Payroll Distribution User Manual Version 5.1 February 2011 FAMIS Services The Texas A&M University System . 2011 The Texas A&M University System – All Rights Reserved Introduction The purpose of this manual is to assist in accessing and utilizing information in the Payroll section of Financial Accounting Management Information System (FAMIS). FAMIS is an accounting system that responds to financial regulations applicable to educational institutions. All applications access a common database that allows different users to access identical information. Other applications include Financial Accounting, Accounts Payable, Accounts Receivable, Purchasing, Fixed Assets and Sponsored Research. Manuals for these applications are being developed or are currently available. All associated screens and processing information are included along with field descriptions. The required fields are indicated, for your convenience, in the field descriptions of each section. By utilizing the information and guidelines contained in this manual, a user should be able to enter, process, and track payroll transactions through the complete process. The FAMIS User Manuals are in a constant state of revision, due to screen updates, changes in procedures, or any one of a multitude of reasons. If you would like to make suggestions or call attention to errors, please contact us at (979) 458-6450, or copy the page with the error, note the correction or suggestion and send it to: College Station based: FAMIS Services The Texas A&M University System 1144 TAMU College Station, TX 77843-1144 Non-College Station based: FAMIS Services The Texas A&M University System 200 Technology Way, Suite 2180 College Station, TX 77845-3424 Table of Contents PAGE I Introduction M70, M75, FAMIS Payroll Menu Screens.......................................................... I-6 M77, M78 General Payroll Interface Information II Payroll Interface General Concepts ........................................................................... II-3 Payroll Cycles ........................................................................... II-4 Interface Files ........................................................................... II-4 Payroll Postings ........................................................................ II-6 Employee Deductions .............................................................. II-7 Helpful Terms Helpful Terms for the FAMIS/BPP Payroll Interface ................ II-8 Payroll Detail and Distribution Module (Used by AL-RSCH, TTI and Research Foundation) III Payroll Detail & Distribution Module Payroll Distribution ......................................................................... III-3 Screen 751 Enter and Update Payroll Encumbrances....................................... III-5 Screen 761 Payroll Distribution Rules ............................................................... III-8 Screen 765 Enter and Update Payroll Transactions .......................................... III-11 Screen 791 Maintain Source Record Accounts ................................................. III-17 Screen 792 Maintain Source Record Distributions ........................................... III-20 Screen 793 Create Correction Source Records ................................................. III-23 IV Payroll Distribution Inquiry Screen 760 View Distribution Rules by Universal Identification Number......... IV-3 Screen 780 Browse Pay Cycle Control Records ................................................. IV-5 Screen 781 Display Pay Cycle Control Records ................................................. IV-7 Screen 782 Browse Source Records by Social Security Number ....................... IV-9 Screen 783 Browse Source Records by Department ........................................ IV-11 Screen 784 Browse Source Records in Error ..................................................... IV-13 Screen 789 View Detail Source Records ........................................................... IV-15 Payroll Inquiry V Payroll Inquiry Screen 770 Browse Payroll Detail Records by Fiscal Year and UIN ................... V-3 Screen 771 Search Payroll Detail Records by Fiscal Year and Account Number ............................................................................ V-7 Screen 772 Display Payroll Detail Records by Voucher Number ...................... V-11 Screen 773 Browse Payroll Detail Records by Pay Cycle and Date ................... V-15 Payroll Menus The following menus show the screens available in the Payroll Module of FAMIS. These screens are described in further detail throughout this manual. Menu M70 - Payroll System Menu M70 Payroll System Menu 01/25/07 14:33 FY 2007 CC 02 Screen: ___ Cycle: _ Date: __________ UIN: _________ * ------------ Payroll Menus ------------- * M75 EPA Payroll Encumbrance Module Menu M77 Payroll Detail Module Menu M78 Payroll Distribution Module Menu Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Menu M75 - Payroll Encumbrance Module Menu M75 Payroll Encumbrance Module Menu 01/25/07 14:35 FY 2007 CC 02 Screen: ___ PIN: __________ S/W Acct: __ ______ _____ ---------- Inquiry Screens ------------- 755 Payroll Encumbrance Screen by PIN 756 Payroll Enc Transaction Screen by PIN 757 Payroll Encumbrance Screen by Account 758 Payroll Enc Transaction Screen by Account -------- Maintenance Screens ----------- 753 Payroll Enc Adjustment-Budget 754 Payroll Enc Adjustment-Wage Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Payroll Menus (cont’d) Menu M77 - Payroll Detail Module Menu M77 Payroll Detail Module Menu 01/25/07 14:31 FY 2007 CC 02 Screen: ___ Cycle: _ Date: __________ UIN: _________ ---------- Inquiry Screens ------------- 770 Payroll Detail Inquiry by FY, UIN 771 Payroll Detail Inquiry by FY, Account 772 Payroll Detail Inquiry by Voucher 773 Payroll Detail Inquiry by Pay Cycle, Date 779 Payroll Detail Record Inquiry 750 Open Commitments by Vendor/UIN (Payroll Encumbrances) 764 Payroll Detail To Be Posted -------- Maintenance Screens ----------- 751 Payroll Encumbrance Maintenance 765 Payroll Detail Record Maintenance Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Menu M78 - Payroll Distribution Module Menu M78 Payroll Distribution Module Menu 01/25/07 14:32 FY 2007 CC 02 Screen: ___ Cycle: _ Date: __________ UIN: _________ ---------- Inquiry Screens ------------- 760 Distribution Rules By UIN 780 Browse Pay Cycle Control Records 781 Pay Cycle Control Record Inquiry 782 Browse Source Records by SSN 783 Browse Source Records by Department 784 Browse Source Records in Error 789 Detail Source Record Inquiry -------- Maintenance Screens ----------- 761 Payroll Distribution Rules 791 Maintain Source Record Account 792 Maintain Source Record Distribution 793 Create Correction Source Record Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Payroll Menus (cont’d) Section II Payroll Interface General Information General Concepts Payroll for all A&M System members is processed by the Budget Payroll Personnel (BPP) System. The BPP / FAMIS payroll interface consists of a set of computer programs which use technology to keep the fiscal accounts updated with the payroll activities. Some of the updates are done ‘real time’; for example, EPA documents are encumbered in accounting when the document is closed. Other updates are processed in ‘batch mode’ such as Form 500 records created using the BPP screens and the accounting records for posting the payroll entries. These records are prepared by the BPP System and then processed into FAMIS. The FAMIS programs use the BPP data to generate batches of accounting entries according to predefined rules contained in the Accounting Analysis Table, a table in the BPP system. FAMIS posts these payroll expenses “after the fact”. The actual payroll has already been run and the payroll checks/ACHs have been issued by the time FAMIS posts the payroll information into accounting. Therefore, there is no budget checking done when the payroll file is posted into FAMIS. Other Payroll Related Manuals There are two additional FAMIS manuals that relate to Payroll. All of the manuals are available on the FAMIS website: http://www.tamus.edu/offices/famis/. Payroll Encumbrance User's Manual EPA (Employee Payroll Action) Module & FORM 500 Processes Manual Payroll Interface Reference User’s Manual Basic Payroll Definitions and Concepts Gross Pay Gross Pay is the total amount an employee earns – before any taxes or other deductions are taken out of the pay. It does not include Longevity. When accounting entries are made in FAMIS to expense payroll to a particular account, the entries are made for the gross pay amount. Longevity Longevity is a payment made to employees recognizing their years of service. This payment effectively increases their gross pay. In BPP, longevity is treated much like a negative deduction; however, in FAMIS, longevity is treated like gross pay and charged to a different expense code. Hazard Duty Hazard Duty is a payment made to employees recognizing their performance under hazardous conditions and effectively increases their gross pay. In general, hazard duty pay is treated as a type of gross pay. However, it is a separate source item. General Concepts (cont’d) Deductions Employee deductions are funds deducted from an employee’s gross pay for various reasons. BPP creates checks and/or ACH entries for