. rate. The Hours column contains hours paid for the pay period. If the employee was only paid a lump sum, no hours will show on the report. Hours paid may include holidays, overtime or leave used, etc For a full-time, non-exempt employee, the hours paid over 80 may or may not have been paid as overtime. Only hours worked over 40 in a given week are paid as overtime. Salaries

The Salary column contains amounts charged or credited to the department/project ID for the pay period, accrual period, or reversal period. The Account number describes to which account the amounts to the left were charged/credited. The Other Earnings column is a catch-all for amounts paid to the employee or on behalf of the employee that are not part of the employees regular salary. Accounts and descriptions are as follows: Account 711913 771152 771153 Account Description Miscellaneous Charges Salaries On Call Salaries Overtime Types of payment Uniform, tool, car or other allowances On-call pay for eligible employees Pay to regular, non-exempt employees for hours worked over 40 within each week Pay to law-enforcement officers as part of the criminal justice incentive program Pay to Temporary employees for hours worked over 40 within each week Educational Incentive, Spot Awards, or Bonuses
ADP PAYROLL DETAIL REPORT

771154

Law Enforcement Incentives

771503

Temporary Overtime

771517
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Other Earnings
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771708

Sick Payout Administrative

771709 771710 771711 771712

Sick Payout 9-month Sick Payout 12-month Sick Payout Staff Vacation Payout - Administrative

771713

Vacation Payout 9-month

771714

Vacation Payout 12-month

771715 771716

Vacation Payout Staff FICA Savings

771999

Salary-Other*

Sick leave balances paid to Administrative employees upon separation Sick leave paid to 9-month faculty upon separation Sick leave balances paid to 12-month employees upon separation Sick leave balances paid to Staff upon separation Vacation leave balances paid to Administrative employees upon separation or joining DROP Vacation leave paid to 9-month faculty after converting from 12-month to 9month Vacation leave paid to 12-month faculty upon separation or joining DROP Vacation leave balances paid to Staff upon separation Formerly Pre-Tax Administrative assessment, an amount paid to the Division of State Group Insurance to cover administrative costs Charges posted for salaries or other earnings for which an account number could not been determined at the time the payroll ran

* Every pay period, all charges classified as Salary-Other will be posted to the correct account number via a separate journal. The journal header will contain details on the corresponding pay periods. Benefits

This section contains charges to the department/project for payments made on behalf of the employee for social security, Medicare, health insurance, life insurance, retirement or long-term disability. SS Tax is 6.2% of taxable earnings up to the maximum taxable limit for the calendar year.
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Once an employees earnings reach the limit, no additional social security taxes are deducted or matched for the calendar year. Some non-resident aliens are ineligible for social security tax. For these employees and for temporary employees who are at least part-time students, no social security taxes will show in the SS Tax column. Administrative, Staff or Faculty overload payments are also exempt from social security taxes. Medicare is 1.45% of all eligible earnings. Similar to SS Tax, earnings are not taxable for part-time students who are Temporary employees and for some non-resident aliens. The St. Life column contains matching amounts for employees who elected life insurance. From the first pay check in February through the first pay check in May, life insurance matching amounts are doubled for 9-month faculty. For all employees, during months where there are three pay checks, life insurance is not deducted or matched. The StHealth column contains matching amounts for employees who elected individual or family health insurance coverage. From the first pay check in February through the first pay check in May, health insurance matching amounts are doubled for 9-month faculty. For all employees, during months where there are three pay checks, life insurance is not deducted or matched. StRetire is a percentage of earnings based on the type of retirement plan elected by the employee. Disability matching applies to employees in the executive service pay plan. During months where there are three pay checks, health insurance is not deducted or matched. The DROP Ret column contains matching amounts for employees enrolled in the DROP retirement plan. Summary Section

The summary section provides totals by account for the department/project. Since all accounts are listed, some detail behind other earnings can be found here.

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Appendix A Sample Report pg 1

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**NOTE** The employee names and ids have been omitted for the purpose of this manual only.

Florida International University

Appendix A Sample Report pg 2

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Appendix B Payroll Journal Entries Schedule

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Appendix C - Enhancements to come in Phase II

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