cours e title

© CGI Group Inc.

Course TitleAdvantage 3.9 HRMPayroll Accounting Management – HRM Configuration for the State of Colorado

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Session Objectives• Understand how PAM works.• Understand PAM data.• Understand how PAM collects payroll details• Understand how PAM retrieves the Accounting

information for the payroll details.• Understand how PAM generates Journals to process

the payroll and accounting data.• Understand how PAM generates “virtual” Documents

to prepare the PAM data to be migrated to Financial.

Objectives

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Session Agenda

Payroll Account ing Management (PAM) Overview

Account ing Data Setup

PAM Data

PAM 1 : Payroll Check Processor

PAM 2 : Payroll Accounting Document Generator


This session provides an introduct ion to the purpose and features of the Advantage HRM Payroll Accounting Management . W e w ill:

Review the Advantage HRM Payroll Account ing Management components and data lifecycle

Review flow charts that out line basic Payroll Accounting Management setup

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Payroll Accounting Management (PAM) is designed to support payroll accounting in ADVANTAGE Financial.

PAM

collects payroll details from ADVANTAGE HRMcreates “virtual” payroll accounting documents for them,posts these “virtual” documents to ADVANTAGE Financial

ADVANTAGE Financial then uses these documents to

Debit and credit the relevant accounts

How PAM Works

What is PAM?

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How PAM Works

How does PAM work?PAM consists of two jobs:

A.Payroll Check Processor. This allows PAM to…

1. Process paycheck details as either expense, liability, or fringe.2. Create records for these details in journals.

B.Document Generator. This allows PAM to

1. Process the payroll expense, liability, and fringe journal records.2. Create “virtual” payroll accounting documents for these records.

C_PAY_CHECK

Gross PayNet Pay

DeductionsFringe Deductions

Fringe

C_PAY_DETL

Earnings – REGEarnings – SH3Earnings – OTPEarnings – OT3

C_DED_DETL

Deductions & Employee FringeFRNG_PY_TYP_FL = N

Ded – 022Fringe – 220

Employer FringeFRNG_PY_TYP_FL = Y

Fringe – 003Fringe - 016

For each Employer Fringe Benefit with a corresponding Fringe Pay Type defined on EFBT, PAM will generate a

Fringe Expense journal entry

Example: 003 -> 003P

PYRL_EXPS_JRNL

Event REG – COA1Event SH3 – COA2Event OTP – COA3Event OT3 – COA3

PYRL_LIAB_JRNL

Deduction Type 022 – COA1Deduction Type 022 – COA2Deduction Type 022 – COA3Deduction Type 220 – COA1Deduction Type 220 – COA2Deduction Type 220 – COA3

PYRL_FRNG_JRNL

Deduction Type 003 – COA1Deduction Type 003 – COA2Deduction Type 003 – COA3

Event Type 003P – COA1Event Type 003P – COA2Event Type 003P – COA3

PYRL_DOC_HDR

Doc Code - PREXPGross Pay (REG)

Fringe Expense (003P)

Doc Code – PRLNPGross Pay & Net Pay

Document Code – PRLIDNet Pay

Document Code – PRLIADeductions (022)

Employee Fringe (002)Employer Fringe (003)

PYRL_DOC_VEND

One row for every document generated though it will not be

use for State of Colorado

PYRL_DOC_ACTGPYRL_DOC_ACTG

PYRL_DOC_ACTG

Single Document Accounting Line (see summarization settings on PAMSUMM)

PAM at State of Colorado

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Session Agenda



PAM Data




This session provides an overview of the payroll data that is picked up by Advantage HRM Payroll Accounting Management (PAM)

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PAM Data

PAM Data consists of:• Payroll details, including…

• Gross and Net Pay

• Deductions and Benefits

• Fringe

• Accounting information for those details, including

• Fund

• BSA

• Etc…

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FINANCIAL (CORE):• Chart of Accounts [COA] are determined in CORE. This COA allows

CORE to record all transactions using independent characteristics for them and include them in financial activity reporting.

• A transaction can relate to fund accounting, organizational concerns, cost accounting, or other accounting classifications. COA also consolidates financial details for reporting and budgeting.

