Payroll 101 - Region 18 Education Service Center

Payroll 101
Region 18 Education
Service Center
Payroll Checklist
PAYROLL MONTH________
YEAR______________
______ Part 1 - Run Payroll and Post to the Master File
______ Part 2 - Create the EFT File
______ Part 3 - Make the Payroll Tax Payment
______ Part 3 Continued - Post the Tax Payment in RSCCC
______ Part 4 - Interface Payroll to Finance
______ Part 5 - Run Deduction Checks
______ Part 6 - Complete the TRS Submission
______ Part 6 Continued - Post TEXNET Payment in RSCCC
______ Part 7 - Reconcile Payroll Accounts
______ Part 8 - Submit the FSP Staff Totals
PART 1: RUN PAYROLL AND POST TO THE MASTER FILE
PAYROLL MONTH________
YEAR______________
_____1.
CREATE PAYROLL BACKUP FOLDERS
On the desktop create a master folder for the payroll. Name the folder ‘Master Payroll’.
Inside the Master Payroll folder, create these additional folders:
1. Pre-Post
2. EFT File
3. Pre Interface
4. Pre Deduct Ck Interface
5. TRS 373 Stat Min
6. TRS 3
7. TRS 489
8. TRS On-Behalf
9. TRAQS
10. PDF Reports
11. Transactions Transfer
_____
Make a copy of the ‘Master Payroll’ folder and paste it on the zip disk. Rename this copy indicating the
month and year, i.e. Feb 08 Payroll. You will retain the ‘Master Payroll’ folder on the desktop to be
copied to the zip disk and renamed each month; or burn the backup folder to a CD.
Once the payroll for the month is complete, the zip disk/CD contains all backups for the month for
permanent filing.
_____2.
BUILD PAYDATE TABLE
Tables> Pay Dates> Right click Add
Enter the Pay Date> Begin Date> End Date> TRS Month> TWC Quarter
SAVE
Recommended: In September, enter all pay dates for the year—September through August.
_____3.
UPDATE EMPLOYEE INFORMATION OR ADD NEW EMPLOYEES
Maintenance> Staff Demo
Maintenance> Staff Job/Pay> Employee Info> Pay Info> Job Info>Distribution> Deductions>
Hourly/Substitute> Leave Balances
Part 1 Run Payroll and Post to the Master File
Last updated February 2008
Page 1 of 9
_____4.
Review “Take Retiree Surcharge” check box (identify retirees w/user created report)
Maintenance>Staff Job/Pay>Pay Info
Retiree surcharges are payable only during the months the retired employee is working and reported on
the ER10 Report in Area 1 or 2 unless the retiree is exempt from the surcharges. (ex: check box would
be unselected for the months of June and July—if employee has no “work activity” for these months
and not on the ER10 report) The retiree is exempt if they meet one of the following criteria:
1. Retiree reported only as a substitute
2. Retirement date is prior to September 1, 2005
3. Retiree does not meet the requirements for TRS membership eligibility
_____5.
CREATE EFT PRENOTE FILE
If you are doing direct deposits to the bank and this process is new for you or if you have added new
banking entities you will need to create a prenote file. The prenote includes the employee name,
account numbers and bank routing numbers. It does not include any money amounts. Send the prenote
file to the bank and ask them to run it through ACH. The bank will be able to tell you within a short
time if there are any errors.
Payroll Processing> EFT Processing> Create EFT File tab
Select Prenote.
Enter an effective date.
Click
Create EFT File
SAVE the file. Browse to find the Payroll Folder> EFT. The file name is prenote_mmddyyyy.txt.
SAVE
_____6.
CREATE PAY TRANSACTIONS
Maintenance> Hours/Pay Transmittals
Create Hours> Regular Hours> Overtime Hours> Coded Absence Deductions> Extra Duties> Non TRS>
Additional Deductions> Deduction Refund> System Adjust
Select the Pay Date and click
RETRIEVE
_____7.
CREATE LEAVE/SUBSTITUTE TRANSACTIONS
Maintenance> Leave Account Transaction>
Staff Leave Maintenance – enter employee leave without a substitute.
Employee Substitute – enter employee leave and substitute pay.
_____8.
VERIFY ALL TRANSACTIONS
Maintenance> Hours/Pay Transmittals> Inquiry or Total tab.
Select a Pay Date and click
RETRIEVE
Select Transactions---
PRINT
Reports> HR Reports> Payroll Reports> HRS2050 Proof List of Payroll Transactions to verify
transactions.
Part 1 Run Payroll and Post to the Master File
Last updated February 2008
Page 2 of 9
_____9.
RUN EMPLOYEE/SUBSTITUTE LEAVE REPORTS TO VERIFY TRANSACTIONS
Reports> HR Reports> Leave Information Reports>
HRS2600 Employee Substitute Report-- PRINT
_____10.
RUN CONTRACT BALANCE VARIANCE REPORT
Reports> HR Reports> Payroll Information Reports>
HRS6050 Contract Balance Variance Report. Run report with ‘Maximum Acceptable Difference’ = 0.
