Adding and Maintaining a Payroll
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The Payroll Posting Summary window lets you add a new payroll, copy existing payrolls to create a new payroll, maintain payroll options, change the effective date, post a payroll, and delete a payroll. The Payroll Posting Summary window handles the following types of payrolls: Positive, Exception, ACH, Negative, and List Bill.
You can also use the Payroll Posting Summary window to change the number of a payroll or to merge a maximum of two payrolls into a third payroll. The Payroll Posting Summary window is also used to request the processing of positive payroll transmissions and to post insurance premiums received on list bill.
To access the Payroll Posting Summary window, on the Portico Explorer Bar, click Payroll in the Operations menu. On the Payroll top menu bar, click Maintenance, then click New Payroll to add a new payroll. Or, click Payroll Posting Summary to maintain an existing payroll.
How do I? and Field Help
To view an existing payroll, click the Select a Payroll down arrow to select the payroll number, then click the green arrow. Click the left and right arrows to scroll through the credit union's payrolls.
To add a new payroll record, complete the following fields:
| Field | Description |
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Enter the payroll number in the Payroll Number field. This field only appears on the New Payroll window. Numbers < 100 are reserved for Insurance tapes and/or transmissions. The following are suggested for payroll types Exception, ACH, or Positive: 100-299 weekly 300-499 bi-weekly 500-699 semi-monthly 700-899 monthly 900-no set frequency Payroll number 000 is the payroll summary default used when a payroll number is on the credit union's ACH table the Payroll Posting Summary window does not exist for the payroll. If the credit union has an ACH table established and you want to add a new payroll number or establish a new table for a payroll number, but the Payroll Posting Summary window does not exist for the payroll, the system will process the payroll as follows:
Establish the Payroll Posting Summary window for payroll 000. If the 000 default does not exist and a match for the payroll number is not found on the Payroll Posting Summary window, the system will process the payroll as a regular ACH posting on the effective date. Only debit and credit items will be posted; distributions will not be made. |
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Enter the sponsor's name or a credit union-defined description of the payroll in the Payroll Description field. For payroll deposits to a share account or payroll distributions to a general ledger account, the description in the Payroll Description field on the Payroll Posting Summary window will appear on the member statement. When a description exists in the Statement Message field on the Payroll Posting Summary window, and the Use Description check box is selected on the Credit Union Profile – ACH/Payroll tab, the description in the Statement Message field will appear on the member statement. If the Payroll Description and the Statement Message fields are both blank on the Payroll Posting Summary window, the description PAYROLL DEPOSIT will appear on the member statement for a payroll deposit. For distributions to a general ledger account, the description PAYROLL TRANSFER TO GL ACCOUNT will appear for the From Share account on the member statement. Length: 25 alphanumeric Keyword: DE |
To create a new payroll by copying an existing payroll, click the Copy From down arrow to select the payroll to copy the set up information from. Then, click the green arrow. This field only appears on the New Payroll window. Click Copy to create a new payroll using an existing payroll.
Complete the following fields and check boxes in the Post Options group box.
| Field | Description |
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Click the down arrow to select the effective date of the payroll from the pop-up calendar or enter the date in MM/DD/YYYY format. This date controls when the system will post the payroll. If the set up information was copied from an existing payroll, change the date to current process date. The date must be within the allowable range determined by the payroll frequency. The effective date cannot be more than four days in the future. The date cannot be earlier or equal to the last posted date. The Override check box is required to post a payroll out of frequency. If the payroll is an autopost payroll, this date will be automatically updated with the effective date on the payroll transmission. The system will process the member's payroll information, post deductions and distributions, and update general ledger accounts based on the specified effective date. The payroll will process after the prior night's back-office cycle but before the online system comes up in the morning. The effective date can cross over month end. If the Force Post field is Yes, the system will not allow the effective date to cross over month end, and the message PAYROLL POSTING EFFECTIVE DATE CONTAINS INVALID VALUE will appear. If the Force Post field is Not Month Ends (M), the system will allow the effective code to cross over month end. They system will force post every day of the month except at month end. You cannot enter an effective date in the past on the Payroll Posting Summary window for an exception payroll. For positive, exception, and negative payrolls, the system will post the payroll based on the date specified in the Effective Date field if received prior to the start of the daily cycle and if the Force Post field is No and the Post field is Yes. Share drafts will be posted prior to the payroll. The effective date can be the current date, a future date up to four days in the future including a date across month end, Saturday or Sunday, or a holiday depending on which force post option you choose. The system will post and distribute the funds in one process during the back-office cycle. Keyword: ED |