HRM:• HRM retrieves this COA information from a shared table in the database

and allows the user to assign specific Accounting information to payroll details to regulate their posting in Financial.

PAM DataWhere does Accounting Information come from?

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SCENARIO:

Trace accounting for one employee in monthly pay period 04/01/2014 – 04/30/2014 (GTN Run Number 125):

Employee – John Doe, Employee ID AAA12345

For this pay period, John received the following pay:

PAM Data

REG Regular base pay

SH3 3rd Shift Differential

OTP Overtime pay

OT3 Overtime pay for 3rd Shift

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SCENARIO:

John had the following deductions and benefits:

PAM Data

022 Federal Tax025 Colorado State Tax036 Medicare Deduction002 PERA Retirement Employee Contribution220 125 Kaiser HMO Employee Contribution238 125 Dental Employee Contribution241 Employee Life Insurance Employee Contribution

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SCENARIO:

The following State of Colorado employer contributions were made for John:

PAM Data

003 PERA Retirement SOC Contribution

016 PERA AED SOC Contribution

038 Medicare SOC Contribution

046 PERA SAED SOC Contribution

221 Kaiser SOC Contribution

239 Dental SOC Contribution

244 Life Insurance SOC Contribution

246 Short Term Disability SOC Contribution

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Pay Details for John for GTN Run Number 125:PAM Data

PAY EVENT SOURCE Contract Pay Input Amount (Hrs)

REG CPPS $2,490.00 176

SH3 CPPS $230.92 160 ¾

OTP CPPS $59.26 2 ¾

OTP CPPS $5.93 2 ¾

Total Gross $2,786.11

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Deduction and Benefit details for John:PAM Data

TYPE/PLAN DESCRIPTION DED or BEN Amount

002 PERA Retirement Benefit $214.04

022 Federal Tax Deduction $303.29

025 CO State Tax Deduction $105.00

036 Medicare Deduction $38.80

220 125 Kaiser HMO Benefit $92.18

238 125 Dental Benefit $18.38

241 Life Ins Employee

Benefit $4.00

Sub Total Deductions $447.09

Sub Total Benefits $328.60

TOTAL $775.69

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State of Colorado Employer contribution for John:

Let us now see how PAM processes these details…

PAM Data

TYPE/PLAN DESCRIPTION TYPE Amount

003 PERA Retirement Fringe $271.57

016 PERA AED Fringe $101.67

038 Medicare Fringe $38.80

046 PERA SAED Fringe $93.64

221 125 Kaiser HMO Fringe $434.10

239 125 Dental Fringe $25.92

244 Life Insurance Fringe $8.76

246 Short Term Disability Fringe $5.17

TOTAL $979.63

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Session Agenda



PAM Data




This session provides an overview of the accounting data setup for the payroll data that is picked up by the Advantage HRM Payroll Accounting Management (PAM) module

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Collecting Payroll Details

After CPPS payroll data is loaded into Advantage HRM, the payroll details PAM needs to process will be loaded into the following tables:

• C_PAY_CHECK• C_PAY_CHECK_EXT• C_PAY_DETL• C_PAY_DETL_EXT• C_DED_DETL• C_DED_DETL_EXT

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Collecting Accounting Details

The COA details associated with each pay detail, based upon the profile/template defined in CPPS will be loaded onto the following table:

• PEND_PAY_ACTG_HIST

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Accounting Details for John’s Pay:Accounting for Pay

REG SH3 OTP OT3

Fund – 1000Dept – AAAAObj – 1110




$2,490.00 $230.92 $59.26 $5.93

$65.19

89.37% 8.29% 2.34%

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The PAM Payroll Check Processor job will next look for the accounting data for the deduction and benefit details.

For Deductions and Benefits, PAM will retrieve accounting data from the Deduction or Benefit Plan.

For a standard deduction, you would find those details on the Deduction Plan (DPLN) page for the deduction

For a benefit, you would find those details on the Employee Fringe Benefit Plan (BENP) page for the benefit.

For the employer side of a benefit, you would find those details on the Employer Fringe Benefit Plan ( EFBP) page for the benefit.