If you have variances greater than 11 cents, determine why and make needed changes to the employee
pay/job info screen.
_____11.
RUN ACCRUAL VARIANCE REPORT
Utility> Payroll Accrual Variance Report
RUN
Enter pay date and pull employees to the right side of the window and
This report will show any accrual discrepancies. Determine if you need to
interface or make adjustments to the payroll information to correct the discrepancies.
____12.
VERIFY PAYROLL PAY DATE CONTROL.
Payroll Processing>Run Payroll> choose pay date
Verify the pay date, the TRS month and TWC quarter. If incorrect, return to pay date table and
make corrections. Tables> Pay Dates.
Verify beginning check #. The computer will automatically record the next available check #.
Select a payment method:
Direct Deposit = if you are sending a checklist and check to each bank.
Electronic Funds Transfer = if you are creating a file and sending deposits
electronically to the bank. Checks will be printed for employees without direct deposit.
Checks Issued = print all employee checks.
Enter Reference # = this number will be used for the direct deposit checks instead of a check
number on the check register and will be used for bank reconciliation.
Print Void Cks =leave blank for direct deposit or electronic fund transfer
Print Bank Cks =leave blank for electronic funds transfer and check issue
Wage & Earnings Statements= ‘Y’ for direct deposit employees only
= ‘N’ for no earnings statements
= ‘ALL’ prints earnings statements for all employees even if they
are getting a printed payroll check
Wage/Earnings Print Bank Acct Nbr = leave blank, no bank acct number will print
= check, bank account number will print
Deduction Register Print Employee SSN= leave blank, no SSN will print
= check, SSN will print
Increment Leave – If leave needs to be incremented, check the leave type to be incremented and
enter the number of days/hours to increment.
Deductions – all deductions that are to be deducted from the employees should be checked.
NEXT
______13.
STAFF SELECTION—Select all employees by clicking on the right double arrow.
NEXT
Part 1 Run Payroll and Post to the Master File
Last updated February 2008
Page 3 of 9
______14.
On the RUN CALCULATIONS, select Payroll Calculations
NEXT
_____15.
ON THE PAYROLL PROCESSING, RUN PAYROLL WINDOW,
Select---
RUN
CANCEL
All errors must be resolved. If errors exist, select-and make corrections. If the error is a Warning, the employee will get a
check, but it may post incorrectly. If the error is a Fatal, the employee will NOT get a check.
NEXT
_____16.
CALCULATION REPORTS—these reports will all print as ‘Pre-Post’ Reports – use for verifying.
Transaction Proof List –verify on the screen
Transmittals Report—this is a blank form to be used for collecting data for input if desired
Payroll Earnings Register - use totals to balance payroll (screen print totals page)
Check Register – verify on the screen
Deduction Register – verify on the screen
Account Distribution Journal –verify totals to payroll balancing rept—Check last page for any errors
Bank Account Listing – verify on the screen
General Journal Report – verify totals to payroll balancing report (screen print totals page)
Account Code Comparison Report- verify on the screen
Employee Leave Dock Report – verify on screen
Pay Control List – Verify on screen
Leave Status Report – can be printed or viewed at any time from Reports menu
Payroll Balancing Report – Print the balancing report, attach to ‘Run Payroll Procedures’ for the month
SAVE report as PDF to ‘PDF’ Folder
Click ----- GENERATE REPORTS
Part 1 Run Payroll and Post to the Master File
Last updated February 2008
Page 4 of 9
_____17.
BALANCE THE PAYROLL—NEVER INTERFACE PAYROLL TO FINANCE WITH AN OUT-OFBALANCE CONDITION or if it is posting to 3600 Fund Balance.
BALANCING THE PAYROLL
Part 1 Run Payroll and Post to the Master File
Last updated February 2008
Page 5 of 9
Verify the Total Difference is Zero
Part 1 Run Payroll and Post to the Master File
Last updated February 2008
Page 6 of 9
Verify amounts
are same for
each total.