the employee deductions. FAMIS makes no direct entries related to deductions; however, the processing of deductions and payments to benefit vendors is handled in FAMIS. Net Pay Net Pay is the amount of pay disbursed to the employee, either through a check or an ACH transaction. The Net Pay is always the gross pay + longevity less the deductions. BPP creates checks and/or ACH disbursements for the amount of the net pay. Net Pay = Gross Pay + Longevity – Deductions Employer Payments / or Benefits Employer payments or benefits are funds, over and above an employee’s gross pay, which are paid to third parties for the benefit of the employee. These employer payments do not impact the employee’s gross pay. The benefits may or may not be paid by the same account that funds the employee’s gross pay. Payroll Cycles Payroll is processed and payments are made (check and/or ACH) in pay cycles. B = Biweekly (processed every other week) M = Monthly (processed once a month) A supplemental cycle may be processed once each month using the cycle type of B (biweekly). Supplemental payroll entries are allowed and processed in the biweekly payroll cycle only and identified as BW0. These entries contain the corrections and cancellations. If no payroll is processed for your agency on a biweekly or supplemental biweekly cycle, payroll reports will be blank and the batches in FRS will be empty. Interface Files As BPP completes a payroll cycle, the BPP system produces several files that are used by FAMIS to create the accounting entries: 1) Payroll History File created each payroll Contains detail records at the employee and funding source level from the payroll cycle. It also includes applicable accounting analysis table entries that define the funding banks and accounts for benefits. General Concepts (cont’d) 2) Payroll Check File provided each payroll Contains detail records of the employee payroll checks and the deduction checks for the benefit vendors. 3) Payroll ACH File provided each payroll Contains the detail records of disbursements made to employees via the Federal ACH (Automated Clearing House) System. 4) Extended Pay Plan Deposits File provided each payroll Contains the detail records of employee deposits into the extended pay plan fund. 5) Extended Pay Plan Withdrawals File provided each payroll plus 1x at month-end Contains the detail records of the employee withdrawals from the extended pay plan fund. 6) Payroll ORP/TDA ACH File provided 1x at month-end Contains the detail records of the ACH payments made for ORP / TDA payments. 7) InterPart Due to/Due from File provided 1x at month-end Contains the detail records of the payments that are due to other A&M System members. Other Files Created by BPP 1. Person file provided 1x each month 2. Carrier table provided 1x each month 3. Insurance file provided 1x each month 4. Title Code file provided 1x each month 5. Form 500 provided daily 6. Reimbursement file provided with each payroll General Concepts (cont’d) Payroll Postings General Information FAMIS makes use of several clearing accounts (typically GL accounts) to correctly book payroll and benefit expenses. Detail vs. Summary & Display of Individual’s Name 1. Payroll is posted in summary at the voucher and object code level within an account. FAMIS does not, by default, post payroll at a detail (per employee) level. A name does not display UNLESS there is only one SSN on a record; in that case, there is nothing to summarize and we display the individual's name. When there is more than one entry, and you are posting in Summary – we do not fill in any name information. 2. Only those persons with proper security (EPHIST or E**** entity security) for the department of the account (or other entity grouping, such as College or Division) can view the name. All others see only the generic wording, such as Monthly Payroll. 3. Payroll is posted in detail (per employee) as an option set in the JCL as parameters. The ‘detail flag’ works in conjunction with an SL Range - these parameters are: Detail-SL and Detail-SLEND. Posting at an employee detail level can be activated upon request. However, detail posting of payroll expenses can reveal salary information to those with general access to FAMIS. There are four programs in the PRMON job and in PRBW involved with the Detail flag settings, these are: FBPR010 - Journal Entries for Expensing Local Funds Payroll FBPR015 - Journal Entries for Expensing State Funded Payroll FBPR020 - Summary of Employer Paid Benefit Credits FBPR025 - State Paid Benefit Disbursements 4. Disbursement entries made against the payroll bank account are made in summary. Therefore, you will not see detail disbursements on your bank reconciliation reports (e.g. FBMR219). To view detail checks, use FAMIS Screen 185 or see BPP report BP5038. Additionally, FAMIS report VBMR303 shows payroll checks in detail. This report is run as part of the CKREC process and will list new and paid checks. General Concepts (cont’d) Employee Deductions Employee deductions are that portion of the employee’s payroll paid by the employee and deducted from the paycheck to cover some benefits. Some of these deducts are required by the employer to be deducted and some are elected by the employee. Deductions are part of an employee’s gross pay and payroll is expensed at a gross pay level. BPP sends FAMIS a file of the deductions which FAMIS then posts into the accounts listed by type on Screen 837. SAGO pays the vendor for the whole A&M System and processes equity transfers from these same accounts into SAGO to cover the expenditures. However, handling of deductions correctly is a critical function to the payroll office and will have impact on FAMIS especially when corrections are required. This will be discussed primarily in the benefit and correction sections of this manual. Some examples of employee “deducts”: ADD Accidental Death & Dismemberment COD Court Ordered Deductions DCP Deferred Compensation Plan DEN Dental FIT Federal Income Tax MED Medical OL Optional Life OASI Social Security – employee paid OAHI Medicare – employee paid ORP Optional Retirement Program RTH Roth 403B TDA Tax Deferred Annuity TRS Teachers Retirement System VIS Vision Helpful Terms Accounting Analysis Table & Key The Accounting Analysis Table provides a way to charge benefit related expenses to a different account and/or bank other than that of the source account. The first 4 digits of accounting analysis field are defined as the key. The accounting analysis key controls posting of the payroll expense and benefits to the correct fiscal accounts and banks. The remaining characters of the key can be defined by the various fiscal offices for their own needs (project accounting, Research Foundation cost sharing, etc.). ACH Automated Clearing House designates the electronic transfer of payroll transactions through the Federal Reserve Banking System. Payment by ACH sends funds directly to the appropriate bank and replaces a paper check. AD&D Accidental Death & Dismemberment refers to an optional insurance program offered to employees by TAMUS. ADLOC Administrative Location -- references the administrator who has budgetary and operational responsibility; individuals whose regular employment falls within the operational scope of a particular area will be identified by the ADLOC of that area. Usually corresponds to the main FAMIS account used by that organizational unit. Benefits Employer payments made on behalf of the employee. (State) Benefit SLs Subsidiary Ledgers established for the purpose of holding State Appropriation Funds authorized for the payment of employee benefits. Budgeted Employees Employees holding a position defined as budgeted because budget is created for that position at the beginning of the employment or fiscal year. These can be employees paid by monthly salary or by an hourly rate. Effective Date Indicates the actual date on which the position change being implemented by the EPA document or Form 500 will occur. Employee Deduction – “Deducts” A part of employee gross pay. This portion is paid by the employee and ‘deducted’ from the pay check. Helpful Terms (cont’d) EPA Employee Payroll Action System – (Web-based Form 500 process) The web-based EPA system is available to create or amend a position in the budget with respect to salaries and wages, occupant, job title, source(s) of funding, etc. An EPA documents performs all the functions of the mainframe BPP Form 500 process. A separate EPA manual is available on the FAMIS website. Employer Payment/Fringe Benefit That portion of the employee’s payroll that is paid by the employer to cover employer provided benefits. These do not reduce the employee’s net pay. Equity Transfers Funds, or equity, transfers are made between A&M System members to transfer money owed to each other for shared payroll obligations. These transfers resolve, or clear out, the Due to/ Due-from accounts that arise when an employee is paid by more than one A&M System member. Extended Pay Plan This payroll feature allows an employee on a less than twelve-month contract to be paid over a twelve-month period. FICA – Federal Insurance Contribution Act The employer paid contribution to the Federal Government’s Social Security Program. FIT – Federal Income Tax The income tax for the Federal Government deducted from the employee pay. Form 500 