Note: DPLN, BENP, and EFBP have an identical Accounting layout

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Collecting Accounting DetailsDPLN

External Deduction Plan• SOC – to be used for

Net Pay only (no vendor payments to be generated from PAM)

• Enter BSA and Direct Deposit BSA

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Collecting Accounting DetailsDPLN

Internal Deduction Plan• Select Generate

Payment Voucher flag to process deduction through PAM

• Enter seller COA elements in Fund and Detail Accounting sections

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Collecting Accounting DetailsBENP

Internal Employee Fringe Benefit Plan• Select Generate



Collecting Accounting DetailsEFBP

Internal Employer Fringe Benefit Plan• Select Generate



Note: Deduction Type for each Plan

Defining Fringe Pay Type for Employer Paid Benefits EFBT

Internal Employer Fringe Benefit Type• Link pre-defined

fringe pay type (EVNT) to Employer Fringe Benefit Type

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Accounting details on the DPLN/BENP/EFBP are set up in the following sections:

Payment Voucher Information Fund Accounting Detail Accounting

These sections determine the purpose and routing of the deduction.


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1.Payment Voucher Information Section

This section allows you to determine what kind of deduction this is.

1. External (code = 1)

2. Liabilities Only (code = 5)

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1. Payment Voucher Information Section

A. External deductions – Used for Net Pay and deductions that are paid to external vendors (latter not applicable to State of Colorado implementation)

Scenario:


Deds/Benfs BSA Vendor

99999 2232 N/A No Vendor because Generate Payment Voucher flag is not checked

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B. Internal deductions – these are for deductions that are paid to sources within the organization, and can therefore be referenced by a COA:


Liabilities Only

Requires neither revenue source nor appropriation

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This section also allows you to determine whether or not a Payment Voucher must be generated for this deduction. This is done by means of the Generate Payment Voucher flag


Two basic functions:

1. Indicate whether or not a Payment Voucher is to be automatically generated for an External deduction.

2. Indicate whether or not an Internal deduction is to be processed by PAM. If the Generate Payment Voucher flag is unchecked for an Internal deduction, the deduction will not be processed by PAM, and no document will be generated.

Note: Internal deduction generally has the Generate Payment Voucher flag set to Y.

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Scenario:


Ded/Ben Payment Voucher Type (5 = Liabilities Only

Generate Payment Voucher

Fund BSA

002 5 1000 2226003 5 1000 2226016 5 1000 2226022 5 1000 2215025 5 1000 2230036 5 1000 2216038 5 1000 2216046 5 1000 2226220 5 1000 2219221 5 1000 2219238 5 1000 2213239 5 1000 2213241 5 1000 2214244 5 1000 2214246 5 1000 2229

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Session Agenda



PAM Data




This session provides an overview of the PAM Check Processor job

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Payroll Check Processor

Payroll Check Processor:

1. Based on the accounting details, processes paycheck details as either expense, liability, or fringe.

2. Summarizes the details.3. Creates records for the details in expense, liability, and fringe

journals.

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Running the job: BATRUNPayroll Check Processor

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• GTN Run Number associated with current payroll

• Summarization Level (will be overriden by PAMSUMM settings)

• Historical indicator – always set to ‘N’ for State of Colorado

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Based on the Summarization level specified in the job parameters…

2 = Fund + Sub-Fund + Department

…PAM will collect and assemble the payroll details based on this Summarization level. PAM will generate a unique Summarization key for all payroll details that have same

• GTN run number• Pay Cycle• Payroll Document Line Type ID• Fiscal Period, Fiscal Year, Budget Fiscal Year• COA elements [Fund, Sub-Fund, Department]

During the Document Generation phase of PAM, PAM will generate a unique Document for each Summarization key.