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Click the down arrow to indicate whether the system should force post the payroll. The valid options are: Yes - Force post the payroll regardless of the effective date specified on the payroll tape or transmission. For example, if the system date is 6/14/12 and the Effective Date field is 6/15/12, the system will force post the payroll during the back-office cycle for 6/14/12. The payroll activity will show on the member's account with an effective date of 6/15/12 and a post date of 6/14/12. The system will not reset this field to No, but will continue to post the payroll the night prior to the effective date. The system will not allow the effective date to cross over month end. Therefore, if the Force Post field is Yes and the payroll has an effective date of 6/01/12, the system will change the effective date to 5/31/12. You must manually change this field to No if you want the payroll to post on the true effective date. Not Month ends - Force post the payroll regardless of the effective date specified on the payroll tape, transmission or Effective Date field on the Payroll Posting Summary window every day of the month except at month end for payrolls with effective dates that cross over month end. For example, if the system date is 6/14/12 and the Effective Date field is 6/15/12, the system will force post the payroll during the back-office cycle for 6/14/12. The payroll activity will show on the member's account with an effective date of 6/15/12 and a post date of 6/14/12. However, at month end, if the system date is 5/31/12 and the Effective Date field is 6/01/12, the system will not force post the payroll during the back-office cycle for 5/31/12. The system will post the payroll during the AM pass (morning cycle) of 5/31/12 with an effective date of 6/01/12. The payroll activity will show on member's account with an effective date of 6/01/12 and a post date of 6/01/12. No - Do not force post the payroll. Post the payroll on the date specified in the Effective Date field after the end-of-day cycle. Select this option if you want the system to post and distribute the payroll on the true effective date including one that is across month end. System default. If the set up information was copied from an existing payroll, select No. For example, if the system date is 6/14/12 and the date in the Effective Date field is 6/15/12, the system will process this payroll after the back-office cycle of 6/14/12, but before the online system for 6/15/12 effective date begins. The payroll activity will show on the member's account with an effective and post date of 6/15/12. Keyword: FP |
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Click the down arrow to indicate whether the system should post the payroll. The valid options are: Yes - Post the payroll. A date must be entered in the Effective Date field. No - Do not post the payroll. System default. If the set up information was copied from an existing payroll and you are not posting the payroll today, select No. Auto - Auto post the payroll. This option will allow the credit union to receive and post payrolls transmitted from EIS without manually maintaining the Payroll Posting Summary window. The Type field on the Payroll Posting Summary window must be ACH (A) or Positive(P). If you schedule the payroll to post in error, change this field to No to cancel the posting request. This field does not have to be maintained on ACH payrolls. For ACH payrolls, the system will use the effective date from the incoming ACH transmission. The Post field does not have to specify Yes for posting to occur. If the Post field is Auto, the system will continue to automatically post the payroll based on the payday schedule. The effective date and control amount are updated from the transmission file. The system will only change the Post field from Auto to No, if Delete pending file (F) is entered in the Option field on the Payroll Posting Summary window to delete the pending payroll. Once the payroll is deleted from the pending file, Auto will change to No. The credit union must manually change the Post field back to Auto. To stop a payroll from posting, change the Post field from Yes to No anytime before the close of the effective date. Keyword: RP |
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The requested amount of payroll deductions for this payroll. The system will cross check the amount you enter in this field against the amount actually received. This field is required for exception and positive payrolls. The amount specified in this field will update the general ledger clearing account. This field should reflect 0.00 for ACH, negative, and distribute only payrolls. If the Post field is Auto on the Payroll Posting Summary window, this field is automatically updated with the control amount received on the payroll transmission. Length: 15 numeric |
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The allowable percentage difference between the anticipated payroll amount and the amount actually received. For Exception Payrolls: The percentage difference (tolerance) allowed between the amount appearing in the Control Amount field and the amount specified in the Amount to Post field. The amount in the Control Amount field is the total amount of active distributions on the Member Payroll Maintenance dialog box for the payroll. The amount in the Amount to Post field is the amount of the payroll check received from the sponsor. The credit union enters the check amount in the Amount to Post field. For Positive Payrolls: The percentage difference (tolerance) allowed between the system-computed amount of the payroll tape or transmission and the amount specified in the Amount to Post field. The amount in the Amount to Post field is the amount received from the sponsor, either as a check or as a credit to the credit union's bank account. The amount should match the payroll amount on the tape or transmission and the amount of the paycheck received from the sponsor. The credit union enters the payroll amount in the Amount to Post field. For ACH Payrolls: The percentage difference (tolerance) allowed between the system-computed amount of the payroll tape or transmission and the amount appearing in the Control Amount field. The amount in the Control Amount field is the total amount of active distributions on the Member Payroll Maintenance dialog box for the payroll. For Negative Payrolls: Not applicable If the difference is less than or equal to the specified percent, the system will post the payroll. If the difference is greater than the specified percent, the positive payroll will remain on the pending file. The message THE PERCENTAGE DIFFERENCE BETWEEN CONTROL AMT AND COMPUTED AMT IS GREATER THAN THE 000 % TOLERANCE ALLOWED appears on the 262 Report with the payroll information. You can specify any percent between 0 and 100. Portico recommends that you do not specify 100 percent because the system will post the payroll regardless of the difference. If you specify zero (0), the system will not post the payroll unless the control amount and the actual payroll amount are equal. To override the percentage tolerance on a one-time only basis, select the Override check box. The system determines the percentage of tolerance using the following calculation: The system determines the difference in the amount actually received for the payroll and the amount expected using the following calculation: Positive Payroll Example: The Tolerance field specifies 15% and the Amount to Post field specifies $23,345. Using the calculations described previously, the tolerance amount is $3,501.75, the actual payroll amount is $21,045, and the percentage difference is $2,300 or 9.8%. Length: 3 numeric Keyword: PO |
