Processing Paycheck Details

1. PAM records the Gross Pay as Accrued Expenditure to the employee's Fund on a PREXP for the Gross Pay total as of the pay period end date.

2. Financial transfers the Gross Pay to a single Accrued Payroll Liability account.

3. PAM transfers the amount of the Gross Pay that is the sum of Net Pay plus current pay period deductions as of the paycheck date, from the Accrued Payroll Liability account to Cash Expenditure. This is done by means of a PRLNP transaction.

1. PAM records the Net Pay as an Accrued Expenditure to the employee's Fund along with other Deductions on PREXP for the Gross Pay total as of the pay period end date. 

2. Financial transfers the Gross Pay to a single Accrued Payroll Liability account.

3. PAM records the Net Pay on a PRLIA transaction as of the payroll run date. Note: If the Use Clearing Fund option on DPLN/BENP is checked, a different Event Type will be used to post the Net Pay than if it were unchecked, but the same transaction is generated either way. 

4. PAM transfers the Net Pay amount from the Accrued Payroll Liability account to Cash Expenditure. This is done by means of a PRLNP transaction.

1. PAM records all deductions for the current pay period, with the exception of Contract Reserve Pay, as Accrued Expenditure to the employee's Fund, along with Net Pay, on a PREXP for the Gross Pay total as of the pay period end date. 

2. Financial transfers the Gross Pay to a single Accrued Payroll Liability account.

3. PAM reduces the Gross Pay by the amount of the deductions. This amount is retrieved from different transactions depending on the Internal/External Type setting, the Use Clearing fund flag, and the Generate Payment Voucher option on the DPLN/BENP for the deductions:

• External Type with Generate Payment Voucher option set to No

• PAM records the Deduction on a PRLIA transaction as of the payroll run date. 

Note: If the Use Clearing Fund option on the DPLN/BENP is checked, a different Event Type is used to post the Deduction than if it were unchecked, but the same transaction is generated either way. 

• Financial updates the Deduction account.

• Financial reduces the Accrued Payroll Liability account by the amount of the Deduction as specified on the PRLIA transaction, as of the payroll run date.

• External Type with Generate Payment Voucher option set to Yes

• PAM records the Deduction on a PRLIA transaction as of the payroll run date.

Note: If the Use Clearing Fund option on the DPLN/BENP is checked, a different Event Type is used to post the Deduction than if it were unchecked, but the same transaction is generated either way.

• Financial updates the Deduction account.

• Financial reduces the Accrued Payroll Liability account by the amount of the Deduction as specified on the PRLIA transaction, as of the payroll run date.

• PAM generates a PRLVP transaction as of the payroll run date, to request payment from the Deduction liability account.

• Internal Type

• PAM records the Deduction on a PRLID transaction as of the payroll run date.

• Financial reduces the Accrued Payroll Liability account by the amount of the Deduction in the employee's Fund, as specified on the PRLID transaction. Depending on the Internal Type, the Internal Fund has:

• the Deduction Liability Account established

• revenue recorded

• an expenditure credit recorded

Note: If the Deduction relates to an Intra Fund, no other entries are required as offsets. If the Deduction relates to an Inter Fund, the offsets are either Cash or Clearing Accounts, depending on the Use Clearing Fund flag setting.

This type of payroll cost is not included in Gross Pay. Transactions for Fringes generate depending on the following settings on DPLN/BENP:

• The Internal/External Type setting

• The Generate Payment Voucher option

• The Use Clearing Fund flag

• The Fringe Credit Offset (FCOS) page

External

• Generate Payment Voucher option = No, Use Clearing Fund option = No

• Financial updates the Fringe account.

• PAM records the Fringe as an Accrued Expenditure on a PRLIA transaction, as of the payroll run date.

• Generate Payment Voucher option = No, Use Clearing Fund option = Yes

• PAM records a Cash Expenditure for the Fringe amount that is offset by the Accrued Payroll Liability account in the employee's Fund on a PREXP transaction, as of the payroll run date.

Note: Depending on the Use Clearing Fund flag setting, the offsets are either Cash or Clearing Accounts for the funds.

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• PAM reduces the Accrued Payroll Liability account in the employees fund on a PRLIA transaction and records the Fringe account in the clearing fund on that transaction, as of the payroll run date.

• Financial moves accrued to cash expenditures for the Fringe amount on a PRLNP, on the paycheck date.

• Generate Payment Voucher option = Yes, Use Clearing Fund option = No

• Financial updates the Fringe account.

• PAM records the Accrued Expenditure in a PRLVP transaction, as of the payroll run date.

• Generate Payment Voucher option = Yes, Use Clearing Fund option = Yes

• PAM records a Cash Expenditure for the Fringe amount that is offset by the Accrued Payroll Liability account in the employee's fund on a PREXP transaction, as of the payroll run date.   

Note: Depending on the Use Clearing Fund flag setting passed from HRM, the offsets are either Cash or Clearing Accounts for the funds.

• PAM creates a PRLIA transaction to reduce the Accrued Payroll account in the employee’s fund and record the Fringe account in the Clearing Fund, as of the payroll run date.

• PAM creates a PRLVP transaction to specify the clearing fund to pay out of the Fringe account.