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Scenario: Expense Journal Ent r ies for John (PYRL_EXPS_JRNL)


FMO/FY FUND SFUND DEPT UNIT OBJ SOBJ

REG 10/2014 1000 AAAA 1110

SH3 10/2014 1000 AAAA 1131

OTP 10/2014 1000 AAAA 1130

OT3 10/2014 1000 AAAA 1130

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Scenario: Liability Journal Ent r ies for John (PYRL_LIAB_JRNL)Payroll Check Processor

Ded / Ben FMO/FY FUND SFUND DEPT UNIT OBJ SOBJSELR FUND SELR BSA

002 10/2014 1000 AAAA 1110 1000 2226

002 10/2014 1000 AAAA 1130 1000 2226

002 10/2014 1000 AAAA 1131 1000 2226

022 10/2014 1000 AAAA 1110 1000 2215

022 10/2014 1000 AAAA 1130 1000 2215

022 10/2014 1000 AAAA 1131 1000 2215

025 10/2014 1000 AAAA 1110 1000 2230

025 10/2014 1000 AAAA 1130 1000 2230

025 10/2014 1000 AAAA 1131 1000 2230

036 10/2014 1000 AAAA 1110 1000 2216

036 10/2014 1000 AAAA 1130 1000 2216

036 10/2014 1000 AAAA 1131 1000 2216

220 10/2014 1000 AAAA 1110 1000 2219

220 10/2014 1000 AAAA 1130 1000 2219

220 10/2014 1000 AAAA 1131 1000 2219

238 10/2014 1000 AAAA 1110 1000 2213

238 10/2014 1000 AAAA 1130 1000 2213

238 10/2014 1000 AAAA 1131 1000 2213

Scenario: Liability Journal Ent r ies for John continuedPayroll Check Processor

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Ded / Ben FMO/FY FUND SFUND DEPT UNIT OBJ SOBJ

SELR FUND

SELR BSA

241 10/2014 1000 AAAA 1110 1000 2214241 10/2014 1000 AAAA 1130 1000 2214241 10/2014 1000 AAAA 1131 1000 2214

99999 10/2014 1000 AAAA 111099999 10/2014 1000 AAAA 113099999 10/2014 1000 AAAA 1131

Scenario: Fringe Journal Ent r ies for John (PYRL_FRNG_JRNL)Payroll Check Processor