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Click the down arrow to indicate how the system will process this payroll when posting, or if a trial run of the payroll posting should occur. This field works in conjunction with the Share Balance field. The valid options are: Deductions only (P) - Posts the payroll to the share type specified in the Share Type field on the Member Payroll Maintenance dialog box. This option ignores the Share Balance field on the Payroll Posting Summary window. Select this option when you want to post the payroll on one date and post the distributions on a different date. Select Distributions only (D) to post the distributions. Post and distribute (B) - Posts and distributes the deduction amount. Posts the payroll to the share type specified on the Member Payroll Maintenance dialog box before making the distributions. The Share Balance field must specify Consider accumulated (A), Post to minimum (M), Post to negative (N), or Post to zero (Z). Select Post and distribute (B) for your government payrolls. Recommended for ACH payrolls. Excess to share (C) - Posts and distributes the deduction amount. Makes the distribution(s) first, then posts any excess amount to the member's share type specified on the Member Payroll Maintenance dialog box. The Share Balance field must specify Consider accumulated (A), Post to minimum (M), Post to negative (N), or Post to zero (Z). Distributions only (D) - Distributes the line item distribution(s) using the deduction amounts from the member's payroll share type specified on the Member Payroll Maintenance dialog box. The Share Balance field must specify Consider accumulated (A), Post to minimum (M), Post to negative (N), or Post to zero (Z). To make distributions on a post-only payroll (option P), select Distributions only (D). If the Type field is ACH (A) or Positive (P) and the Option field is Distributions only (D), the system will change this field to Deductions only (P) after the payroll posts. Do not enter an amount in the Amount to Post field if you select Distributions only (D). Trial post (T) - Performs a trial posting of the payroll. The system will ignore the Share Balance field, clear the Accumulated Payroll Amount field on the Shares - General tab, update the Date Last Posted field on the Payroll Group Details window, and update the Last Posted field on the Payroll Posting Summary window. The system will not update the Last Post field on the Member Payroll Maintenance dialog box. Trial with updates (U) - Same as Trial post (T) except the system will update the Last Post field on the Member Payroll Maintenance dialog box, the Date Last Posted field on the Payroll Group Details window, and the Last Posted field on the Payroll Posting Summary window. If Trial post (T) or Trial with updates (U) is selected, this field will change to Deductions only (P) after the trial run is complete. If Trial post (T) or Trial with updates (U) is selected and the Post field is Yes, the system will reset the Post field to No after the trial posting occurs. Delete pending file (F) - Deletes the payroll from the pending file. After the back-office cycle, the system will change this field to Post and distribute (B) if the Type field is Positive (P) or Negative (N) and the Post field is Auto (A). This option ignores the Share Balance field. You cannot specify ACH (A) or Exception (E) in the Type field if you select Delete pending file (F). Not valid with list bill payrolls 050 -079. If a Member Payroll Maintenance dialog box does not exist for a member on a positive payroll, the system will post the deduction amount to the share type specified in the Default Share field on the Payroll Posting Summary window. If the Default Share field is blank or the member does not have the share type specified and the payroll is non-ACH, the deduction funds will go to the lowest share type. If the payroll is ACH and the Member Payroll Maintenance dialog box does not exist, the system will ignore the Share Balance field on the Payroll Posting Summary window in order to comply with the ACH transaction codes. If you select a distribute only post option (D), only members with distributions will appear on the 262/263 Reports. If you select a post and distribute post option (B and C), all members on the payroll will appear on the 262/263 Reports. Keyword: PO |
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Click the down arrow to select the type of payroll. The valid values are: ACH (A), Exception (E), Negative (N), and Positive (P). Keyword: TY |
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Online payroll posting lets you post deductions for late ACH and exception payrolls. Portico will automatically post the credit to the specified share type and place a temporary hold for the total amount of the distributions. You can set up your ACH payrolls for online posting by selecting the Post Online check box. For exception payrolls, you can select the Post Online check box when the need arises to ensure that your members receive credit at the earliest possible posting window. For positive payrolls, you must contact customer service for file intervention. The Posted Online field displays the total credit amount posted online for the last posted payroll and the number of credits posted online for the last posted payroll. |
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Select this check box to override the effective date and the percentage tolerance in the Tolerance field on a one-time only basis. Keyword: OB |
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Select this check box to flag a payroll as an employee payroll and restrict access to the payroll. If a user does not belong to a security group containing the Emp/Security Administrator permission:
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In the General Ledger group box, enter the general ledger accounts associated with this payroll.
| Field | Description |
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The general ledger account that should be debited when the payroll is posted and the member's account is credited Length: 6 numeric Keyword: CA |
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The suspense general ledger account associated with this payroll. The system will automatically default to general ledger account 871100 for ACH, exception, positive, and negative payrolls if no other general ledger account number is specified. System edits restrict the entry of a 700 series general ledger in the Suspense field for ACH and exception payrolls. Length: 6 numeric Keyword: SA |
Complete the following fields and check boxes in the Payroll Processing Options group box to continue setting up a new payroll or maintain an existing payroll.