Internal

• PAM creates a PREXP transaction to record a Cash Expenditure for the Fringe amount that is offset by the Accrued Payroll account in the employee's fund, as of the payroll run date.

• PAM creates a PRLID transaction for the Fringe as of the payroll run date. On this PRLID, PAM reduces the Accrued Payroll account by the amount of the Fringe in the employee's fund. Depending on the Internal Type, the internal fund has:

• the Fringe liability account established

• revenue recorded

• an expenditure credit recorded

Note: If the Fringe relates to an Intra Fund, no other entries are required as offsets. If the Fringe relates to an Inter Fund, the offsets are either Cash or Clearing Accounts, depending on the Use Clearing fund flag setting.

• Generate Payment Voucher option = No, Use Clearing Fund option = No

• Financial updates the Fringe account.

• PAM records the Fringe as an Accrued Expenditure on a PRLIA transaction, as of the payroll run date.

• Generate Payment Voucher option = No, Use Clearing Fund option = Yes

• PAM records a Cash Expenditure for the Fringe amount that is offset by the Accrued Payroll Liability account in the employee's Fund on a PREXP transaction, as of the payroll run date.

Note: Depending on the Use Clearing Fund flag setting, the offsets are either Cash or Clearing Accounts for the funds.

• PAM reduces the Accrued Payroll Liability account in the employee's fund on a PRLIA transaction and records the Fringe account in the clearing fund on that transaction, as of the payroll run date.

• Financial moves accrued to cash expenditures for the Fringe amount on a PRLNP, on the paycheck date.

• Generate Payment Voucher option = Yes, Use Clearing Fund option = No

• Financial updates the Fringe account.

• PAM records the Accrued Expenditure in a PRLVP transaction, as of the payroll run date.

• Generate Payment Voucher option = Yes, Use Clearing Fund option = Yes

• PAM records a Cash Expenditure for the Fringe amount that is offset by the Accrued Payroll Liability account in the employee's fund on a PREXP transaction, as of the payroll run date.   

Note: Depending on the Use Clearing Fund flag setting passed from HRM, the offsets are either Cash or Clearing Accounts for the funds.

• PAM creates a PRLIA transaction to reduce the Accrued Payroll account in the employee’s fund and record the Fringe account in the Clearing Fund, as of the payroll run date.

• PAM creates a PRLVP transaction to specify the clearing fund to pay out of the Fringe account.

• PAM creates a PREXP transaction to record a Cash Expenditure for the Fringe amount that is offset by the Accrued Payroll account in the employee's fund, as of the payroll run date.

• PAM creates a PRLID transaction for the Fringe as of the payroll run date. On this PRLID, PAM reduces the Accrued Payroll account by the amount of the Fringe in the employee's fund. Depending on the Internal Type, the internal fund has:

• the Fringe liability account established

• revenue recorded

• an expenditure credit recorded

Note: If the Fringe relates to an Intra Fund, no other entries are required as offsets. If the Fringe relates to an Inter Fund, the offsets are either Cash or Clearing Accounts, depending on the Use Clearing fund flag setting.

1. PAM records the Gross Pay as Accrued Expenditure to the employee's Fund on a PREXP for a Gross Pay total as of the pay period end date.

2. Financial transfers the Gross Pay to a single Accrued Payroll Liability account. Contract Reserve Pay is recorded in that amount of Gross Pay.

3. PAM creates a PRLIA transaction to transfer the amount of contract pay accrued that pay period, from the Accrued Payroll Account to the Contract Reserve Pay Account.

4. When the time comes to use those reserves, PAM creates another PRLIA transaction, with a negative amount, to remove the relevant portion of the Contract Reserve Pay and put it back into the Accrued Payroll Liability Account to become Gross Pay.

1. Leave Liability is recalculated for each employee, based on hours worked and leave taken to determine how much leave remains in a year.

2. PAM creates a PRLLL transaction to load the Leave Liability for each employee. The PRLLL has a Reclassification Date on the header that corresponds to the next pay period end date.

3. On that date, the Future Transaction Triggering functionality creates a modification of the PRLLL transaction and sets all Line Amounts to zero dollars. This allows HRM to back out leave prior to recording it for the remainder of the year.

Contract Encumbrance is recalculated for each employee, based on expected Gross Pay for the remainder of the year.

1. PAM creates a PRLCE transaction to load the Contract Encumbrance for each employee. The PRLCE has a Reclassification Date on the header that corresponds to the next pay period end date.

2. On the Reclassification Date, the Future Transaction Triggering functionality creates a modification of the PRLCE transaction and sets all Line Amounts to zero dollars. This allows HRM to back out encumbrances prior to recording them for the remainder of the year.

• For a PREXP - The Override Clearing Fund is written to the clearing fund field (clrng_fund_cd) and the normal fund is in the operating fund field (fund_cd).

• For a PRLIA - The Override Clearing Fund is written to the clearing fund field (clrng_fund_cd) and the normal fund is in the operating fund field (fund_cd).

• For a PRLNP - The Override clearing fund is written to the fund_cd field.

• For a PRLID - The Override Clearing Fund is written to the clearing fund field (clrng_fund_cd) and the normal fund is in the operating fund field (fund_cd).

• For a PRLVP - The Override Clearing Fund is written to both the fund_cd and the override clearing fund field (clrng_fund_cd).