Personnel/Budget Action – (3270 based Payroll Action System) Computer generated document used to amend a position in the budget with respect to salaries and wages, occupant, job title, source(s) of funding, etc. A Form 500T is produced by the initial load of the budget for the fiscal year. A Form 500R is produced by any subsequent changes to the budget. The type (T or R) is determined by the iteration status. The EPA System is the web- based version. Funding Requirement Monetary amount required or saved for each source for the time between the effective date of the EPA or Form 500 and the end of the fiscal year. Salary savings are calculated automatically and do not require input to BPP. GIP Group Insurance Premiums, offered to the employees, includes Medical Insurance and Basic Life Insurance. Some programs have wider definitions - and define what part the State contributes to the program. Usually, SGIP refers to employer-paid premiums that can be used for BL, MED, DEN, ADD, VIS or LTD. Helpful Terms (cont’d) Goldplate Budget This term refers to the payroll ‘Prep Budget’ following its approval by the Board of Regents. Gross Pay The total amount paid to the employee before deductions -- includes salary, but not longevity (which is treated as a negative deduction). Hourly Employees Employees that are paid for each hour worked at a predetermined rate of pay. Some are budgeted, others are not. Iteration An identifier used to define a specific action or situation of a position in the BPP Active Budget database. Iteration 01 is the first iteration generated by the initial load of the fiscal year budget. Liability Accounts Accounts, usually General Ledgers, established for the purpose of collecting the monies to be paid to the benefit vendors on behalf of the employees. These accounts are listed on FAMIS Screen 830. Net Pay The amount of the employee paycheck after reductions for employee paid benefits and/or employee deductions. OAHI – Old Age Health Insurance The Medicare insurance program is sponsored by the Federal Government. This contribution is paid by the employee. OASI – Old Age Survivors Insurance The Social Security program is sponsored by the Federal Government. This contribution is paid by the employee. ORP – Optional Retirement Program Contributions to TAMUS retirement program which includes contributions by the employee (deduction) and the employer (employer-paid benefit). Pay Cycle Date The date that identifies the day the employee was paid. Pay Period End Date The date that marks the end of the period for which the employee is being compensated. Helpful Terms (cont’d) Pay Type Pay Type defines the processing required by the payroll calculation program to compute the net pay for the pay items. PIN Position Identification Number – a number given to each budgeted position of employment within TAMUS. Requirement/Savings Account Account identifies the funding source from which the requirement is being taken or into which the savings is being placed. Salary Employees Salary employees are compensated according to an agreed amount based on a payroll period. Salary Encumbrance An encumbrance posted at the beginning of the employment or fiscal year to reserve the payroll dollars for the employee. Salary Savings Process performed on the last working day of the month that calculates and distributes salary budget not spent during the month due to a position being vacant at least one day during the month. (FBPR050 & FBPR051) Source Amount Total dollar amount which is obligated to be paid by the fiscal source over the source period. Source Line A record associated with a given PIN and iteration that identifies funding information for the PIN. It includes the source account (SL-SA which will be charged), source object code, source accounting analysis, source percent effort, source amount (see above), source requirement account, and the source begin and end period dates. TDA – Tax Deferred Annuity An optional program for employees to deposits funds into an account on a tax deferred basis. Generally this is intended to be part of a retirement program. The funds are deducted from the employee gross pay. TRS – Teachers Retirement System The retirement system sponsored by the State of Texas for employees of Higher Education institutions. These contributions are paid both by employee deduction and employer-paid benefit. Helpful Terms (cont’d) UCI Unemployment Compensation Insurance is a program handled by the State of Texas. All claims are initially paid by the State. However, if the employee is paid from local funds, each A&M System member must reimburse the State for the claim. Wage Employees Wage employees are not budgeted positions and are paid by the hour. Wage PINs are assigned by the system as a sequential number. Wage positions can contain different occupants over time. WCI Workers Compensation Insurance is a program coordinated by A&M System. TAMUS is self- insured (through SO) and all claims are a cost to TAMUS (SO), regardless of funding source. WCI is an assessment from SO to each A&M System member. Section III Payroll Detail & Distribution Module Payroll Distribution The payroll distribution system is used mainly by the Texas Transportation Institute (Part 12), the Research Foundation (Part 99), and the Texas Agricultural Experiment Station (Part 06). The purpose of this system is to distribute payroll for a particular position or individual employee among various funds within the A&M System Parts. For TAMRF, the default rules for determining how the payroll will be distributed are entered on Screen 761. The following is a list of payroll processing jobs run by Texas Transportation Institute (TTI) and Texas Agricultural Experiment Station (AL-RSCH) to distribute payroll. TTI - Bi-weekly / AL-RSCH - Monthly & Bi-weekly PR200 will be run the night of paycalc. The job stores control and detail records on the database. Afterwards there is a manual process to fix any errors generated. Control records can be verified on-line with Screens 780 and 781. PR205 can be run once all errors have been corrected for that cycle. This job puts the close status on the control record for that particular payroll cycle. The P2AFILE is created in this step. (This job may be rerun from the beginning and there is a rerun option for those that are in closed status.) PRBW / PRMON is the next job run for the appropriate cycle. This is the same job run for all other FAMIS parts except that the first step FBPR001 is omitted. PPYRL is the last job in the cycle and does the actual posting of the payroll. TTI - Monthly PR200 will be run the night of paycalc. The job stores control and detail records on the database. Afterwards there is a manual process to fix any errors generated (Screen 791). Control records can be verified on-line with Screens 780 and 781. PR201 is run once the errors have been corrected to produce the "F-3" forms which are sent out to the departments. This job is report only and may be rerun at any time. The forms are returned from the departments and the data is entered on-line using Screen 792. The turnaround time for the departments to return the forms may be as long as one week. PR202 will be run once all forms have been returned and entered. This job produces a "Distribution Register." This job is report only and may be rerun at any time. TTI is responsible for manually verifying the entry and correcting any errors. Payroll Distribution (cont’d) PR205 can be run once all errors have been corrected for that cycle. This job puts the close status on the control record for that particular payroll cycle. The P2AFILE is created in this step. (This job may be rerun from the beginning and there is a rerun option for those that are in closed status.) PRMON is the next job run for the monthly cycle. This is the same job run for all other FAMIS parts except that the first step FBPR001 is omitted. PPYRL is the last job in the cycle and does the actual posting of the payroll. TTI Special This process will be used for additional processing after the normal monthly payroll cycle. The users will enter special payroll related items during the month. If needed, PR202 can be run to produce a "Distribution Register." The entries will all need to be manually verified. PR205 can be run once all errors have been corrected for that cycle. This job puts the close status on the control record for that particular payroll cycle. The P2AFILE is created in this step. (This job may be rerun from the beginning and there is a rerun option for those that are in closed status.) PRSP will be the next job run for these special payroll entries replacing PRBW or PRMON in the normal cycle. PPYRL will be run to post the entries for these manual payroll entries. This special payroll cycle needs to be completed before running PMEND. Enter and Update Payroll Encumbrances Screen 751 is used to enter salary and/or benefit encumbrances (also called open commitments). Modifications to salary and benefit encumbrances may also be processed using this screen. Screen 751 - Payroll Encumbrance Maintenance 751 Payroll Encumbrance Maintenance 01/15/02 14:26 PAYROLL SUPPORT ACCOUNT FY 2002 CC 02 Screen: ___ Account: 419191 09090 UIN: 8uuuuuuu0 Ref: 0400040 Obj Amount D/C Liquidated Amt Adjustments Current Amt ---- -------------- - -------------- -------------- -------------- Salary: 1310 