Difference MUST always be ZERO
Part 1 Run Payroll and Post to the Master File
Last updated February 2008
Page 7 of 9
_____18.
SELECT CHECK SIGNATURES
Check #1 for only one signature
Check #1 and #2 for two signatures
Browse and select location of signature files
Enter password—the signatures will populate the signature box—
If you want to print the ‘test’ choose— PRINT
If you do not print the ‘test’ and print the first check choose---
_____19.
OK
NEXT
PRINT CHECKS
View the 1st check and verify the signature(s) is correct
Insert check stock in printer
Select--PRINT
NEXT
_____20.
Did checks print correctly? --- YES
NEXT
____21.
REMOVE CHECK STOCK FROM PRINTER
_____22.
BACKUP PRE-POST
Press Create Backup---
CREATE BACKUP
Browse to find the Payroll Folder> PrePost
Use your county/district as the password
OK
CANCEL
_____23.
POST MASTER FILE
Was the export successfully run? ---
√
Would you like to post master? -----
√
POST
Message: Posting to Payroll Successful! ---
OK
NEXT
Part 1 Run Payroll and Post to the Master File
Last updated February 2008
Page 8 of 9
_____24.
GENERATE PAYROLL REPORTS
Payroll Earnings Register --–print or PDF for file
Check Register----print or PDF for file
Deduction Register –--print or PDF for file
Account Distribution Journal ---–print or PDF for file
Leave Activity Report--- print if desired
Leave Status Report---- print if desired
Employee Leave Dock Report –-- print if desired
Bank Account Listing –---print if desired
Wage & Earnings Statement –--print using print options
School YTD Report–--- print in August for filing and Audit
Calendar YTD Report ---– print each quarter for balancing with the 941-qtly reports and file
Workers Compensation YTD Report–--- print in August for filing
GENERATE REPORTS
-----------------All reports are to be printed and/or PDF as noted and filed.
Save PDF reports in the PDF Reports Folder
FINISH
_____25.
MOVE MONEY FOR PAYROLL
Physically move money at the bank to the payroll clearing bank account using the General Journal
Fund Transfer Summary. The transfer can be done using a Bank Transfer form, calling the bank
to request transfers or electronic transfer of funds.
Part 1 Run Payroll and Post to the Master File
Last updated February 2008
Page 9 of 9
PART 2: CREATE THE EFT FILE
_____1.
CREATE EFT FILE (Electronic File Transfer) for direct deposit to the
bank.
Payroll Processing> EFT Processing
Select ‘PayRun’
Highlight the payroll date line
Enter the Effective Date (the pay date)
CREATE EFT FILE
--------(Top right)
SAVE
--------------Save the EFT file—browse for the Payroll Folder > EFT
OK
The EFT file will always be named ‘payeft_mmddyy’. If your bank
wants the file to be renamed, you can change the name of the file
before saving it to the EFT file folder.
Message: EFT file was created successfully
The EFT Report will display.
PRINT
--------------- Print the EFT report if needed to send to the bank.
OK
_____2.
ELECTRONICALLY TRANSMIT EFT FILE TO THE BANK or copy the file
to a disk and deliver to the bank.
Part 2 Create the EFT File
Last updated February 2008
Page 1 of 1
PART 3: MAKE THE PAYROLL TAX PAYMENT
_____1.
A) WIRE TRANSFER WITHHOLDING/FICA/MEDICARE TAXES
Within 3 working days of the pay date, transfer all taxes using EFTPS Online
System
Refer to the Payroll General Journal Fund 863 for tax amounts.
Account
code
2151-00
Withholding
2151-01
EIC
2152-01
FICA/Medicare – employee
2152-02
FICA/Medicare-employer
Total
Equal to ‘Payment Amount’ on EFTPS
Part 3 Payroll Tax Payment
Last updated February 2008
Description
Amount
(
)
Page 1 of 4
www.eftpssouth.com/eftps
Taxpayer Name: ___________
TAX FORM SELECTION
Please enter the number of the Tax Form you wish to pay, or select the
Tax
Form number from one of the drop-down lists.
ENTER TAX FORM
NUMBER
or
SELECT A TAX
FORM
Most Common Forms:
All forms in numeric
order:
941 Employers Quarterly Federal Tax
select a form
TAX TYPE SELECTION
Please select a Tax Type:
Federal Tax Deposit
Balance due on return or notice
Audit Adjustment
Taxpayer Name:
TIN:
Payment - 941 EMPLOYERS QUARTERLY FEDERAL TAX
BUSINESS TAX PAYMENT
T
Please enter the payment amount in the following format: $$$$$$$$.¢¢
PAYMENT AMOUNT
TAX PERIOD
$
(example: 1234.56)
Month
Year
SETTLEMENT DATE
Part 3 Payroll Tax Payment
Last updated February 2008
(yyyy)
/
/
(mm/dd/yyyy)
Page 2 of 4
b) Data for sub category amounts can be found on the 941 worksheet (HRS5000),
found in Reports—HR Reports—Quarterly/Annual Reports. Simply pull the data for
payrolls beginning with the 1st day and ending with the last day of the month you
are reporting. Enter the total amount in taxes for Social Security (FICA) and
Medicare. Remember to multiply the total for both taxes by 2 since you need
to account for both the employee and district contributions. Then enter the
total income tax withheld (you won’t need to double this one).
This total should match your total in step 1 (a). If it does not, you will need to do an
adjustment.
Part 3 Payroll Tax Payment
Last updated February 2008
Page 3 of 4
_____2.
RECORD WITHHOLDING/FICA/MEDICARE TAX WIRE TRANSFER
Recommended—Record through “TRANSFER TRANSACTION PROCESSING” Or
Record as a DISTRICT WRITTEN CHECK
HR>Utilities>Transfer Transaction Processing>Transaction Maintenance Tab
Right click and add a line for each entry you need to interface to finance.