| Field | Description |
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Click the down arrow to specify which transactions on the payroll should be considered Electronic Funds Transfer (EFT). These transactions will display the letter E after the history code on History tab. The member will receive a monthly statement even if the credit union statements are only produced quarterly. The valid options are: All transactions (A) - All transactions will be considered EFT transactions. You should select this option for tape and electronic transmission payrolls. The transaction code in history will be PTE or PDE. "EFT” will be inserted in front of the description on the member’s statement. Cross account (B) - Only cross-account transactions will be considered EFT transactions. "EFT” will be inserted in front of the description on the member’s statement. No EFT Transactions (C) - None of the transactions will be considered EFT transactions. Keyword: ET |
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Click the EFT STMT down arrow to indicate which members on the payroll will receive monthly statements at month-end. An EFT transaction will trigger a statement for the current month. If no EFT activity occurs for the member in the current month, a statement will not be generated at month-end. For EFT payrolls, the statement description should be limited to 31 characters to allow the system to print the word EFT and a space. The valid options are: All members (A), Cross account (B), and No EFT Statement (C). Keyword: ST |
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Click the Repeat Distributions down arrow to indicate the action the system should take when the member's payroll deduction amount exceeds the established distributions. The valid options are: Excess to shares (S) - Deposits the excess deduction amount in the member's payroll share account. System default. Repeat Distributions (R) - Posts the distributions repeatedly using the accumulated deduction amount. However, partial distributions will not be made. Use member level (D) - Posts the distributions based on a specified number of pay periods. For exception payrolls, the number of pay periods is specified in the Repeat Ded field on the Member Payroll Maintenance dialog box. For positive payrolls, the number of pay periods is included in the payroll information received in the transmission. The system divides the number of pay periods to arrive at the amount of each distribution. After the distributions are made, the system will change the Repeat Ded field on the Member Payroll Maintenance dialog box back to one on an exception payroll. Reset distributions to 1 (E) - Same as Use member level (D) but resets the Amount field in the Payroll Deduction group box, Amount field in the Distributions grid, and Repeat Ded field back to their original value on the Member Payroll Maintenance dialog box on an exception payroll. Keyword: RE |
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Click the down arrow to select the display/print sequence for the Payroll Group Details window. The Display field determines in what order the deductions will appear on the Payroll Group Details window, letting you match the presentation of the data to how it is received from the sponsor. The valid options are: Member number (C), SSN (N), Member name (M), Secondary ID (S), and Share draft ID (D). Keyword: DO |
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Click the down arrow to specify the payroll process the system will use to perform the distributions from the member's payroll share account. The valid options are: Consider accumulated (A) - Use the amount accumulated for posting since the last distribution. System default Post to minimum (M) - Take the payroll share account to the minimum share balance. Partial amounts may be distributed. Post to negative (N) - Take the payroll share account negative in order to perform the distributions. Post to zero (Z) - Take the payroll share type to zero. Partial amounts may be distributed. If the payroll is a list bill, this option must be Post to minimum (M). Note: If the member's deduction amount is 0.00 or the member is not on the payroll, Portico will not process the distributions regardless of the option selected unless the Post Distributions without Payroll check box is selected on the Payroll Posting Summary window. Keyword: SO |
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Click the down arrow to select the processing method for the payroll when the frequency of the payroll differs from the frequency of the distributions. The system assumes that the distribution amount is the monthly payment for the member account. The system arrives at the correct hold amount using the following formula: (monthly distribution amount X 12) payroll frequency. If the payroll frequency is weekly, the system divides by 48; if biweekly or semimonthly, the system divides by 24; if monthly, the system divides by 12. Example: $100 X 12 48 = $25 weekly hold amount. The valid options are: No holds allowed (N) - No payroll holds and posting accumulations are allowed. If the Option field is Deductions only (P), the payroll deduction amount will appear on the Print Full Member Status report. System default. Hold distributions (C) - The amount held in the payroll share account equals the total amount of committed distributions based on the payroll frequency. The system will display the amount held in the Accumulated Payroll Amount field on the Shares - General tab. The Option field must specify Deductions only (P). The system assumes the distribution amount is for a monthly distribution. When the credit union is ready to post the distributions, specify a different value in the Option field, such as Distributions only (D), Post and distribute (B), or Excess to share (C). Accumulate deductions (A) - The deduction amount is held and accumulates with each payroll posting since the last distribution. The system will display the amount held in the Accumulated Payroll Amount field on the Shares - General tab. Accumulate for loan pymt (L) - The amount held in the payroll share account equals the total amount of loan distributions based on payroll frequency. The amount held will appear in the Accumulated Payroll Amount field on the Shares - General tab. When the credit union is ready to post the loan distributions, specify Deductions only (P) in the Option field. The system assumes that the distribution amount is equal to a monthly amount. Keyword: HO |