2084.95_______ _ 24.10 2084.95 Cost Ref: 1: 0309099 2: _______ 3: _______ Original Cost Ref: 1: 0309039 2: 3: Benefit: 1510 33.69_________ _ 10.55 33.69 Cost Ref: 1: 0903099 2: _______ 3: _______ Original Cost Ref: 1: 0903093 2: 3: -------------------- Project Information - Display Only ----------------------- Salary Benefit Name: DANSON DONNA D Last Activity Dt: 11/24/1997 11/24/1997 Original Dt: 08/01/1997 08/01/1997 Transactions: 2 Amount: 2118.54 Batch: SAL009 Date: 11/24/1997 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Warns Basic Steps • Advance to Screen 751. • Type an account number, Universal Identification Number, and reference number on the Action Line and press to display existing encumbrance information. • Type salary or benefit encumbrance information in the fields provided and press to record the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Account: 11 digits Identify the subsidiary ledger (SL) and support account (SA) number to encumber funds. . UIN: 9 digits Indicate the Universal Identification Number of the person for whom payroll funds are being encumbered. . Ref: 7 digits Enter the reference number used to identify the transaction. Screen 751 – Payroll Encumbrance Maintenance (cont’d) Screen Information Salary . Obj: 4 digits Identify the object code under which to encumber the salary funds. . Amount: 14 digits Indicate the dollar amount to be encumbered. D/C: Help 1 character Signify whether the transaction is a Debit (D) or Credit (C) transaction. Liquidated Amt: 7 digits Displays the amount of the salary encumbrance that has been liquidated. Adjustments: 7 digits Displays the dollar amount of all adjustments that have been made to the encumbrance. Current Amt: 7 digits Indicates the current amount of funds encumbered. Cost Ref 1,2,3: 7 digits User-defined reference fields used to identify the salary transaction. Original 7 digits Cost Ref 1,2,3: Displays the value of the user-defined reference fields before they were altered. Benefit . Obj: 4 digits Identify the object code under which to encumber the benefit funds. . Amount: 14 digits Indicate the dollar amount to be encumbered. . D/C: Help 1 character Signify whether the transaction is a Debit (D) or Credit (C) transaction. Liquidated Amt: 7 digits Displays amount of the benefit encumbrance that has been liquidated. Adjustments: 7 digits Displays the dollar amount of all adjustments that have been made to the encumbrance. Current Amt: 7 digits Shows the current amount of funds encumbered. Cost Ref 1,2,3: 7 digits User-defined reference fields used to identify the salary transaction. Screen 751 – Payroll Encumbrance Maintenance (cont’d) Original Cost Ref 1,2,3: 7 digits Displays the value of the user-defined reference fields before they were altered. Project Information Name: 20 characters Shows person for whom payroll funds are being encumbered. Salary Last Activity Dt: 8 digits Identifies the date the salary encumbrance was last modified. Original Dt: 8 digits Shows the date salary funds were originally encumbered. Benefit Last Activity Dt: 8 digits Displays the date the benefit encumbrance was last modified. Original Dt: 8 digits Signifies the date the benefit funds were originally encumbered. Transactions: 3 digits Shows number of transactions processed. Amount: 14 digits Indicates total dollar amount of current entries processed in this batch. Batch: 6 characters Shows batch header used to process transactions. Date: 8 characters Indicates the date of the batch session. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF12 Warnings Warns Displays any FAMIS warning messages. Payroll Distribution Rules TAMRF ONLY Payroll distribution rules are used to determine which funds are used to support a particular position or individual employed within the TAMUS. Screen 761 is used to enter payroll distribution rules, listing all of the different accounts, subcodes, and/or System Parts that the payroll will be distributed across. Screen 761 - Payroll Distribution Rules 761 Payroll Distribution Rules 01/16/04 10:25 FY 2004 CC 01 Screen: ___ UIN: 4uuuuuuu5 Part: 01 BPP Account: 271030 00000 Object: 1510 Name: CALVIN C COOLIDGE PIN: X99999 Del: _ CC/Dept/SDept: 01 INRE FAMIS Adloc: 01271030 User/Dt: Effective Beg Dt: __________ End Dt: __________ % Effort: ______ Title Code: 9918 PROGRAMMER Active: _ Acct SAcct Percent Obj Cost Ref 1 Cost Ref 2 ====== ===== ======= ==== ========== ========== ______ _____ _______ ____ _______ _______ ______ _____ _______ ____ _______ _______ ______ _____ _______ ____ _______ _______ ______ _____ _______ ____ _______ _______ ______ _____ _______ ____ _______ _______ ______ _____ _______ ____ _______ _______ ______ _____ _______ ____ _______ _______ ______ _____ _______ ____ _______ _______ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next MDist Basic Steps • Advance to Screen 761. • Type the Universal Identification Number (UIN) of person you are making entries for. If you do not know the UIN of the person, an asterisk in the UIN: field will access a list of persons to choose from. Type an “X” in front of the person you wish to select and press to return to Screen 761. • Type the TAMUS Part number, the BPP account number and object code on the Action Line. • Press to display existing distribution rules for the selected person. • Indicate the effective beginning date of the distribution rule, as well as the percent effort and title code of the position. • Type the account(s), support account(s), percentage(s), and object code(s) defining the distribution rule. • Press to record the information. • Add or modify information in the available fields, as desired. • Press to record the distribution information. Screen 761 – Payroll Distribution Rules (cont’d) Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . UIN: 9 digits Indicate the Universal Identification Number of the person for whom information is being added. . Part: 2 digits Identify from which TAMUS Part the employee will be paid. . BPP Account: 11 digits Include the BPP account number the employee will be paid from. . Object: 4 digits Specify the object code used to process the payroll voucher for the selected employee. Screen Information Name: 20 characters Displays the name of employee for whom distribution rules are being added/deleted/modified. PIN: 6 characters Displays the Position Identification Number. Del: 1 character Indicates whether or not (‘Y’ or ‘N’) the person has been deleted from the person file. CC/Dept/SDept: 12 characters Identifies the campus code, department and sub-department of employee. Adloc: 8 digits Indicates the administrative location of the selected position. The administrative location (adloc) for a position references the administrator who has budgetary and operational responsibility over the position. User/Dt: 8 digits Displays the User ID and date of last modification made. . Effective Beg Date: 8 digits Indicate the date that the distribution rule will go into effect. End Date: 8 digits Include date employee’s employment was terminated. . % Effort: 6 digits Indicate the percent of an employees work week governed by a particular distribution rule. Screen 761 – Payroll Distribution Rules (cont’d) . Title Code: Help 4 digits Include the title code of the selected position. Active: 1 character Indicate whether employee is active (‘Y) or inactive (‘N’). . Acct: 6 digits Indicate the account number employee’s check is to be drawn from. . Sacct: 5 digits Identify the support account for the employee’s pay. . Percent: 7 digits Signify the percent of the employee’s pay that should come from this account. . Obj: 4 digits Identify the object code the employee’s salary is drawn from. Cost Ref 1: 7 digits Include a user-defined reference number that may be used to identify the payroll transaction. Cost Ref 2: 7 digits Enter a user-defined reference number that may be used to identify the payroll transaction. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF8 Next Next Advance to the next data screen for SSN entered on the Action Line. PF11 Multiple Distribution Rules MDist Used to enter more distribution rules than the spaces available on this screen. Enter and Update Payroll Transactions It is possible for you to post payroll transactions on-line, without waiting for batch processing. This is accomplished by using Screen 765. Screen 765 - Payroll Detail Record Maintenance 765 Payroll Detail Record Maintenance 01/16/04 15:00 COULTON CAM C FY 2004 CC 06 Screen: ___ Fiscal YY: 2004 UIN: 8uuuuuuu9 Cycle/Date: M 12/31/2003 Seq No: 1__ Add Seq No: _ Sys Mem: 06 PIN: X99999 Iteration: 02 Delete: _ Sys Mem Acct: ______ _____ Adloc: 06113012_ Dept: _____ Title: 9221 GRAD ASST RESEARCH Hold: N Vchr Nbr: 03396 Acct Anl: 01320000________ Vchr Ref: 0003396 Pay Ind.: C Bdgt/Wage: B Pay Type: B Pay Kind: S Date Pd: 01/02/2002 Per Beg Dt: 12/01/2001 Per End Dt: 12/31/2001 FTE Mo Sal: 2866.66__ Lng Rate: ________ Pct Eft: 50.00__ Hrs Wrked: _______ Hrly Rate: _________ Off Campus: ---Carrier Codes--- Posting Req: Correction Flag: Med: 01 ORP: Post Status: CO Previous FY: N Den: SORP: Post Date: Orig Src Seq #: 010 Federal Emp: N Eff Acct Dt: BPP Account: 114463 06782 Last Mod ID: Payroll Enc: TAMRF Account: Last Mod Dt: Reject Enc: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Copy Main PrDtl Warns Screen 765 - Payroll Detail Record