The Year To Date Adjustments module allows you to set up the present year history for an employee initially (from another payroll account or during a conversion), or to fix any errors, or add to the present year history at any time. It can adjust earnings and deductions. The module produces both an Interface File and a Report. This module only affects the current pay year.
For Canadian payrolls, the employee's EI deduction values will be automatically calculated based on the earnings entered when an EI deduction code is entered. You can override the automatic EI calculations by setting the OVERRIDE EI to 'Y'es on the initial screen.Overridden or manual EI entries will not be entered into the EI system (ROE reporting) – only to the employee's history record.
This process creates an interface file of all GL distributions related to the YTD adjustment.This file can be interfaced as soon as you want. If you enter several adjustments in one or more entry sessions, the entries will accumulate in the same interface file. When the Finance interface is run, it deletes the interface file after the interface is completed. This means that your next entry session will create a new interface file.
An interface file named ###%%%%PRIN04.YPP, is created or added to by this process. Where YPP is the last three digits of the current pay period, ### is the Finance interface code (field 7 in the Payroll Master Profile), %%%% is the payroll ID code (field 6 in the Payroll Master Profile).
When AUTO INTERFACING is active:
Upon exiting this process, you will be prompted:
Do Auto Interface
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Enter 'N' to omit the auto interfacing currently.
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Enter 'Y' to auto interface the Journal Entries and Invoice Entries interface files.
The Year-To-Date Adjustment Entry process will calculate the employee's storage bank amounts based on earnings entered following the same rules applied to the payroll stream. Days banks and regular Increment Banks (without hours percentage ration) will be omitted. The days bank and regular increment banks are banks that should only apply once during a pay period and not be reapplied during an adjustment to a pay period.
Storage bank transactions include storage bank withdrawal and deposits based on the pay codes used as well as full accrual costing of liabilities, when costing has been setup for the storage banks. Costing of accrual banks only occurs when a Liability GL has been defined on the storage bank table code.
The Year-to-date adjustments will also calculate any pension credits for any number of pension deductions. The pension credits are displayed on the deduction screen at the top right, as well as on the final report.
This program marks each item entered through the year-to-date adjustments and stores it in a temporary work file. This work file is intended to give you a running accumulation of adjustment entries made to a payroll between pay periods. This work file can be accessed using Detailed Adjustments Report, to produce a listing of all adjustments made since the last payroll and summary totals for the earnings and deductions. This report is intended to be of assistance in making the appropriate adjustments to your remittances to deduction or benefit suppliers. The report is independent of pay periods adjusted but rather reflects accumulation of all adjustments made since the last report run where the operator selected the DELETE AFTER REPORT option.
Throughout the YTD Adjustment process, the History Memo function is available. When the screen displays memo, you can access existing or add new history memos for the employee's pay period.
NOTE: This report MUST be run online and sent to a printer or to disk.
Pay Period
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Enter the period to adjust. The pay period must be for present year and PRIOR TO or EQUAL TO the current pay period.
Employee #
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Enter a valid Employee number. Use look-up to select the employee by name.
Employee Name
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The employee name is automatically displayed.
OVERRIDE EI
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Enter "N' to accept automatic EI calculation based on the earnings entered.
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Enter 'Y' to override all automatic EI calculations. Values entered using the override method will not be entered into the EI file system and therefore will not be available for ROE reporting.
DOCUMENT #
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Enter up to an 8-character document/reference number. This number will display on the screen during Payroll History Inquiry as well as listed on the Payroll Register History report.
Earnings Screen
All fields allow you to up arrow to the previous field.
Pay Code
Enter the Pay Code to which you would like to adjust hours or amounts. The description will automatically display.
Earning entries with a pay code defined as a deposit to a storage bank will display with the description 'BNK DEP'. No EI transactions will apply to bank deposit earnings. Deposited earnings will not be included in the final amount and will be reported separately on the report. Bank deposit earnings will be omitted from GL costing distributions.
The next prompt relates only to Canadian payrolls when there is NO override on the EI automatic calculation.
Period
Enter to indicate the hours and monies for this entry which is to be distributed into the period of the year to date adjustment for the distribution of the EI.
Enter a pay period prior to the adjustment pay period, to indicate the hours and monies for this entry that should be distributed into that period. This entry allows you to distribute EI insurable earnings to periods prior to the one that the year to date adjustment is currently being generated for.
All hours and earnings entered a period other than the year-to-date.
Hours
The number of hours by which the payroll Year to Date is to be adjusted. The amount can be positive or negative.
Amount
Enter the dollar amount by which the payroll Year to Date is to be adjusted. The amount can be positive or negative.
CCOST
The initial default will be the costing from the master function line. After the initial entry, the costing default will be the last costing value entered.
Enter a valid cost center or costing distribution. Enter Dist. 01 or EMP 01 for employee-based costing. The number following the Dist. or EMP represents the function line number.
Select Function Line to view or select costing from a specific function line for this employee.
When Function Line is pressed:
Click on the function line to be selected or using the Up and Down arrows to move to the appropriate function line, enter to select a function line.