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Click the down arrow to select the payroll share type for members on the positive payroll who do not have a payroll record (Member Payroll Maintenance dialog box). Portico will deposit the payroll deduction amount into this default share type. If the field is left blank, the system will deposit the deduction in the member's lowest-numbered share account. If the payroll is an ACH payroll, the system will ignore this field in order to comply with the ACH transaction codes and post to the member's share type that matches the ACH transaction code. If the ACH transaction code indicates post to primary share, the lowest numbered share type available will be used. If the ACH transaction code indicates post to share draft, share type 75 or the lowest numbered share draft account will be used. Keyword: PT |
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Select this check box to post negative payroll amounts. The system will update the general ledger accounts and reflect the posting on the 262/263 Report with exception code 15 - ADJ P/T, NEG DEDUCT AMT FOR MBR. The system will take partial funds if necessary. The exception code appearing on the 262/263 Report will be 13 - ADJ P/T, NEG DEDUCT AMT FOR MBR, PARTIALLY SUSPENDED. The negative amount will appear in the Payroll Deduction Amount field on the Member Payroll Maintenance dialog box and in the Deduction Amount field on the Payroll Group Details window with a minus sign after the amount. For example a negative amount of $100.00 will appear as 100.00-. The negative amount will affect the Control Amount field as a net figure. If the Post Negative check box is not selected, do not post negative payroll amounts. The system will update the suspense general ledger account with the negative amounts. The amounts will appear on the 262/263 Report with exception code 01 - ADJ P/R, NEG DEDUCT AMT FOR MBR, PRD SUSPENDED. |
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Select this check box to automatically reduce (depledge) cross-account share and certificate pledges on payroll-paid loans. The Depledge field on the Loan Profiles - Account Information tab must specify B or T. The system will not reduce pledges for cash-paid and automatic transfer-paid loans. The Cross-Account Depledging Report 622 lists all members with loans that have cross-account pledges. System default is not selected. Keyword: DS |
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Select this check box to transmit all changes made to this payroll to the sponsor company. If the Payroll Group field is D-Deduction payroll and the Transmit Changes check box is selected, only those members with deduction amount changes for the upcoming payroll posting will be transmitted to the sponsor. If the Payroll Group field is N-Net payroll and the Transmit Changes check box is selected, only those members with net pay amount changes for the upcoming payroll posting will be transmitted to the sponsor. The change records will be transmitted when the cutoff date is reached. Note: This check box will only appear if the Transmit to Sponsor check box is selected on the Credit Union Profile - ACH/Payroll tab. |
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Select this check box to process distributions for members on this payroll even though they did not receive any payroll funds for the current payroll period. The system will not update the Last Post field on the Member Payroll Maintenance dialog box if the payroll is an ACH or positive payroll. System default is not selected. Keyword: DP |
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Select this check box to reject a payroll transaction for a member without a Member Payroll Maintenance dialog box record established for the payroll. Portico will not automatically build a Member Payroll Maintenance dialog box for the member if the Reject if no Member Payroll check box is not selected. The system will add the amount of the transaction to the Back Office Stops/Del amount field and increase the Back Office Stops/Del count field by one on the Payroll Posting Summary window. The transaction will appear on the 262 Report with exception code 19 - PRD RECEIVED, MBR'S 445 SCREEN NOT BUILT BY BACK OFFICE. If the Reject if no Member Payroll check box is not selected, Portico will post the transaction and automatically create a Member Payroll Maintenance dialog box for the member. Use the share type specified in the Default Share field for the member's lowest share type. The system will add the amount of the transaction to the Back Office Additions amount field and increase the Back Office Additions count field by one Payroll Posting Summary window. The transaction will appear on the 262 Report with exception code 18 - PRD RECEIVED, MBR 445 SCREEN BUILT BY BACK OFFICE. System default. Keyword: RJ |
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Must be blank for standard payroll. D-Deduction payroll and N-Net payroll are no longer supported. Note: This field will only appear if the Transmit to Sponsor check box is selected on the Credit Union Profile - ACH/Payroll tab. |
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Select this check box to print the correct message regarding debt cancellation on the member's statement. |
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The description of the payroll that will print on the member's statement. For payroll deposits to a share account or payroll distributions to a general ledger account, the description in the Payroll Description field on the Payroll Posting Summary window will appear on the member statement. When a description exists in the Statement Message field on the Payroll Posting Summary window, and the Use Description check box is selected on the Credit Union Profile – ACH/Payroll tab, the description in the Statement Message field will appear on the member statement. If the Payroll Description and the Statement Message fields are both blank on the Payroll Posting Summary window, the description PAYROLL DEPOSIT will appear on the member statement for a payroll deposit. For distributions to a general ledger account, the description PAYROLL TRANSFER TO GL ACCOUNT will appear for the From Share account on the member statement. Portico suggests that you leave this field blank for ACH payrolls. If the EFT Transactions field is All transactions (A) or Cross account (B), then this message should be limited to 31 characters. This will allow for the letters EFT and a space to precede the statement message without any truncation of the message. Length: 35 alphanumeric Keyword: PD |