Maintenance (PF11 Detail) 765 Payroll Detail Record Maintenance 01/16/04 15:04 COULTON CAM C FY 2004 CC 06 Screen: ___ Fiscal YY: 2004 UIN: 8uuuuuuu9 Cycle/Date: M 12/31/2003 Seq No: 1__ Add Seq No: _ Delete: _ Covered Cost Cost Type Account Bank Earnings Amount Ref 1 Ref 2 ---------- ----------------- ----- -------- --------------- ------- ------- S/W_______ 114463 1325 12632 ________ ________1433.33 _______ _______ GIP-GH____ 111003 1910 12333 ________ _________518.50 _______ _______ GIP-GLR___ 111003 1910 12333 ________ ___________3.10 _______ _______ WCI_______ 111007 1945 12632 _1433.33 ___________7.17 _______ _______ __________ ______ _____ ____ _____ ________ _______________ _______ _______ __________ ______ _____ ____ _____ ________ _______________ _______ _______ __________ ______ _____ ____ _____ ________ _______________ _______ _______ __________ ______ _____ ____ _____ ________ _______________ _______ _______ __________ ______ _____ ____ _____ ________ _______________ _______ _______ __________ ______ _____ ____ _____ ________ _______________ _______ _______ Total: 1962.10 ** End of List ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Bkwd Frwd Main PrDtl Warns Screen 765 – Payroll Detail Record Maintenance (cont’d) Basic Steps Post New Payroll Transactions • Advance to Screen 765. • Type a valid fiscal year, Universal Identification Number, cycle type, and cycle date on the Action Line. • Type a ‘Y’ in the Add Seq No: field and press . • Type valid information in the available fields, as desired. • Press to access the payroll detail window. • Type the transaction type, account number, bank number and dollar amount. • Type additional information in the available fields, as desired. • Press to record the information. • Press PF5 to post the payroll information. Update Existing Payroll Transactions • Advance to Screen 765. • Type a valid fiscal year, Universal Identification Number, cycle type, cycle date, and sequence number on the Action Line. • Press to view the payroll history. • Type valid information in the available fields, as desired. • Press to record the information. • Use the PF keys to access the payroll detail window. • Press PF5 to post the payroll information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Fiscal YY: 4 digits Enter fiscal year in which payroll transaction will be processed. Default is the current fiscal year. . UIN: 9 digits Indicate the Universal Identification Number (UIN) of the person for whom the payroll transaction is being processed. . Cycle/Date: 1 character, 8 digits Indicate if the payroll cycle is for Monthly employees, Biweekly employees, or for Corrections. Also identify the date of the specified cycle. . Seq No: 3 digits Include the sequence number to modify/correct. Add Seq No: 1 character Indicate whether or not (‘Y’ or blank) you wish to add a new sequence number for the person/cycle selected. Screen 765 – Payroll Detail Record Maintenance (cont’d) Screen Information . Sys Mem: Help 2 digits Identify the TAMUS Part for which the payroll is being produced. PIN: 6 characters Enter the Position Identification Number. Iteration: 3 digits Signify the number of iterations processed for the selected payroll record. Delete: 1 character Indicate whether or not you wish to delete the selected sequence number. Sys Mem Acct: 15 digits Identify the original SL account from System member before it was converted/ distributed to a RF account number. Adloc: 8 digits Indicate the administrative location. Dept: 5 characters Indicate the department in which the selected position is located. Title: 4 digits, 20 characters Identify the title code and description of the selected position. Hold: 1 character Indicate whether or not (‘Y’ or ‘N’) you wish to hold the transaction. Vchr Nbr: 7 digits Include the number of the voucher to be posted during the selected pay cycle. Acct Anl: 4 digits Controls the posting of the payroll expense and benefits to the correct fiscal accounts. Vchr Ref: 7 digits Displays the number of the voucher posted during the selected pay cycle. Pay Ind: 1 character Identify the payroll cycle and type of employee being paid (Full time/Part time/Student). Bdgt/Wage: 1 character Indicate whether the job is a Budgeted (B) or Wage (W) earning position. Pay Type: 1 character Identify the type of payroll processing performed during the selected pay cycle. See the Corrections, Cancellations, and Adjustments section for more detail. Screen 765 – Payroll Detail Record Maintenance (cont’d) Pay Kind: 1 character Indicate whether State or Local funding is used. Date Pd: 8 digits Indicate the date the person received their paycheck (or electronic transfer) for the selected pay cycle. Per Beg Date: 8 digits Include the date of the first day of the pay period. Per End Date: 8 digits Identify the date of the last day of the pay period. FTE Mo Sal: 7 digits Indicate the dollar amount paid to the employee, if he/she is a full time salaried employee. Lng Rate: 5 digits Indicate the rate at which employees earn longevity. Pct Eft: 5 digits Include the percent effort (percent of a 40 hour work week) for the specified person. Hrs Wrked: 5 digits Displays the number of hours worked during the selected pay cycle. Hrly Rate: 12 digits Indicate the dollar amount per hour the selected person earns. Off Campus: 1 character Shows whether or not the position is located off of the main TAMU campus. Posting Req: 1 character Indicates whether or not posting is required for the payroll voucher. Correction Flag: 1 character Indicates whether or not the selected pay cycle is a correction cycle. Med (Carrier): 2 digits Displays the code that identifies the type of health insurance for the person. ORP (Carrier): 2 digits Displays the code that identifies the type of ORP vendor for the person. Post Status: 4 characters Indicates whether the status of payroll voucher is new (NW) and not yet posted, completed (CO), in error (ER) and could not post, encumbered (EN), canceled (CN), or re-opened (RE). Screen 765 – Payroll Detail Record Maintenance (cont’d) Previous FY: 1 character Indicates whether or not (‘Y’ or ‘N’) the source record for the employee existed in a previous fiscal year. Den (Carrier): 2 digits Shows the code identifying the dental carrier. SORP (Carrier): 2 digits Displays the code that identifies the type of SORP vendor for the person. Post Date: 8 digits Identifies the date the transaction was posted to the system. Orig Src Seq #: 3 digits Identifies the original source sequence number this sequence number was copied from. Federal Emp: 1 character Indicates whether or not (‘Y’ or ‘N’) this is a federal employee. Eff Acct Dt: 8 digits Indicates the date the record was posted to the FT file and completed. BPP Account: 11 digits Identifies the BPP account from which the payroll voucher is issued. Last Mod ID: 7 characters Displays the user ID of the last person to process a modification to the record. Payroll Enc: 12 digits Indicates the "projected" encumbrance that this record will liquidate. TAMRF Acct: 15 digits Cross references the TAMRF SL/SA. Note: This field is used by TAMUS members (not TAMRF). Last Mod Dt: 8 digits Shows the date of the last modification made to the record. Reject Enc: 12 digits Indicates the encumbrance reference under which the rejected encumbrance is posted. Payroll Detail Information (PF11) . Type: Help 10 characters Indicates the type of payroll transaction to be posted. . Account: 15 digits Identifies the account to be used to process the payroll transaction. Screen 765 – Payroll Detail Record Maintenance (cont’d) . Bank: 5 digits Signifies the bank that is to be used to process the payroll transaction. Covered Earnings: 8 digits Indicates the dollar amount of the employee’s pay used in calculating employer payments (benefits). . Amount: 15 digits Shows dollar amount of the transaction to be posted. Cost Ref 1: 7 characters Identifies the user-defined reference number used to identify the transaction. Cost Ref 2: 7 characters Identifies the user-defined reference number used to identify the transaction. Additional Functions PF KEYS See the Appendix for explanations of standard PF Keys. PF9 Copy Copy Used to copy payroll detail from sequence 1 to a new sequence in order to make changes. PF10 Main Window Main Used to toggle back to the main entry window. PF11 Payroll Detail Window PrDtl Used to toggle to the payroll detail window. PF12 Warnings Warns Displays any FAMIS warnings. Maintain Source Record Accounts Screen 791 is used to maintain source record account information. This screen is mainly used by TAMUS Part 06. Screen 791 - Maintain Source Record Account 791 Maintain Source Record Account 01/16/04 11:12 FY 2004 CC 06 Screen: ___ Cycle: M Date: 12/31/2001 SSN: 9sssssss9 Seq Nbr: 1__ SL Account SA Account Dept Bank ========== ========== ========== =========== 112510 01490 _____ 12632 ______________________________________________________________________________ Modifiable Information Is Above ______________________________________________________________________________ Name: HARRISON HANNAH H BPP Account: 112510 PIN: X99999 Sal/Wg Amt: 2571.16 Adloc: 06203040 Acct Analys: 01321010 Date Pd: 02-01-02 Voucher Nbr: 03396 Dist Type: S Per Beg Dt: 12/01/2001 Correction Flag: Per End Dt: 12/31/2001 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Basic