Account
code
2151-00
Description
Withholding
2151-01
EIC
2152-01
FICA/Medicare – employee
2152-02
FICA/Medicare-employer
Total
Equal to ‘Payment Amount’ on EFTPS
Amount
(
)
Verify the amount entered is equal the amount of the wire transfer on the EFTPS form.
_____3. PROCESS/POST THE TRANSFER CHECK
HR>Utilities>Transfer Transaction Processing>Process Transfer Checks Tab
Select Post to Account Period: Current or Next
Select Print Check Stock: Payroll
Enter Check Date
PREVIEW
Enter Check Number/JV Number
NEXT
UPDATE
BACKUP PRE TRANSACTIONS TRANSFER INTERFACE
Would you like to make a system backup? YES
Browse to find the Payroll Folder > Transactions Transfer
Enter your county/district as the password.
This backs up finance and payroll tables.
Part 3 Payroll Tax Payment
Last updated February 2008
Page 4 of 4
PART 4: INTERFACE PAYROLL TO FINANCE
_____1.
INTERFACE PAYROLL TO FINANCE
Payroll Processing> Interface Processing
Create General Journal Tab
Highlight the current payroll line
CREATE GEN JOURNAL
-------------(Top right)
PRINT
Print the General Journal Reports and/or PDF, which include:
a. General Journal Transactions Listing
b. Fund Transfer Summary—you will need a copy of the fund
transfer summary—it cannot be printed from ‘reports’
c. Auto JV Transaction Summary
SAVE PENDING ----------(at the bottom of the report)
Message: The General Journal transactions were successfully saved as
pending.
OK
_____2.
Click the Interface to Finance Tab
Select the correct Accounting Period to post to: Current or Next
Highlight the current payroll pay date line
INTERFACE
---------------------(Top right)
_____3.
BACKUP PRE-INTERFACE
YES
Would you like to make a system backup? --Browse to find the Payroll Folder > Pre-Interface
Use your county/district as the password.
This backs up finance and payroll tables.
Do you want to continue process? -YES
Message: General Journal Transactions interfaced successfully to Finance.
OK
Part 4 Interface Payroll to Finance
Last updated February 2008
Page 1 of 1
PART 5: DEDUCTION CHECKS
____1.
CREATE DEDUCTION CHECK TRANSACTIONS
Payroll Processing > Deduction Checks > Create Transactions Tab
Enter Beginning pay date using dropdown
Enter Ending pay date using dropdown
-------------(Top center)
EXECUTE
PRINT
-------------PRINT
the Processed Deduction Checks list—verify
PROCESS
Message: Deduction Checks Transactions Update completed.
OK
____2.
MODIFY DEDUCTION TRANSACTIONS IF NECESSARY
Payroll Processing > Deduction Checks > Transaction Maintenance Tab
This tab allows users to modify deduction transactions before printing the
Deduction Checks and posting to the General Ledger. Transactions that are
grayed out on this tab have already had checks issued and cannot be
modified.
Modifications in this screen will only change the amount of the check to the Vendor. It
does not correct anything for the employee in Payroll, nor does it change anything the
payroll has posted to Finance.
Note: If you have not yet processed deduction checks and you have to void
or issue a payroll check, then those deduction transactions will be here also.
If you have already processed the main payroll’s deduction checks then any
voids or supplemental payroll checks that include deductions will be on this
screen pending to be processed. You will have to evaluate how you need to
deal with them then.
Part 5 Deduction Checks
Last updated February 2008
Page 1 of 3
____3.
PRINT DEDUCTION CHECKS AND POST TO FINANCE
Payroll Processing > Deduction Checks > Process Deduction Checks Tab
Select Post to Accounting Period: Current or Next
Select Print Check Stock= Select Payroll
Verify Beginning Check Number
Enter Check Date: MMDDYYYY
Sort Vendors: Alpha/Numeric
PREVIEW
Verify Deduction checks – if there are any checks that you do not want to
print, uncheck them. If changes are required—go back to the Transaction
Maintenance Tab.
NEXT
_____4.
SELECT CHECK SIGNATURES—(bottom left)
Check #1 for only one signature
Check #1 and #2 for two signatures
Browse and select location of signature files
Enter password—the signatures will populate the signature box—
If you want to print the ‘test’ choose—PRINT
If you do not print the ‘test’ choose---
_____5.
OK
NEXT
PRINT CHECKS
View the 1st check and verify the signature(s) and beginning check number
are correct.
Insert check stock in printer
Select --- PRINT
NEXT
_____6.
REMOVE PAYROLL CHECK STOCK FROM PRINTER
Part 5 Deduction Checks
Last updated February 2008
Page 2 of 3
_____7.
INTERFACE DEDUCTION CHECKS TO FINANCE
Record Checks Printed
Update Payroll Deduction Check Transactions Table
√
Update Finance Tables
√
Print Fund Transfer Summary
√
Always update the transaction table and finance tables.
Note: If deduction checks are printed on payroll check stock there
will be no need to transfer funds. The money for deductions checks
has already been transferred to payroll clearing with the payroll
transfer.