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Ben / Pay

Fringe Type FMO/FY FUND SFUND DEPT UNIT OBJ SOBJ

SELR FUND

SELR BSA

003 Liability 10/2014 1000 AAAA 1110 1000 2226

003 Liability 10/2014 1000 AAAA 1130 1000 2226

003 Liability 10/2014 1000 AAAA 1131 1000 2226

003P Expense 10/2014 1000 AAAA 1110

003P Expense 10/2014 1000 AAAA 1130

003P Expense 10/2014 1000 AAAA 1131

016 Liability 10/2014 1000 AAAA 1110 1000 2226

016 Liability 10/2014 1000 AAAA 1130 1000 2226

016 Liability 10/2014 1000 AAAA 1131 1000 2226

016P Expense 10/2014 1000 AAAA 1110

016P Expense 10/2014 1000 AAAA 1130

016P Expense 10/2014 1000 AAAA 1131

038 Liability 10/2014 1000 AAAA 1110 1000 2216

038 Liability 10/2014 1000 AAAA 1130 1000 2216

038 Liability 10/2014 1000 AAAA 1131 1000 2216

038P Expense 10/2014 1000 AAAA 1110

038P Expense 10/2014 1000 AAAA 1130

038P Expense 10/2014 1000 AAAA 1131

Scenario: Fringe Journal Ent r ies for John continuedPayroll Check Processor

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Ben / Pay


SELR FUND

SELR BSA

046 Liability 10/2014 1000 AAAA 1110 1000 2226

046 Liability 10/2014 1000 AAAA 1130 1000 2226

046 Liability 10/2014 1000 AAAA 1131 1000 2226

046P Expense 10/2014 1000 AAAA 1110

046P Expense 10/2014 1000 AAAA 1130

046P Expense 10/2014 1000 AAAA 1131

221 Liability 10/2014 1000 AAAA 1110 1000 2219

221 Liability 10/2014 1000 AAAA 1130 1000 2219

221 Liability 10/2014 1000 AAAA 1131 1000 2219

221P Expense 10/2014 1000 AAAA 1110

221P Expense 10/2014 1000 AAAA 1130

221P Expense 10/2014 1000 AAAA 1131

239 Liability 10/2014 1000 AAAA 1110 1000 2213

239 Liability 10/2014 1000 AAAA 1130 1000 2213

239 Liability 10/2014 1000 AAAA 1131 1000 2213

239P Expense 10/2014 1000 AAAA 1110

239P Expense 10/2014 1000 AAAA 1130

239P Expense 10/2014 1000 AAAA 1131

Scenario: Fringe Journal Ent r ies for John continuedPayroll Check Processor

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Ben / Pay


SELR FUND

SELR BSA

244 Liability 10/2014 1000 AAAA 1110 1000 2214

244 Liability 10/2014 1000 AAAA 1130 1000 2214

244 Liability 10/2014 1000 AAAA 1131 1000 2214

244P Expense 10/2014 1000 AAAA 1110

244P Expense 10/2014 1000 AAAA 1130

244P Expense 10/2014 1000 AAAA 1131

246 Liability 10/2014 1000 AAAA 1110 1000 2229

246 Liability 10/2014 1000 AAAA 1130 1000 2229

246 Liability 10/2014 1000 AAAA 1131 1000 2229

246P Expense 10/2014 1000 AAAA 1110

246P Expense 10/2014 1000 AAAA 1130

246P Expense 10/2014 1000 AAAA 1131

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Alternative method of Summarization…

PAM SUMMARIZATION BY DOCUMENT TYPE (PAMSUMM)

PAMSUMM allows you to go beyond the 4 levels of Summarizations in the Document Generator job parameters. You can specify ANY combination of COA elements by which to summarize your documents. To use PAMSUMM, set the following SPAR to True:

• PYRL ACTG DOC SUMMARIZATION LEVEL

PAMSUMM also allows you to specify how to summarize the Accounting Lines on each document.

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Payroll Check Processor PAMSUMM

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Session Agenda



PAM Data




This session provides an overview of the PAM Document Generator job

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Payroll Accounting Document Generator:

PAM will generate a unique “ vir tual” Document for each journal record with a unique Summarizat ion key.. Each unique “ vir tual” Document will have a separate Account ing Line for each row of payroll details it summarizes. Document X, with Account ing Lines 1, 2, etc.

Payroll Accounting Document Generator

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Payroll Accounting Document GeneratorBATRUN

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PAM generates the payroll accounting documents in two phases:

A. The Expenditure Accrual/Adjustment phase. During this phase, PAM accrues expenditures associated with current payroll events and encumbers funds required to fulfill the obligations that remain on employee contracts after the current payroll.

This phase produces the following “virtual” documents:

• Payroll Expenditure or PREXP documents

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B. During the second phase, PAM modifies the “virtual” documents to reflect any changes made to documents adjusted during the Expenditure/Liability Processing Phase. This is done so that the documents accurately determine the cash expenditures and liabilities associated with the payroll. This is called the Expenditure/Liability Processing phase.

The Expenditure/Liability Processing phase produces the following “virtual” documents:

• Payroll Liability or PRLIA documents

• Payroll Payment or PRLNP documents

• Payroll Internal or PRLID documents

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2 . Account ing Line Summarizat ionPAM Document Generator not only Summarizes at the Document level, but also at the Accounting Line level for each Document.

If Payroll Accounting Line Deduction Summarization SPAR = YesThen, the Payroll Document Generator will summarize accounting lines that have the same basic COA elements into one accounting line. These are the COA details:

• Fund• Sub Fund• BSA• Sub-BSA• BFY• FY• APD

The summarized Accounting line contains the total dollar amount of all summarized accounting lines.

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Activate Accounting Line Summarizat ion: SPAR


Example: PRLNP-N (net pay)• Flag Unchecked – Summarization

will use 28 COA elements• Flag Checked – Summarization

will be based only on:• FUND_CD• SFUND_CD• BSA_CD• SBSA_CD• OBSA_CD• OSBSA_CD• OVRD_CLRNG_SFND_CD• OVRD_CLRNG_FUND_CD

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WHICH JOURNAL ENTRIES? SUMMARIZE? Scenario

PREXPGross Pay pyrl_exps_jrnl NO REG

Internal/All Fringe Expense

pyrl_frng_jrnl where exps_liab_id = E

NO 003P

PRLIANet Pay pyrl_liab_jrnl where

exps_liab_id = NYES 99999

Account ing Line Summarizat ion applies to:

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Account ing Line Summarizat ion applies to:


WHICH JOURNAL ENTRIES? SUMMARIZE? Scenario

PRLNPGross Pay pyrl_exps_jrnl NO REG

Net Pay pyrl_liab_jrnl where exps_liab_id = N

YES 99999

PRLIDInternal Deduction pyrl_liab_jrnl where

exps_liab_id = L and pymnt_vouch_typ > 1

YES 022, 025, 036

Internal Fringe pyrl_frng_jrnl where exps_liab_id = L and pymnt_vouch_typ > 1

YES 003, 016, 038

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Alternative method of Accounting Line Summarization…

PAM SUMMARI ZATION BY DOCUMEN T TYPE (PAMSUMM)

PAMSUMM allows you specify ANY combination of COA elements by which to summarize the Accounting Lines on your documents. To use PAMSUMM, set the following SPAR to True:

• PYRL ACTG DOC SUMMARI ZATI ON LEVEL

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Payroll Document Generator PAMSUMM

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Summarizat ion Example for JohnPayroll Accounting Document Generator

Summarization Key

(SUMM_PERFKEY) EventObj. Code Amt.

PREXP PRLNP

Document ID Line Document ID Line0000000125MTHLY0000002014010 1000 AAAA

REG 1110 2490.00 06121400000000000007 1 06121400000000000006 1

OTP 1130 59.26 06121400000000000007 2 06121400000000000006 1

OT3 1130 5.93 06121400000000000007 2 06121400000000000006 1

SH3 1131 230.92 06121400000000000007 3 06121400000000000006 1

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Payroll Accounting Document GeneratorCreating Payroll documents from John’s check:

Gross Pay 2,786.11 Deductions 447.09 Employee Fringe 328.60 Ded/Ben Total

775.69 Net Pay 2,010.42 Employer Fringe

979.63

Doc

External Accrued

ExpenditureAccrued Payroll

External Cash

Expenditure Net Pay Cash Deduction Fringe Total

GROSSPREXP 2,786.11 (2,786.11) - PRLNP (2,786.11) 2,786.11 -

Net Pay PRLIA 2,010.42 (2,010.42) -

PRLNP 2,010.42 (2,010.42) -

Ded/Ben PRLID 775.69 (775.69) -

775.69 (775.69) - Fringe

Expense PREXP (979.63) 979.63 - 979.63 (979.63) -

Fringe Liability PRLID 979.63 (979.63) -

Total -

-

3,765.74 -

(2,010.42) (775.69) (979.63) -

C_PAY_CHECK

Gross PayNet Pay

DeductionsFringe Deductions

Fringe

C_PAY_DETL

Earnings – REGEarnings – SH3Earnings – OTPEarnings – OT3

C_DED_DETL

Deductions & Employee FringeFRNG_PY_TYP_FL = N

Ded – 022Fringe – 220

Employer FringeFRNG_PY_TYP_FL = Y

Fringe – 003Fringe - 016

For each Employer Fringe Benefit with a corresponding Fringe Pay Type defined on EFBT, PAM will generate a

Fringe Expense journal entry

Example: 003 -> 003P

PYRL_EXPS_JRNL

Event REG – COA1Event SH3 – COA2Event OTP – COA3Event OT3 – COA3

PYRL_LIAB_JRNL

Deduction Type 022 – COA1Deduction Type 022 – COA2Deduction Type 022 – COA3Deduction Type 220 – COA1Deduction Type 220 – COA2Deduction Type 220 – COA3

PYRL_FRNG_JRNL

Deduction Type 003 – COA1Deduction Type 003 – COA2Deduction Type 003 – COA3

Event Type 003P – COA1Event Type 003P – COA2Event Type 003P – COA3

PYRL_DOC_HDR

Doc Code - PREXPGross Pay (REG)

Fringe Expense (003P)

Doc Code – PRLNPGross Pay & Net Pay

Document Code – PRLIDNet Pay

Document Code – PRLIADeductions (022)

Employee Fringe (002)Employer Fringe (003)

PYRL_DOC_VEND

One row for every document generated though it will not be

use for State of Colorado

PYRL_DOC_ACTGPYRL_DOC_ACTG

PYRL_DOC_ACTG

Single Document Accounting Line (see summarization settings on PAMSUMM)

State of Colorado Session Overview

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