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Click the down arrows to indicate if payroll-paid loans should be synchronized (linked) with the payroll frequency. The system will coordinate scheduled payment amounts, payroll distribution amounts, and payroll deduction amounts when maintenance is performed using the following tabs and windows: New Loan - Setup tab, New Loan - Payroll Information tab, New Loan - Escrow Information tab, Account Information - Loans tabs, Loans - Escrow Info tab, Payroll Deduction Maintenance window, Member Payroll Maintenance dialog box, Payroll Group Details window, Payroll Posting Summary window, Transactions - Single Deposit, Withdrawal, Payment or Loan Advance tab, and Reversals - Same Day Reversals tab. In order for these options to work, the Sync check box must be selected on the Member Payroll Maintenance dialog box. However, this field is not valid for 900 series payrolls as these payroll numbers are not associated with a frequency. For Interest Plus Loans (Payment Type 007), the payroll distribution amount will not automatically update when maintenance is performed, regardless of the Synchronize Loan Payments fields. Eight options are available for the Synchronize Loan Payments field. For example, A-Ded more than Dist, D-Dist more than Pmt, L-New loans only, and P-No deduction changes, or just C-Combine A, D, L & P. A-Ded more than Dist - Ensures that the deduction amount is greater than or equal to the total distribution amount when setting up a new loan or maintaining an existing one. If not, the message PRD AMT < TOTAL DISTRIBUTIONS, XXX.XX, OVERRIDE REQUIRED appears, where XXX.XX is the amount required to cover the distributions. If you perform an override, the system will automatically update the payroll amount on the member's Member Payroll Maintenance dialog box. Note: If you change the payroll amount using the Member Payroll Maintenance dialog box, overriding this edit without changing the payroll amount will leave the old payment amount. You must manually update the payroll amount on the Member Payroll Maintenance dialog box in order for the new payroll amount to take effect. C-Combine A, D, L & P - Combines the features of options A, D, L, and P. If you select this option, you do not have to specify the other options. C is mutually exclusive with E. D-Dist more than Pmt - Ensures that the loan distribution amount is greater than or equal to the loan payment amount on payroll-paid loans. If you change the scheduled loan payment amount on the Loans - Payment tab, or if the payment amount is changed because of a Transactions - Single Deposit, Withdrawal, Payment or Loan Advance tab, the system will automatically update the loan distribution amount on the Member Payroll Maintenance dialog box. If you make a change to a scheduled payment amount on a loan advance transaction, the system will display the Loans - Payment tab and allow you to either accept the new payment amount or override it. The system will automatically update the Member Payroll Maintenance dialog box with the new loan payment amount. If you change the distribution amount on the Member Payroll Maintenance dialog box to less than the scheduled payment amount on the Loans - Payment tab, the message DISTRIBUTION AMOUNT MUST BE >= LOAN PMT XXX.XX appears, where XXX.XX is the loan payment amount on the Loans - Payment tab. The Member Payroll Maintenance dialog box will not allow you to lower a distribution amount to less than the scheduled payment amount on the Loans - Payment tab. You must change the payment amount on the Loans - Payment tab to a lower amount, then change the amount on the Member Payroll Maintenance dialog box. Note: The system will only keep the primary member's loan distributions in sync. This option does not apply to the loans of any cross-account members. E-Pmt equals distribution - Ensures the loan payment amount is equal to the loan distribution amount on synchronized payroll-paid loans. This option may be combined with option L only. This option is valid only if the Payroll Group field is D-Deduction payroll or N-Net Payroll. If the credit union manually changes the loan payment amount on the Loans - Payment tab, or if the payment amount is changed because of a Transactions - Single Deposit, Withdrawal, Payment or Loan Advance tab, the system will automatically update the loan distribution amount on the Member Payroll Maintenance dialog box. This option will synchronize loan distributions only if the individual member distributions on the Member Payroll Maintenance dialog box have the Sync check box selected. If the Sync check box is not selected, the loan distribution will not be synchronized. A member may have one loan distribution synchronized with a particular loan. After you perform a loan advance on a loan with a synchronized distribution, the new payment amount appears on the Loans - Payment tab. This new payment amount is informational only and cannot be maintained. You must manually change the payment amount on the Member Payroll Maintenance dialog box first, which will automatically update the Loans - Payment tab for active payroll distributions. If the distribution has a future date, the Loans - Payment tab will be updated once the paydate is reached for the changed distribution amount. Note: Cross account loan distributions cannot be synchronized. L-New loans only - Synchronizes the loan frequency on a new loan setup to the frequency of the associated payroll. When you add a new loan using the New Loan - Setup tab, the message LOAN AND PAYROLL FREQUENCY MISMATCH, OVERRIDE REQUIRED appears if the frequency of the new loan differs from the payroll frequency. If you specify an override teller ID to continue, the system displays the New Loan - Payroll Information tab showing the adjusted payroll distribution amount required to make the scheduled loan payment amount. Blank - Do Not Synchronize - Does not synchronize payroll-paid loans with the payment frequency. You cannot use this option with any of the other options. System default. P-No deduction changes - Prohibits deduction changes or maintenance to the Member Payroll Maintenance dialog box, Payroll Group Details window, and Payroll Deduction Maintenance window once you have scheduled the payroll for posting by selecting Yes in the Post field on the Payroll Posting Summary window. If you attempt to maintain one or more of these transactions, the message P\R NUMBER SCHEDULED FOR POSTING, OVERRIDE REQUIRED appears. If you perform an override, the system will update the Additions, Stops\Deletes, and Control Amount fields on the Payroll Posting Summary window. You must verify that the payroll Control Amount and Amount to Post fields are in balance to avoid posting an out-of-balance payroll or the payroll not posting at all because of the percentage of tolerance. R-Report deduction changes - Reports changes in deduction amounts on the Short Reports - Non-Critical window. The deduction changes must have occurred on the Member Payroll Maintenance dialog box. The system will not create a tape or transmission for the sponsor. T-Transmit changes - Creates a tape or transmission reporting all deduction changes for this payroll and sends it to your credit union's sponsor(s). Keyword: SN |
Transferring Payrolls
You can transfer the member deductions and distributions from one payroll to another using the Transfer Payrolls group box on the Payroll Posting Summary window. Complete the following fields, then click Save to complete the transfer. The member records will be added to the payroll displayed on the Payroll Posting Summary window.