Steps • Advance to Screen 791. • Type the cycle type, cycle date, and sequence number on the Action Line. • Type the social security number of person you are making entries for. • Press to display existing source record account information. • Add or modify information in the available fields, as desired. • Press to record the source record account information Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Cycle: 1 character Indicate type of cycle to add/modify. B = biweekly M = monthly C = correction . Date: 8 digits Signify date of the cycle whose source record account information you would like to add/modify. . SSN: 9 digits Indicate the Social Security Number of the person for whom information is being added/modified. Screen 791 – Maintain Source Record Account (cont’d) . Seq Nbr: 3 digits Indicate the number of iterations processed for the selected pay cycle. Screen Information SL Account: 6 digits Indicate the SL account number employee’s check is to be drawn from. SA Account: 6 digits Identify the support account for the employee’s pay. Dept: Help 5 characters Include the employee’s department. Bank: 5 digits Displays the salary bank employee is paid on. Name: 20 characters Displays the name of the person whose payroll record is being viewed. BPP Account: 15 digits Identifies the SL-SA account from which the payroll voucher is issued. PIN: 6 characters Displays the Position Identification Number. Sal/Wg Amt: 15 digits Displays the dollar amount of the gross salary for the selected pay cycle. Adloc: 8 digits Indicates the administrative location of the selected position. The administrative location (adloc) for a position references the administrator who has budgetary and operational responsibility over the position. Acct Analys: 4 digits Controls the posting of the payroll expense and benefits to the correct fiscal accounts. Date Pd: 8 digits Indicates the date the person received their paycheck (or electronic transfer) for the selected pay cycle. Voucher Nbr: 7 digits Displays the number of the vouchers posted during the selected pay cycle. Dist Type: 3 digits Displays the distribution type used. Per Beg Dt: 8 digits Displays the date of the first day of the pay period. Screen 791 – Maintain Source Record Account (cont’d) Correction Flag: 1 character Indicates the whether or not (‘Y’ or ‘N’) the selected pay cycle is a correction. Per End Dt: 8 digits Displays the date of the last day of the pay period. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF8 Next Next Advance to the next data screen for SSN entered on the Action Line. Maintain Source Record Distributions Screen 792 is used to correct errors caused by the lack of distribution definitions. The researchers enter the distribution on TTI Form F-3, and the information is then entered into FAMIS on Screen 792. All distribution information entered on this screen is only valid for the selected payroll cycle. This screen is mainly used by TAMUS Part 06, Part 12, and Part 99. Screen 792 - Maintain Source Record Distribution 792 Maintain Source Record Distribution 01/16/04 10:58 FY 2004 CC 99 Screen: ___ Cycle: M Date: 12/31/2003 SSN: 9sssssss9 Seq Nbr: 1__ Scan by Dept: _____ Account: ______ PIN: X99999 OLEANDER ORPAH O Acct Analys: 5012 BPP Account: 455124 Sal/Wg Amt: 4235.76 Salary Bank: 00010 Obj Code: 1315 Hrs Wrkd: Voucher Nbr: 03416 Correction Flag: Pct Eft: 100.00 Pay Per Beg: 12/01/2001 Pay Per End: 12/31/2001 _______________________ Modifiable Information Is Below _______________________ Dept: _____ Acct SAcct Percent Obj Cost Ref 1 Cost Ref 2 ------ ----- ------- ---- ---------- ---------- 442151 00001 50.00__ 2010 RUNREV_ _______ 442411 00001 50.00__ 2010 _______ _______ ______ _____ _______ ____ _______ _______ ______ _____ _______ ____ _______ _______ ______ _____ _______ ____ _______ _______ ______ _____ _______ ____ _______ _______ ______ _____ _______ ____ _______ _______ ______ _____ _______ ____ _______ _______ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp MDist Report FBPR202 shows the salary distribution entered on this screen. Basic Steps • Advance to Screen 792. • Type the cycle, date, social security, and sequence number on the Action Line. • Press to display existing source record distribution information. • Add or modify information on the bottom half of the screen as desired, and press to record the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Cycle: 1 character Enter the type of cycle whose source record account information you would like to add/modify. B = biweekly M = monthly C = correction Screen 792 – Maintain Source Record Distribution (cont’d) . Date: 8 digits Signify the date of the cycle whose source record account information you would like to add/modify. . SSN: 9 digits Indicate the Social Security Number of the person for whom information is being added/modified. . Seq Nbr: 3 digits Include the number of iterations processed for the selected pay cycle. Scan by Dept: 5 characters Indicate department to be used in search. Account: 6 digits Identify the account number the employee is to be paid from. Screen Information PIN: 6 characters Displays the Position Identification Number. Acct Analys: 4 digits Controls the posting of the payroll expense and benefits to the correct fiscal accounts. BPP Account: 15 digits Identifies the SL-SA account from which the payroll voucher is issued. Sal/Wg Amt: 15 digits Displays the dollar amount of the gross salary for the selected pay cycle. Salary Bank: 5 digits Identifies the bank to be used when processing the selected pay cycle. Obj Code: 4 digits Indicates the object code from which the payroll will be paid. Hrs Wrkd: 4 digits Signifies the number of hours worked during the selected pay cycle. Voucher Nbr: 7 digits Displays the number of the voucher posted during the selected pay cycle. Correction Flag: 1 character Indicates the whether or not (‘Y’ or ‘N’) the selected pay cycle is a correction cycle. Pct Eft: 6 digits Signifies the percent effort (percent of a 40 hour work week) for the employee. Screen 792 – Maintain Source Record Distribution (cont’d) Pay Per Beg: 8 digits Displays the date of the first day of the pay period. Pay Per End: 8 digits Displays the date of the last day of the pay period. Dept: Help 5 characters Indicate the department employee is to be paid from. Acct: 6 digits Identify the SL Account the employee is to be paid from. SAcct: 5 digits Include the Support Account the employee is to be paid from. Percent: 7 characters Signify the percent of pay coming from each account. Additional Functions PF KEYS See Appendix for explanations of the standard PF Keys. PF11 Multiple Distribution Rules MDist Used to enter more distribution rules than the 8 spaces available on Screen 792. Create Correction Source Records Screen 793 provides the ability to create a payroll record which modifies the distribution from the original record. This screen is mainly used by TAMUS Part 06, Part 12, and Part 99. Screen 793 - Create Correction Source Record 793 Create Correction Source Record 01/16/04 11:07 FY 2004 CC 12 Screen: ___ Cycle: M Date: 12/31/2003 SSN: 9sssssss9 Seq Nbr: 1__ Corr Ref: _______ Copy to Cycle: _ Copy to Date: __________ _____________________________________________________________________________ Modifiable Information Is Above _____________________________________________________________________________ PIN: X99999 DARRAH DUMA D BPP Account: 040100 Sal/Wg Amt: 3017.40 SL/SA: Obj Code: 1510 Hrs Wrked: Acct Analys: 5012 Date Paid: 01/02/2002 Hrly Rate: Salary Bank: 01834 Per Beg Date: 12/01/2001 Lng Rate: 20.00 Voucher Nbr: 03398 Per End Date: 12/31/2001 FTE Mo Sal: 3017.40 Dept: HUA Correction Flag: Pct Eft: 100.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 793. • Type the cycle, date, social security, and sequence number on the Action Line. • Press to display existing correction source record information. • Type the correction reference number. • Indicates whether or not you would like to copy this correction source record to another cycle and, if so, the date of the cycle to which you would like to copy the current correction source record. • Press to record the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Cycle: 1 character Indicate the type of cycle whose correction source record information you would like to add/modify. . Date: 8 digits Signify the date of the cycle whose source record account information you would like to add/modify. . SSN: 9 digits Indicate the Social Security Number of the person for whom information is being added/modified. Screen 793 – Create Correction Source Record (cont’d) . Seq Nbr: 3 digits Include the number of iterations processed for the selected pay cycle. Screen Information Corr Ref: 7 characters Indicate the correction reference number, which may be used to identify the transaction. Copy to Cycle: 1 character Identify whether or not (‘Y’ or ‘N’) you would like to copy the current correction source record to another cycle. Copy to Date: 8 digits Include the date of the cycle to which you would like to copy the current correction source record. PIN: 6 characters Displays the Position Identification Number. BPP Account: 15 digits Identifies the BPP account from which the payroll voucher is issued. Sal/Wg Amt: 15 digits Displays the dollar amount of the gross salary for the selected pay cycle. SL/SA: 