UPDATE
Message: Verify that the checks have been printed. Select ‘Yes’ to
update the records.
YES
_____8.
BACKUP PRE DEDUCTION CK INTERFACE
YES
Would you like to make a system backup? ----Browse to find the Payroll Folder > Pre-Deduction Ck Interface
Enter your county/district as the password.
This backs up finance and payroll tables.
Do you want to continue process? -- YES
Message: Check records were successfully updated. ----- OK
OK
Message: Printing Fund Summary Transfer. -If printing deduction checks on Payroll Check Stock, the Fund Transfer
Summary is not applicable. The funds have already been transferred to
payroll clearing with the payroll transfer.
CLOSE
Part 5 Deduction Checks
Last updated February 2008
Page 3 of 3
PART 6: TRS SUBMISSION
_____1.
RUN THE TRS STATUTORY MINIMUM #373 REPORT
Logon to Human Resources > Reports > HR Reports > TRS Reports
HRS4000 Statutory Minimum Report #373 –TRS#372 is the summary sheet.
PRINT
----Print the TRS worksheet and General Journals/Fund Transfer.
Record Transfer Amount- TRS Statutory Minimum 373
$______________________
-----------Interface to finance (Top Left)
INTERFACE FIN-
_____2.
BACKUP PRE STATUTORY MINIMUM INTERFACE
Would you like to make a system backup? ---- YES
Browse to find the Payroll Folder > Pre-TRS 373 Stat Min
Enter your county/district as the password.
This backs up finance and payroll tables.
Do you want to continue process? --- YES
Message: Posting to Finance completed successfully. ---- OK
EXIT
_____3.
COMPLETE THE MONTHLY CHILD NUTRITION WORKSHEET – TRS 154
Obtain the information for the worksheet from the cafeteria manager. Since the number of lunches
must go through the end of the month the Child Nutrition information can run a month behind. For
example, the TRS3 and TRS489 deposits are for the month of September and the Child Nutrition
information is for the month of August.
For current reimbursement rates: www.squaremeals.com> For Child Nutrition Professionals>
CNPIMS> scroll down to the current school year Reimbursement Rates
_____4.
Open the Child Nutrition Worksheet on the desktop. Complete the Child Nutrition Worksheet for
calculations.
_____5.
SAVE the Child Nutrition Worksheet in the TRS 3 Folder
Part 6 TRS Submission
Last updated February 2008
Page 1 of 11
TRS 3
TRS 489
Part 6 TRS Submission
Last updated February 2008
Page 2 of 11
_____6.
RUN THE TRS-3 REPORT
Reports> Hr Reports> TRS Reports>
HRS4050 TRS 3 Report – TRS 2 is the summary sheet.
Child Nutrition? = Y
Data Input for TRS 3 Report:
Code = 26
Description = Child Nutrition
Salary = from the Monthly Child Nutrition Worksheet TRS 154 – line III-3
Contribution = from the Monthly Child Nutrition Worksheet TRS 154 – line III-4
(6% of the salary amount)
Account Code = I.e. 240-35-6146-00-999-X99-000 tab and the contra account
will populate. I.e. 240-00-1111-00-000-X00000
OK
The system will make the journal entries for Child Nutrition. You will not need to make any manual JVs
for Child Nutrition.
PRINT
-----Print the TRS 3 Report.
INTERFACE
--------------Interface to Finance-- (Top left)
PRINT
----------------- Print the TRS 3 General Journals and Fund Transfer.
Record the TRS 3 Fund Transfer Amount $___________________________
Enter the transfer amount on the TRS Grid and TEXNET form.
PROCEED
-----------------(Top left)
_____7.
BACKUP TRS 3 INTERFACE
YES
Would you like to make a system backup?
Browse to find the Payroll Folder > TRS 3
Enter your county/district as the password.
This backs up finance and payroll tables.
Do you want to continue process? --- YES
Message: Posting to Finance completed successfully. -----OK
EXIT
Part 6 TRS Submission
Last updated February 2008
Page 3 of 11
____8.
RUN THE TRS 489 REPORT
Reports> Hr Reports> TRS Reports>
HRS4100 TRS 489 Report – TRS 488 is the summary sheet.
Child Nutrition? = Y
Data Input for TRS 489 Report:
Code = 26
Description = Child Nutrition
Salary = from the Monthly Child Nutrition Worksheet TRS 154 line III-3
Contribution = from the Monthly Child Nutrition Worksheet TRS 154 line III-5
(1% of the salary amount)
Account Code = I.e. 240-35-6146-00-999-X99-000 tab and the contra account
will populate. I.e. 240-00-1111-00-000-X00000-OK
The system will make the journal entries for Child Nutrition. You will not need to make any manual JVs
for Child Nutrition.
PRINT
-------Print the Federal Grant TRS-489 Listing. Gen Journals and Fund Transfer.
Record the TRS-489 Fund Transfer Amount
$_____________________
INTERFACE
------------------- Interface to Finance-- (top left)
----------------------Print
the TRS 489 General Journals and Fund Transfer. Enter the transfer
PRINT
amounts on the TRS Grid and on the TEXNET form.