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Click the down arrows to select one or two payrolls to transfer the deductions and/or distributions from. |
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Indicates whether or not the system should change the payroll number. Click the down arrow to select: O-Only active members - Change the payroll number for just the members with transaction activity. Members without transaction activity will remain under the old payroll number. Both deductions and distributions will transfer to the new payroll number. A-All members - Change the payroll number for all members on the payroll. Both deductions and distributions will transfer to the new payroll number. If changing from an exception payroll to any other type of payroll, this option must be selected. A payroll number change must always occur from the receiving payroll number. You must also schedule the receiving payroll to post. Do not schedule the "from" payroll to post. For example, you want to change payroll 101 to payroll 303. Payroll 303 already exists. To change the payroll, access the Payroll Posting Summary window for payroll 303, select Yes from the Post drop-down list and enter a valid date in the Effective Date field, select the desired payroll number change option, select 101 from the drop-down list and, and click Save. The system will transfer all the members on the 101 payroll to the 303 payroll. Note: When changing a payroll number, the Member Payroll Maintenance dialog box will be adjusted if you use Adjust field option D, S, or B. Review the Loans - Payment tab tied to the payroll if loan distributions were adjusted at the time of the payroll number change (Adjust field option S or B). It may require maintenance to the loan payment amount, frequency, partial accumulation, and next due date after the payroll number change has occurred in the back-office cycle. |
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Indicates if the system should adjust deduction and distribution amounts during a payroll number change when the frequencies of the payrolls differ. These options also apply to individual payroll number changes that occur on the Member Payroll Maintenance dialog box. Click the down arrow to select: N- Do not adjust - Do not make adjustments to the deduction and distribution amounts. System default. D- Deductions only - Adjust the payroll deduction amounts to match the new payroll frequency. Do not adjust the distribution amounts. S - Distributions only - Adjust the distribution amounts to match the new payroll frequency. Do not adjust the deduction amounts. B - Deductions & Distributions - Adjust both the deduction and the distribution amounts to match the new payroll frequency. Note: When changing a payroll number, the Member Payroll Maintenance dialog box will be adjusted if you use Adjust field option D, S, or B. Review the Loans - Payment tab tied to the payroll if loan distributions were adjusted at the time of the payroll number change (Adjust field option S or B). It may require maintenance to the loan payment amount, frequency, partial accumulation, and next due date after the payroll number change has occurred in the back-office cycle. |
For an existing payroll record, the Posting Information group box displays information regarding the last posting of the payroll:
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The last system date on which the specified payroll was posted. If the payroll has never posted, 000000 will appear. The back-office cycle will update this field. |
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The last system date on which the specified payroll was changed. |
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The source of the payroll tape or transmission. The valid options are: Blank - The payroll is either an exception or a negative payroll. EIS - The payroll transmission came from File Exchange (XROADS). FRB - The payroll tape or transmission came from the Federal Reserve Bank. TAPE - The payroll tape came from the credit union's sponsor company. ST LOUIS - The payroll tape or transmission came from the St. Louis processing center. |
For an existing payroll record, the Summary Totals group box displays information regarding the member payroll records included in the payroll.
