Positive Payrolls

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With positive payroll processing, your sponsor provides a transmission file containing current payroll deduction amounts for all members. The system uses this current information each time the payroll posts.

You never need to enter deduction amount changes. The system receives current deduction amounts from the sponsor by transmission file. When the payroll posts, the back-office cycle uses that deduction information rather than the deduction amounts on the members' Member Payroll Maintenance dialog box. The system automatically updates the Payroll Deduction Amount field on the Member Payroll Maintenance dialog box.

The following information is required to post a positive payroll:

  • Supervisor teller or teller with override capability.
  • Unique three-digit payroll number that identifies the payroll.
  • Effective date used for dividend and interest calculation. The Payroll Posting Summary window uses this date as the true payroll processing date and effective date for the member and general ledger updates.
  • The option specified in the Post field on the Payroll Posting Summary window that determines how the deductions or distributions are to be processed.
  • The allowable percentage of tolerance, 0 through 100 percent, between the control amount and the computed amount. 100% tolerance will post the payroll regardless of the difference. 0% requires the request post amount to match the computed amount from the transmission in order to post. If it is off by one cent, the payroll will not post.
  • The request post amount or total amount of deductions for the payroll.

You can request the processing of positive payroll transmissions using the Payroll Posting Summary window. No payroll numbers less than 100 can be added, except 000 for the ACH payroll default table. Payroll numbers 050-059 and 070-079 are reserved for insurance list bill payrolls.

Complete the following steps to post a positive payroll:

  1. Send your transmission file to File Exchange (XROADS) a day or more prior to posting to receive a 261 Report notifying you that your payroll has been received and is ready for posting.
  2. Compare the computed amount on the 261 Report to the amount from the sponsor company. If the amount is correct, continue with step 3. If the amount is incorrect, contact the sponsor company to let them know the transmission file contained a different amount than expected. Determine whether the error occurred on the sponsor list or on the file sent to File Exchange (XROADS). Request a transmission with the correct amount. Contact Portico Services to delete the incorrect payroll data from the 261 Report. Follow up with File Exchange (XROADS) to make sure the corrected file is received and the incorrect payroll data has been deleted. Proceed with step 3.
  3. On Payroll Posting Summary window, click the Effective Date down arrow to select the correct effective date from the pop-up calendar or enter the date in MM/DD/YYYY format. 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. The system will post and distribute the funds based on the effective date if received prior to the start of the daily cycle. The system will post the payroll based on the date specified in the Effective Date field, if the Force Post field is No and the Post field is Yes on all positive, exception, and negative payrolls.
  4. Click the Post down arrow and select Yes.
  5. Enter the correct amount in the Amount to Post field and click Save. The TRANSACTION COMPLETE message will appear.

When Portico receives a payroll transmission, it places the deduction information in a pending file and produces the 261 online short report. The payroll remains in the pending file until the date you post the payroll or until 21 days have past, whichever occurs first.

If the Payroll Posting Summary window for a positive payroll or an insurance file is not set up correctly, the pending file is purged from the system after 21 days and cannot be posted.

The back-office cycle uses the Payroll Posting Summary window and the pending file to post the payroll. After the payroll posts, the system changes the Post field on the Payroll Posting Summary window to No.

The payroll will post in the first back-office cycle regardless of the effective date entered if the Payroll Posting Summary window is set up correctly, the payroll file was received with no problems, and the Force Post field on the Payroll Posting Summary window is Yes.

The payroll will post in the back-office cycle closest to the effective date entered if the Payroll Posting Summary window is set up correctly, the payroll file was received with no problems, and the Force Post field on the Payroll Posting Summary window is No.

If the Force Post field is No, the system will post the payroll after the end-of-day cycle if the effective date specified on the Payroll Posting Summary window is the next business day.

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.

The amount of the sponsor's check should be credited to the undistributed payroll general ledger, usually account 803-100, using the Transactions – Teller Sales/General Ledger window. If tied to the Payroll Posting Summary window, the credit union will credit the undistributed payroll general ledger clearing account specified on the Payroll Posting Summary window. When the payroll posts, the system will credit the member accounts and debit the payroll general ledger specified in the General Ledger Clearing field on the Payroll Posting Summary window.