-------------------------(Top
left)
PROCEED
_____9.
BACKUP TRS 489 INTERFACE
YES
Would you like to make a system backup?
Browse to find the Payroll Folder > Pre-TRS 489
Enter your county/district as the password.
This backs up finance and payroll tables.
Do you want to continue process? --- YES
Message: Posting to Finance completed successfully. ---- OK
EXIT
Part 6 TRS Submission
Last updated February 2008
Page 4 of 11
_____10.
TRANSFER THE DEPOSIT AMOUNTS USING THE FUND TRANSFER SUMMARY FROM THE
STATUTORY MINIMUM-TRS373, TRS 3 AND TRS 489 (for Child Nutrition only).
Physically move money at the bank to the payroll clearing bank account using the Fund Transfer
amount from each TRS report as recorded in the steps above. This transfer can be done using a
Bank Transfer form, calling the bank to request transfers or electronic transfer of funds.
TRANSFER TRS TO PAYROLL CLEARING
TRS Statutory Minimum – 373
$
TRS 3 (Child Nutrition amount only)
$
TRS 489 (Child Nutrition amount only)
$
TOTAL TRANSFER AMOUNT
$
_____11.
RUN THE TRS ON-BEHALF PAYMENT JOURNAL
Reports> HR Reports> TRS Reports>
HRS4150 TRS On-Behalf Payment Journal
From Pay Date – mmddyyyy
To Pay Date – mmddyyyy
Single Revenue Acct per Selected Fund = Y
Interface Transaction Date – mmddyyyy
Finance Accounting Period – mm
Expenditure Account Code – use drop down to create mask
I.e. 199-XX-6144-00-999-X _ _-000 OK
Carefully considered the program intent code as it affects the Maintenance of Effort
calculations. However you choose to complete the account, use the same account
every month.
Select one distribution error account code- use drop down to select account
I.e. 199-11-6144-00-999-X _ _-000
Pull account from left to right window using the arrow—
OK
PRINT
---Print the TRS On-Behalf Payment General Journals and Account Distribution
Journals.
INTERFACE FIN
-----------------Interface to Finance-- (Top left)
_____12.
BACKUP PRE TRS ON-BEHALF INTERFACE
Would you like to make a system backup? ------- YES
Browse to find the Payroll Folder >TRS On Behalf
Enter your county/district as the password.
This backs up finance and payroll tables.
Do you want to continue process? --- YES
Message: Posting to Finance completed successfully. ---- OK
EXIT
Part 6 TRS Submission
Last updated February 2008
Page 5 of 11
_____13.
_____14.
TRAQS MONTHLY SUBMISSION PROCEDURE
After the previous month’s TRS files have reached the Completed status, verify that your
employees’ master file data has been updated to clear warning messages from prior months'
submission.
EXTRACT MEMBER DATA RECORDS:
Utilities > TRAQS Submission > TRAQS Extract Data
•
•
•
•
Extract MD20/30/31 records (Demographic Data/Address Data) for applicable employees –
Extracts all new employees and all changes applicable to TRS within the reporting month indicated
on the ‘Auto TRAQS month’ on the District HR Options Table.
Enter Report Date MMYYYY
Extract Records - -------Check the MD 20 and MD30/31 Records
√
EXTRACT
PROCESS
CANCEL
_____15.
Extract MD-40 records for applicable employees – Contract Position Record. The extract process
selects all records with the appropriate contract begin date from the Job Info screen. In September,
check “First Time Report” to extract a MD 40 on every employee. To be extracted, employees must
have a TRS position code and the contract begin date month must match the month being extracted.
•
Enter Report Date MMYYYY
EXTRACT
PRINT
PROCESS
CANCEL
_____16.
MAINTENANCE TRAQS RECORDS
Utilities > TRAQS Submission > TRAQS Data Maintenance > Member Data (MD)
•
•
Enter Reporting Month, Year and click on Retrieve. Any records that have been extracted will
populate the appropriate screen. Make any manual corrections needed. Enter correction records
(MD25, MD45) and/or enter new records (MD20, 30/31, MD 40). Right click Add. Complete all
required information.
To create a Termination Record (MD90), right click Add.
Part 6 TRS Submission
Last updated February 2008
Page 6 of 11
Utilities > TRAQS Submission > TRAQS Data Maintenance > Regular Payroll (RP)
•
Enter any RP record corrections (RP15 or 16) that are necessary, right click Add.
Utilities > TRAQS Submission > TRAQS Data Maintenance > Employment of Retirees (ER)
•
•
•
Create ER-10 record –Employment of Retirees (ER10)-This record is used for reporting the
employment of retirees who retired after January 1, 2001 and all disability retirees regardless
of retirement date to include substitutes, half-time and full-time employees.
Right click to add an employee and enter all appropriate data. (May use duplicate option from one
month to another month, by selecting retired employee record to duplicate, right-click, and select
Duplicate from the shortcut, select dates and click OK.)