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Enter "E" or select Menu to exit and return to the previous screen without selecting a costing distribution
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Enter 'C' or select on GL Costing to view the costing details of the current function line.
When the CCOST was a Distribution:
The distribution breakdown will be displayed including the percent, hours, amount, costing and GL account per distribution. Distributions that produce invalid GL accounts will not be accepted. You will not be prompted for a GL account.
GL Account
GL Account is bypassed when the costing was a distribution.
By default, the GL account code for the pay code and specified costing will be displayed. The GL account is derived following the standard GL costing rules. Please refer to the Payroll GL Costing Rules document for details.
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Enter to accept the default GL account code or enter an override GL account code.
The first 20 characters of the GL account or Distribution displays.
As you scroll up and down the earning entry lines the full GL account or costing distribution will be displayed at the bottom of the screen.
The storage bank screen lists all storage bank transactions generated based on the employee's storage banks and the earnings previously entered. The storage banks transactions may extend to more than one screen and the number of pages of screens are listed at the top. Storage bank transactions cannot be changed within the Year to Date Adjustment entry. The values listed duplicate the values that would be generated had the payroll stream been used.
Deduction Screen
All fields allow you to up arrow to the previous field.
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Enter the deduction code to adjust employer's share, eligible amount and deduction amount. A deduction code must be a valid code contained in the deduction database. The deduction code must exist on the employee's master deduction list.
When an EI deduction code is entered and OVERRIDE EI was not selected (Canadian only):
Select View Existing to display the existing EI values for the period of the adjustment.
Select Adjust Insurable to adjust the Insurable produces the following prompt:
Reduce or Accept
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Enter 'A' to accept the EI values.
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Enter 'R' to reduce the EI values.
Hours/Amount to Reduce
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Enter 'A' followed by the amount to reduce the eligible earnings, e.g., A5.00 will reduce the eligible earnings by 5.00.
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Enter 'H' followed by the value to reduce the hours by, e.g., H1.5 will reduce the total hours by 1.5.
Once the EI insurable has been accepted, limiting EI eligible and EI amounts are calculated, the EI deduction amount and employer share is calculated based on the EI eligible shown.
Employer's Share
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Enter the amount of employer's share for the deduction.
Eligible Amount
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Enter the dollar amount of the eligible earnings for the deduction.
Deduction Amount
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Enter the dollar amount of the deduction.
Benefit Amount
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Enter the amount of taxable benefit for the deduction code, if any.
CCOST
The initial default will be the costing from the master function line. After the initial entry of the costing, the default will be the last costing value entered.
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Enter a valid cost center or costing distribution. Enter Dist. 01 or EMP 01 for employee-based costing. The number represents the function line number.
Select Function Line to view or select costing from a specific function line for this employee.
When Function Line is selected:
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Enter the function line number to be selected or using the up and down arrow keys move to the appropriate function line.
Select GL Costing to view the costing details of the current function line.
Select Close to return to the previous screen without selecting a costing distribution.
When the CCOST was a Distribution:
The distribution breakdown is displayed including the percent, share, deduction amount, costing and benefit GL account per distribution.
When a Distribution contains an invalid benefit account:
When a distribution produces an invalid or empty benefit GL account you will be prompted to supply a valid benefit GL account. You will be shown the exact distribution or cost center combination that produced the invalid results.
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Enter a valid benefit GL account.
GL Account
GL Account is bypassed when the costing was a distribution.
By default, the benefit GL account code for the deduction code and specified costing will display. The GL account is derived following the standard GL costing rules. Refer to the Payroll GL Costing Rules document for details.
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Enter to accept the default benefit GL account code.
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Enter an override benefit GL account code. The first 20 characters of the GL account or Distribution are displayed.
When scrolling up and down, the earning entry lines, the full GL accounts or costing distribution will be displayed at the bottom of the screen.
Liability GL
The default GL displayed is from the Liability GL setting in the deduction code database for this deduction. Enter to accept this liability GL or enter an override liability GL account.
Contract Paid Employees:
When a YTD Adjustment entry is done against an employee with a contract function line, the above screen will appear. This screen lists all the employee's contract function lines and allows you to adjust the contract paid to date, contract units to date, adjusted contract and units to date, and the number of pays remaining in the contract. The changes made to these fields should reflect the adjustments made by the YTD Adjustment entered.
When all adjustments have been made to the contract values, you are shown the resulting entries to be generated. If the adjustment specified is incorrect, then answering 'N'o will return you to the previous screen and allow you to readjust the contract values. An adjustment of all zero entries will not produce an adjustment record in the contract history.
Accepting the adjustment to the contract will only take effect when the YTD Adjustment has been accepted. Once the YTD Adjustment has been accepted, the employee master contract values will be updated based on the adjustment values shown. An adjustment to a contract will list as a Transaction Type 'A' in the contract history.
After the year-to-date adjustment has been completed, the following prompt will appear. This prompt allows you to accept the year-to-date adjustment or to cancel all entries applied to that year-to-date adjustment.