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The total amount of active member deductions for this payroll. The system will compare this amount to the actual posted amount and evaluate it using the percentage of tolerance allowed. The system will not update this field if you perform payroll deduction maintenance after you have scheduled the payroll to post. The payroll may not post because of the percentage tolerance edit. You should always perform the deduction maintenance first, then schedule the payroll to post. The amount in the Control Amount field should equal the amount received from the sponsor. This field indicates the total amount of active deductions on the Member Payroll Maintenance dialog box and cannot be maintained. You can enter the anticipated payroll amount in the Amount to Post field. Length: 12 numeric including decimal Keyword: CT |
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The total number of active member deductions for this payroll. Length: 5 numeric |
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The total amount of all payroll deductions that have been added to this payroll since it was last posted. The deductions were added using the Payroll Group Details window or the Member Payroll Maintenance dialog box. Length: 12 numeric including decimal |
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The total number of payroll deductions that have been added to this payroll since it was last posted. The deductions were added using the Payroll Group Details window or the Member Payroll Maintenance dialog box. Length: 5 numeric |
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The total amount of all payroll deductions that have been stopped or deleted from this payroll since it was last posted. The deductions were stopped or deleted using the Payroll Group Details window or the Member Payroll Maintenance dialog box. Length: 12 numeric including decimal |
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The total number of payroll deductions that have been stopped or deleted from this payroll since it was last posted. The deductions were stopped or deleted using the Payroll Group Details window or the Member Payroll Maintenance dialog box. Length: 5 numeric |
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The total credit amount posted for the payroll online. This amount field is refreshed automatically as new files are received, therefore, the total amount displayed is the last posted payroll amount. Length: 12 numeric including decimal |
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The number of credits posted online. This count field is refreshed automatically as new fields are received, therefore, the total count displayed is for the last posted payroll. Length: 5 numeric |
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The total amount of all back-office payroll deductions that have been added to this payroll since it was last posted. The Reject if no Member Payroll check box must not be selected. Length: 12 numeric including decimal |
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The total number of back-office payroll deductions that have been added to this payroll since it was last posted. The Reject if no Member Payroll check box must not be selected. Length: 5 numeric |
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The total amount of all back-office payroll deductions that have been stopped or deleted from this payroll since it was last posted. The Reject if no Member Payroll check box must be selected. Length: 12 numeric including decimal |
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The total number of back-office payroll deductions that have been stopped or deleted from this payroll since it was last posted. The Reject if no Member Payroll check box must be selected. Length: 5 numeric |
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The total amount of all payroll deductions that were rejected when this payroll last posted. This field works in conjunction with the Reject if no Member Payroll check box. Length: 12 numeric including decimal |
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The total number of payroll deductions that were rejected when this payroll last posted. This field works in conjunction with the Reject if no Member Payroll check box. Length: 5 numeric |
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The total amount of the most recent posting of this payroll. This total does not include payroll items that rejected. Length: 11 numeric including decimal |
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The total number of payroll deductions that posted when this payroll last posted. Length: 5 numeric |
If a payroll was deleted in error, you can recover the payroll by clicking Reset on the Payroll Posting Summary window before the back-office cycle begins.
Click Delete to delete a payroll. The system will flag the payroll record for deletion and enable the Reset button. When the Payroll Posting Summary window for the deleted payroll is accessed, the system will display the message: Maintenance not allowed -payroll flagged for deletion. If flagged in error, click on Reset. If the payroll was deleted in error, you can recover the payroll by clicking Reset on the Payroll Posting Summary window before the back-office cycle begins. If there are Member Payroll Maintenance dialog boxes associated with the payroll number you will be prompted to override and ignore these. However, these records will remain at the member level until they are manually removed.
Click Save to save your changes to the payroll. Once a payroll has been set up, you can add payroll records for each member on the payroll.
The following general ledger effects occur when the posts during the back-office cycle:
- CREDIT 701XXX Loan principal general ledger account specified on the Loan Profiles - Account Information tab
- CREDIT 111XXX Loan interest income general account specified on the Loan Profiles - Account Information tab
- CREDIT 131XXX Late fees general ledger account specified on the Loan Profiles - Account Information tab
- CREDIT 901XXX Share general ledger account specified on the Share Profiles - Account Information tab
- CREDIT 8711XX Suspense general ledger account specified on the Payroll Posting Summary window
- CREDIT XXXXXX General ledger account specified for distributions
- CREDIT 998500 Interbranch clearing account used for new payroll
- DEBIT 803XXX Payroll clearing general ledger account specified on the Payroll Posting Summary window
- DEBIT 901XXX Share general ledger account specified on the Share Profiles - Account Information tab
- DEBIT 8711XX Suspense general ledger account specified on the Payroll Posting Summary window
- DEBIT 998500 Interbranch clearing account used for new payroll
If the payroll transaction is created during the back-office cycle and the interbranch clearing general ledger account does not exist, the system will add it.
- Positive Payroll Activity Report 261
- Payroll Register Report 262
- ACH Payroll Register Report 263
- GL Recap Report 791
Payroll distributions to a general ledger account will appear in general ledger history and the 280 Report as individual line items.
If a payroll distribution is tied to an open-end loan, the distribution will only purge when the open-end loan purges. The system will not zero out the distribution amount. (Open-end loans only purge if the Open - End Loan check box is selected on the Credit Union Profile - Purge tab).
The Payroll Posting Summary window will print on the audit trail printer. The teller does not have to be open to inquire on a payroll.
The system stores payrolls received by tape or transmission in a pending file if the post date is in the future or the Post field specifies Yes. Check the pending file daily using the 261 Report. If a payroll appears in the pending file, post the payroll using the Payroll Posting Summary window. Payrolls are placed in the pending file for any one of the following reasons:
- The next posted date has not been reached.
- The payroll has not been set up on the Payroll Posting Summary window
- If the payroll summary on the Payroll Posting Summary window has not been updated since the last posted payroll, the credit union updates the following fields: Effective Date, Post, and Amount to Post.
- Insurance premiums have been received on a list bill tape.
- Multiple payrolls are on file.
- The payroll control amount is zero.
- There is a difference in the control amount and the computed amount (percent of tolerance edit.)
- The Payroll Posting Summary window has not been updated.
- The post or effective date is blank.
Delete pending payrolls by entering Delete pending file (F) in the Option field.
If the payroll posted in error, you must manually reverse all member and general ledger transactions using the appropriate reversal and journal voucher transactions. You cannot use the Reversals - Same-Day Reversals By CAN tab to reverse the payroll posting.
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