If the retiree is not physically working on the campus then they are not on the ER-10 report.
_____17.
TRAQS REPORTS
Reports> TRAQS Reports>
Print all TRAQS Reports:
HRS9800 Member Data (MD)
HRS9820 Regular Report (RP10)
HRS9840 Regular Payroll Adjustment (RP15)
HRS9860 Employment of Retired Members (ER)
HRS9865 Payments for New Member
HRS9870 Retiree Pension Surcharge
HRS9875 Retiree TRS Care Surcharge
_____18.
CREATE THE MD 40 FILE
Utilities > TRAQS Submission > TRAQS Create Submission > MEMBER DATA (MD)
Enter Report Date = MM-YYYY
EXECUTE
SAVE ------SAVE THE TRAQS MD FILE (TRSRPTMD)
Browse for the Payroll Folder > TRAQS Folder
OK -------- The file will always be named TRSRPTMD_mmddyyy
Gives record count of each record type created: MD20, 25, 30, 31, 40, 45, 90
Signature Data report will populate the screen ----Bottom Left
PRINT
CANCEL
CANCEL
TRS suggests that you submit the MD records first so they can go through verification. If there
are corrections to make, the corrections can be submitted along with all other TRAQS reports.
Part 6 TRS Submission
Last updated February 2008
Page 7 of 11
_____19.
CREATE THE REGULAR PAYROLL (RP) FILE
Utilities > TRAQS Submission >TRAQS Create Submission > Regular Payroll (RP)
Enter Report Date = MM-YYYY
EXECUTE
SAVE
------SAVE THE TRAQS RP FILE (TRSRPTRP)
Browse for the Payroll Folder > TRAQS Folder
OK -------- The file will always be named TRSRPTRP_mmddyyyy
Gives record count of each record type created: RP 10,11,15,16
Signature Data report will populate the screen ----Bottom Left
PRINT
CANCEL
CANCEL
_____20.
CREATE THE EMPLOYMENT OF RETIRED MEMBERS (ER) FILE
Utilities> TRAQS Submission> TRAQS Create Submission> Employment of Retired Members (ER)
Enter Report Date = MM-YYYY
EXECUTE
SAVE
------SAVE THE TRAQS ER FILE (TRSRPTER)
Browse for the Payroll Folder > TRAQS Folder
--------The
file will always be named TRSRPTER_mmddyyyy
OK
Gives record count of each record type created: ER 10
Signature Data report will populate the screen -- PRINT
---Bottom Left
CANCEL
CANCEL
Part 6 TRS Submission
Last updated February 2008
Page 8 of 11
_____21.
COMPLETE THE TEXNET SUBMISSION FORM USING THE TRAQS SIGNATURE REPORT.
ELECTRONICALLY TRANSFER TRS DEPOSITS TO TRS USING TEXNET –Due by the 6th of the
following month. Submit online at: https://texnet.cpa.state.tx.us/
Teacher Retirement System
Identification #: _______ Location #: _______
Total Amount
Settlement Date
$
10/18/2005
Source
Report Month
HRS9820-RP10
Retirement Contribution Amount - TRS1 or 4
$
2155-00
HRS9820-RP10
Insurance Contribution Amount - TRS 374
$
2155-00
HRS4050-TRS 3
Federal Fund Contribution Amount - TRS 2 or 2B
$
2155-01
HRS4000-TRS 373
Statutory Minimum Contribution Amount - TRS 372
$
2155-02
Non-Education Contribution Amount - TRS 370
$
Interest Amount Due - TRS 376
$
HRS4100-TRS 489
Federal Insurance Amount Due - TRS 488
$
N/A
Education/General-Local Funds Amount Due - TRS 553
$
Buy back
SSBB Deduction - TRS 565
$
*2159-00-XXX
Invoice
TRS Active Care Billed Amount Due
$
*2153-00-XXX
HRS9820-RP10
Reporting Entity TRS-Care Contribution Amount - TRS
374
$
2155-04
HRS9865
Reporting Entity Payments for New Members
$
2155-05
HRS9870
Reporting Entity Pension Surcharge for Retirees
$
2155-06
HRS9875
Reporting Entity TRS-Care Surcharge for Retirees
* Replace X’s with deduction codes
$
2155-07
N/A
Part 6 TRS Submission
Last updated February 2008
Page 9 of 11
01
2155-03
_____22. RECORD TEXNET WIRE TRANSFER FOR TRS ON THE BOOKS
Recommended—Record through TRANSFER TRANSACTION PROCESSING
Or Record as a DISTRICT WRITTEN CHECK
HR>Utilities>Transfer Transaction Processing>Transaction Maintenance Tab
Select “Unpaid Checks Only” and “Retrieve” to view only transactions not posted. To
add all TEXNET transfers, “right click” and add a line for each entry you wish to
interface to finance.
Account Code
863-00-2155-00-000
863-00-2155-01-000
863-00-2155-02-000
863-00-2155-03-000
863-00-2159-00-_ _ _
863-00-2153-00-_ _ _
863-00-2153-00-_ _ _
863-00-2153-00-_ _ _
863-00-2153-00-_ _ _
863-00-2155-04-000
863-00-2155-05-000
863-00-2155-06-000
863-00-2155-07- _ _ _
TOTAL
Description
Teacher Retirement (TRS1 or 4 + TRS
374 from TEXNET)
TRS Federal Deposit (TRS2 or 2B from
TEXNET)
TRS Statutory Minimum (TRS 372 from
TEXNET)
TRS Federal Insurance (TRS 488- 1%
from TEXNET)
TRS Buy Back
TRS Active Care (TRS Active Care
invoice)
TRS Active Care (TRS Active Care
invoice)
TRS Active Care (TRS Active Care
invoice)
Other Health Insurance in lieu of TRS
TRS Care (.55%) (TRS 374 TRS Care
Contrib Amt from TEXNET)
Emplr New Member Surcharge
(6.58%/90 days)
Emplr Pension Surcharge (retiree
12.98%)
Emplr TRS-Care Surcharge (retireehlth ins)
Equal ‘total amount’ of TEXNET
Amount
Blanks=deduct codes
Part 6 TRS Submission
Last updated February 2008
Page 10 of 11
_____23. PROCESS/POST THE TRANSFER CHECK
HR>Utilities>Transfer Transaction Processing>Process Transfer Checks Tab
Select Post to Account Period: Current or Next
Select Print Check Stock: Payroll
Enter Check Date
PREVIEW
Enter Check Number/JV Number
NEXT
UPDATE
BACKUP PRE TRANSACTIONS TRANSFER INTERFACE
Would you like to make a system backup? YES
Browse to find the Payroll Folder > Transactions Transfer
Enter your county/district as the password.
This backs up finance and payroll tables.
_____24.
SUBMIT TRAQS REPORTS ONLINE THROUGH TRS TRAQS SYSTEM – using the
TRAQS signature reports: www.trs.state.tx.us/traqs/traqs.htm.
_____25.
Query after TRAQS submission to verify reports were ‘COMPLETE’ with no errors.
TRAQS submissions are processed at 10:30 a.m. and 2:00 p.m. at TRS. Allow 2
hours for TRS to complete the processing before inquiry.
_____26.
CHANGE AUTO TRAQS ON THE DISTRICT HR OPTIONS SCREEN
Tables> District HR Options> Automate TRAQS
Increment the Report Month and verify the Report Year.
Part 6 TRS Submission
Last updated February 2008
Page 11 of 11
PART 7: RECONCILING PAYROLL ACCOUNTS
_____1.
RECONCILE FUND 863 LIABILITY ACCOUNTS
In the payroll clearing fund, verify all liability accounts have been zeroed. If these
accounts are not zero, make sure the balances can be accounted for. I.e.
Over/under payments, employees covered by COBRA, or benefits not expended.
Logon to Finance> Inquiry> General Ledger Inquiry> General Ledger Account
Summary
Enter the account mask: 863-XX-2XXX-XXX-XXXXXX
Verify from the screen or print the report. Make any necessary changes in HR for
the next payroll that are required to take care of the liability accounts.
_____ 2.
RECONCILE TRS INSURANCE INVOICE TO MONTHLY PAYROLL TRS
DEDUCTION CODES. Reports> HR Reports> Payroll Reports> Deduction
Register (HRS2250). In the report selection criteria, select the report by
Deductions, and then select only the TRS Active Care Insurance Codes and/or other
Health Insurance codes that you may have instead of TRS Active Care. I.e. Scott &
White or Legacy. These Deduction Registers should balance to the invoices. If not,
adjustments need to be made before the next billing cycle.
_____3.
RECONCILE THE ACCRUAL BALANCE ON THE SCHOOL YTD REPORT IN
HUMAN RESOURCES TO THE ACCRUAL BALANCE IN FINANCE.
A. Human Resources> Reports> HR Reports> YTD Reports> School YTD Report
Scroll down to bottom of report to find the accrual balance.
B. Logon to Finance> Inquiry> General Ledger Inquiry> General Ledger Account
Summary
Enter the account mask: XXX-XX-2161-XXX-XXXXXX
Verify the total at the bottom matches the accrual balance on the School YTD
report in HR.
Part 7 Reconciling Payroll Accounts
Last updated February 2008
Page 1 of 1
Part 8: Submit the Staff Salary Report to TEA
Districts are required to submit staff salary data to TEA on a monthly basis.
That data can be retrieved from RSCCC using the FSP Staff Salary Report.
___1. HR>Reports>HR Reports>TRS Reports>HRS4450 Staff Salary Report
For this report to be accurate the FSP Salary Class Code in the
Job/Contract table and the FSP Staff Salary Data fields on each employee’s
Pay Info tab must be maintained.
___2. Logon through TEASE into the Foundation School Program to submit the
district staff totals.
Part 8 FSP Staff Salary Report to TEA
Last updated April 2008
Page 1 of 1