11 digits Indicates the SL and support account number employee’s check is to be drawn from. Obj Code: 4 digits Indicates the object code from which the payroll will be paid. Hrs Wrked: 4 digits Signifies the number of hours worked during the selected pay cycle. Acct Analys: 4 digits Controls the posting of the payroll expense and benefits to the correct fiscal accounts. Date Paid: 8 digits Identifies the date payroll checks were disbursed. Hrly Rate: 15 digits Indicates the dollar amount per hour earned by the selected employee. Salary Bank: 5 digits Identifies the bank to be used when processing the selected pay cycle. Per Beg Date: 8 digits Displays the date of the first day of the pay period. Screen 793 – Create Correction Source Record (cont’d) Lng Rate: 5 digits Indicates the dollar amount paid to the employee for longevity, if any. Voucher Nbr: 7 digits Displays the number of the voucher posted during the selected pay cycle. Per End Date: 8 digits Displays the date of the last day of the pay period. FTE Mo Sal: 15 digits Indicates the dollar amount paid to the employee, if he/she is a full time salaried employee. Dept: 5 characters Indicates the department employee is to be paid from. Correction Flag: 1 character Indicates whether or not (‘Y’ or ‘N’) the selected pay cycle is a correction cycle. Pct Eft: 6 digits Signifies the percent effort (percent of a 40 hour work week) for the employee. Additional Functions PF KEYS See Appendix for explanations of the standard PF Keys. Screen 793 – Create Correction Source Record (cont’d) Section IV Payroll Distribution Inquiry View Distribution Rules by UIN TAMRF ONLY Screen 760 is used to show which UINs (Universal Identification Numbers) have defined distribution rules. Screen 760 - Distribution Rules by UIN 760 Distribution Rules By UIN 04/16/07 11:17 FY 2007 CC 99 Screen: ___ UIN: _________ Pt S UIN Employee Name No BPP Account Obj Act Begin Dt End Dt - --------- --------------------- -- ------------ ---- --- -------- -------- _ 6uuuuuuu2 RANDY ROGERS 02 455125 00000 9999 Y 06/25/04 _ 8uuuuuuu0 PAUL PRINCE 02 455125 00000 9999 Y 09/01/03 _ 1uuuuuuu6 ANDY ANDREWS 02 455125 00000 9999 Y 09/01/03 _ 4uuuuuuu3 HARRY H HARRISON 02 455125 00000 9999 Y 09/01/03 _ 6uuuuuuu3 ALLEN ALEXANDER 02 455125 00000 9999 Y 09/01/01 _ 7uuuuuuu5 HALEY H HAWLEY 02 455125 00000 9999 Y 03/31/02 _ 8uuuuuuu1 SYLVIA S SANDERS 06 499999 00000 9999 Y 05/12/05 08/17/05 _ 9uuuuuuu2 PETER P PETERSON 02 455125 00000 9999 Y 09/01/03 _ 1uuuuuuu7 KIM K KRAUSE 02 455125 00000 9999 Y 11/14/04 _ 1uuuuuuu4 RHONDA R RALEY 02 455124 00000 9999 Y 09/01/02 _ 1uuuuuuu4 PAMELA P PARSONS 02 455124 00000 9999 Y 10/01/02 _ 8uuuuuuu1 02 455124 00000 9999 Y 03/05/03 _ 3uuuuuuu4 YOLANDA Y YANTZE 02 455124 00000 9999 Y 12/01/03 _ 8uuuuuuu2 DELLA D DARLING 02 455124 00000 9999 Y 06/01/03 *** Press ENTER To View More Rules *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 760. • Enter a valid Universal Identification Number (UIN) on the Action Line. Type an asterisk (*) in the UIN: field to view a list of persons to select from, and press to display a list of distribution rules for the person selected. • Type an ‘X’ next to a particular line for further display on Screen 761. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . UIN: 9 digits Key in the Universal Identification Number of the person whose distribution rules are to be displayed. Screen Information . S: 1 character Type “X” next to the person you wish to select for further display. UIN: 9 digits Shows employee’s Universal Identification Number. Employee Name: 20 characters Displays the name of employee being paid. Screen 760 – Distribution Rules by UIN (cont’d) Pt No: 2 digits Identifies the System Part the employee is assigned to. BPP Account: 6 digits Identifies the BPP account the employee is to be paid from. Obj: 4 digits Signifies the object code the employee is to be paid from. Act: 1 character Indicates whether employee is active (‘Y) or inactive (‘N’). Begin Dt: 8 digits Displays the date of the first day of the pay period. End Dt: 8 digits Displays the date of the last day of the pay period. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Browse Pay Cycle Control Records General payroll cycle records may be found on Screen 780. From this screen, you may select a particular payroll cycle for further display on Screen 782. The data displayed on Screen 780 comes directly from and reflects entries into BPP. No employee deduction information is included. This screen is mainly used by TAMUS Part 06, Part 12, and Part 99. Screen 780 - Browse Pay Cycle Control Records 780 Browse Pay Cycle Control Records 01/16/04 14:27 FY 2004 CC 12 Screen: ___ Cycle: B Date: 01/04/2004 Pay Cycle Record Error Dist Corr Record Closed Sel Cycle Date Count Count Needed Rec Cnt Status Date --- ----- ---------- -------- -------- -------- -------- ------ ---------- _ B 01/04/2002 423 O _ B 01/08/2002 O _ C 05/31/1994 2 2 C 06/01/1994 _ C 06/30/1994 14 14 C 07/05/1994 _ C 07/31/1994 4 4 C 08/01/1994 _ C 08/31/1994 24 24 C 10/05/1994 _ C 10/31/1994 4 4 C 11/03/1994 _ C 11/30/1994 3 3 C 12/01/1994 _ C 12/31/1994 11 11 C 01/04/1995 _ C 01/31/1995 2 2 C 02/01/1995 _ C 02/28/1995 1 1 C 03/01/1995 _ C 03/31/1995 5 5 C 04/03/1995 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 780. • Press to display a list of all payroll cycle control records on file. • Type a valid cycle type and date on the Action Line and press to position a particular cycle on the first line of the display. • Place an ‘X’ next to a particular line and press for further display on Screen 782. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line Cycle: 1 character Key in the type of cycle whose control record information you would like to display. B = biweekly M = monthly C = correction Date: 8 digits Key in the date of the cycle whose control record information you would like to display. Screen 780 – Browse Pay Cycle Control Records (cont’d) Screen Information . Sel: 1 character Type an ‘X’ here to select a record for further display on Screen 782. Pay Cycle: 1 character Indicates the type of payroll cycle being processed (Bi-weekly, Monthly, Correction) for the selected date. Cycle Date: 8 digits Displays date of the pay period you wish to look at. Record Count: 8 digits Indicates the number of records processed during the selected cycle. Error Count: 8 digits Identifies the number of records in error for the selected pay cycle. Dist Needed: 8 digits Signifies the number of records requiring distribution rule for processing. Corr Rec Cnt: 8 digits Indicates the number of correction records processed during a cycle. Record Status: 1 character Indicates whether the selected cycle status is Open or Closed. Closed Date: 8 digits Signifies the date the cycle was closed. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Display Payroll Cycle Control Records A specific payroll cycle record may be viewed on Screen 781. The data displayed on Screen 781 comes directly from and reflects entries into BPP. This screen is mainly used by TAMUS Part 06, Part 12, and Part 99. Screen 781 - Pay Cycle Control Record Inquiry 781 Pay Cycle Control Record Inquiry 01/16/04 14:14 FY 2004 CC 99 Screen: ___ Cycle: M Date: 12/31/2003 _______________________________________________________________________________ Control Record Display _______________________________________________________________________________ Total Record Count: 908 Correction Record Count: 0 Record Error Count: 0 Control Record Status: C Distribution Needed Count: 0 Control Record Closed Date: 01/03/2002 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 781. • Type a valid cycle type and date on the Action Line • Press to display the control record information for the selected payroll cycle. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line Cycle: 1 character Key in the type of cycle whose control record information you would like to display. B = biweekly M = monthly C = correction Date: 8 digits Key in the date of the cycle whose control record information you would like to display. Screen Information Total Record Count: 8 digits Indicates the number of records processed during the selected cycle. Screen 781 – Pay Cycle Control Record Inquiry (cont’d) Correction Record 8 digits Count: Indicates the number of correction records processed during a cycle. Record Error Count: 8 digits Identifies the number of records in error for the selected pay cycle. Control Record 1 character Status: Indicates whether the selected cycle status is Open or Closed. Distribution 8 digits Needed Count: Signifies the number of records requiring distribution rule for processing. Control Record 8 digits Closed Date: Signifies the date the cycle was closed. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Browse Source Records by SSN Screen 782 allows you to view all social security numbers that have been processed for a particular payroll cycle The data displayed on Screen 782 comes directly from and reflects entries into BPP. This screen is mainly used by TAMUS Part 06, Part 12, and Part 99. Screen 782 - Browse Source Records by SSN 782 Browse Source Records by SSN 04/05/07 14:27 FY 2007 CC 12 Screen: ___ Cycle: M Date: 01/31/2007 Social Sec Nbr: 4sssssss5 Seq BPP Dist Cor S SSN Nbr Name Dept. PIN Acct Vchr Err Need Cpy - --------- --- ------------------- ----- ---------- ------ ----- --- ---- --- _ 4sssssss6 001 SMITH, SANDY S AMA C0xxx6 040100 03542 _ 4sssssss7 001 BURTON BILL B GSA C0xxx3 040100 03542 _ 4sssssss7 001 STONE SUSAN S KGE C0xxx0 040100 03542 _ 4sssssss7 002 STONE SUSAN S KGE C0xxx0 051020 03542 _ 4sssssss7 003 STONE SUSAN S KGE C0xxx0 051010 03542 _ 4sssssss7 004 STONE SUSAN S KGE C0xxx0 027040 03542 _ 4sssssss6 001 MATSON MIKAH M AEM C0xxx5 040100 03542 _ 4sssssss1 001 SELZIK SELWYNN S HUA C0xxx0 040100 03542 _ 4sssssss2 001 MEES MARGIE M BMR E0xxx7 040100 03546 _ 4sssssss4 001 WARREN WALTER W HSO C0xxx5 040100 03542 _ 4sssssss1 001 JONES JOHN J KDV C0xxx4 027050 03542 _ 4sssssss1 002 JONES JOHN J KDV C0xxx4 019000 03542 ** MORE RECORDS - PRESS ENTER TO VIEW ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 782. • Press to display a list of all payroll source records on file, sorted numerically by social security number. • Type a valid cycle type, cycle date, and social security number on the Action Line and press to position a particular cycle on the first line of the display. • Type an ‘X’ next to a particular line and press for further display on Screen 789. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line Cycle: 1 character Key in the type of cycle whose source record information you would like to display. B = biweekly M = monthly C = correction Date: 8 digits Key in the date of the cycle whose source record information you would like to display. Screen 782 – Browse Source Records by SSN (cont’d) Social Sec Nbr: 9 digits Enter in the Social Security Number of the person whose source record you would like to display. Screen Information S: 1 character Type an ‘X’ here to select a record for further display on Screen 789. SSN: 9 digits Displays the Social Security Number of the selected employee. Seq Nbr: 3 digits Signifies the number of iterations processed for the selected pay cycle. Name: 20 characters Indicates the name of the employee. Dept.: 5 characters Identifies the department the employee is paid by. PIN: 6 characters Displays the Position Identification Number. BPP Acct: 6 digits Indicates the BPP account from which the employee is paid. Vchr: 5 digits Signifies the number of the voucher paying the employee. Err: 1 character Indicates whether or not the selected record is in error for the cycle. Dist Need: 1 character Identifies whether or not a distribution rule is needed to process the record. Cor Cpy: 1 character Signifies whether or not the record is a correction copy. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Browse Source Records by Department Screen 783 allows you to view payroll source records that have been processed for a particular department. The data displayed on Screen 783 comes directly from and reflects entries into BPP. This screen is mainly used by TAMUS Part 06, Part 12, and Part 99. Screen 783 - Browse Source Records by Department 783 Browse Source Records by Department 04/05/07 14:35 FY 2007 CC 12 Screen: ___ Cycle: M Date: 01/31/2007 Dept/Prog: CEF__ Seq BPP S Dept. SSN Nbr Name PIN Acct Voucher - ----- --------- --- --------------------- ---------- ------ ------- _ CEF 4sssssss4 001 KELING KARLY K C9xxx9 040100 03542 _ CEF 4sssssss3 001 GRANT GRETCHEN G C0xxx6 027060 03542 _ CEF 4sssssss9 001 MERCER MARCY M C0xxx3 027060 03542 _ CEF 4sssssss2 001 HOLLIS HALLIE H C0xxx0 040100 03542 _ CEF 4sssssss9 001 CARLTON CAITLYN C C0xxx4 027060 03542 _ CEF 4sssssss6 001 BARROW BRITTANY B C0xxx6 027060 03542 _ CEF 4sssssss1 001 BRYCE BARRY B C0xxx5 019000 03542 _ CEF 4sssssss1 002 BRYCE BARRY B C0xxx5 040100 03542 _ CEF 4sssssss1 003 BRYCE BARRY B C0xxx5 022050 03542 _ CEF 4sssssss0 001 WATSON WREN W C0xxx7 040100 03542 _ CEF 4sssssss5 001 HAMSO HANK H C0xxx2 040100 03542 _ CEF 4sssssss5 002 HAMSO HANK C0xxx2 027060 03542 ** MORE RECORDS - PRESS ENTER TO VIEW ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 783. • Type the cycle type, cycle date, and department name on the Action Line. • Press to display a list of all payroll source records for the selected department, sorted numerically by social security number. • Type an ‘X’ next to a particular line and press for further display on Screen 789. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line Cycle: 1 character Key in the type of cycle whose source record information you would like to display. B = biweekly M = monthly C = correction Date: 8 digits Enter in the date of the cycle whose source record information you would like to display. Dept/Prog: 5 characters Key in the department whose source records you would like to display. Screen 783 – Browse Source Records by Department (cont’d) Screen Information S: 1 character Place an ‘X’ here to select a record for further display on Screen 789. Dept.: 5 characters Identifies the department the employee is paid by. SSN: 9 digits Displays the Social Security Number of the selected employee. Seq Nbr: 3 digits Signifies the number of iterations processed for the selected pay cycle. Name: 20 characters Indicates the name of the employee. PIN: 6 characters Displays the Position Identification Number. BPP Acct: 6 digits Indicates the BPP account from which the employee is paid. Voucher: 5 digits Signifies the number of the voucher paying the employee. Additional Functions PF KEYS See Appendix for explanations of the standard PF Keys. Browse Source Records in Error Screen 784 is used to view errors encountered during the payroll cycle as well as those individuals that are in need of distribution adjustments. The data displayed on Screen 784 comes directly from and reflects entries into BPP. Screen 784 - Browse Source Records in Error 784 Browse Source Records In Error 05/24/04 16:25 FY 1994 CC 12 Screen: ___ Cycle: B Date: 10/13/1993 Social Sec Nbr: 4sssssss0 Include only: BPP Acct: ______ Sys Mbr: __ Adloc: ________ Seq BPP Sel SSN Nbr Name Dept. Adloc PIN Acct Vchr --- --------- --- ------------------- ----- -------- ------ ------ ----- _ 0sssssss0 001 DARLY DESTINY D MISP 02133501 M 455124 03108 _ 1sssssss1 001 WINSTON WENDY W MISP 02137500 M 455124 03108 _ 2sssssss2 001 FRANLE FARREN F BIOL 0832366 E 32526 03096 _ 3sssssss3 001 WORTH WHITNEY W CHEM 02163601 M 455124 03108 _ 4sssssss4 001 CASE CHARLES C AGEN 0832366 E 32526 03096 _ 5sssssss5 001 MARLEY MELISSA M CVEN 08132010 E0xxx6 32526 00216 _ 6sssssss6 001 DURON DAVID D ARCH 02137500 M2xxx3 455125 00714 _ 7sssssss7 001 MORRIS MIRANDA M CHUD 02137500 M2xxx6 455124 03108 _ 8sssssss8 001 KRYCHIK KYLE K FISC 02131501 M 455124 03108 _ 9sssssss9 001 WYLEY WANDA W PURS 02132503 M 455124 03108 _ 9sssssss9 001 ARLON ALISON A GENE 02132503 M 455124 03108 _ 9sssssss9 001 WEBSTER WALLY W PHYS 02132503 M 455124 03108 ** MORE RECORDS - PRESS ENTER TO VIEW ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 784. • Type the cycle type and date on the Action Line and press to display source records in error for the specified pay cycle. • Type a valid social security number on the Action Line to position a particular record on the first line of the display. • Type an ‘X’ next to a particular line and press for further display on Screen 789. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Cycle: 1 character Key in the type of cycle whose source records in error you would like to display. B = biweekly M = monthly C = correction . Date: 8 digits Signify the date of the cycle whose source records in error you would like to display. Social Sec Nbr: 9 digits Identify the individual’s Social Security Number whose source record to display on the first line. Screen 784 – Browse Source Records in Error (cont’d) Include only: BPP Acct: 6 digits Enter the BPP account number to include only those source records using a particular BPP account. Sys Mbr: 2 digits Enter the desired System member number to narrows the display to include only those source records from a particular TAMUS Part. Adloc: 8 digits Indicate the desired administrative location. Screen Information S: 1 character Type an ‘X’ here to select a record for further display on Screen 789. SSN: 9 digits Displays the Social Security Number of the selected employee. Seq Nbr: 3 digits Signifies the number of iterations processed for the selected pay cycle. Name: 20 characters Indicates the name of the employee. Dept.: 5 characters Shows department the employee is paid by. Adloc: 8 digits Indicates the administrative location. PIN: 6 characters Displays the Position Identification Number. BPP Acct: 6 digits Shows BPP account from which the employee is paid. Voucher: 5 digits Signifies the number of the voucher paying the employee. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. View the Detail Source Record Screen 789 is used to view general payroll information from the BPP Payroll Detail File. PF keys have also been programmed to provide you with information about distribution rules and benefits for the selected record. The data displayed on Screen 789 comes directly from and reflects entries into BPP. This screen is used mainly by TAMUS Part 06, Part 12, and Part 99. Screen 789 - Detail Source Record Inquiry 789 Detail Source Record Inquiry 01/16/04 14:39 FY 2004 CC 12 Screen: ___ Cycle: M Date: 12/31/2003 SSN: 4sssssss9 Seq Nbr: 1__ Name: WRILES, WHITNEY W Title: 7416 ASST RES SPECIALIST Dept: FTO Source Seq: 1 Part: 12 PIN: X99999 Iter: 01 Adloc: 12401603 FTE Mo Sal: 3380.00 BPP Acct: 040100 Obj Code: 1315 Hrs Wrked: SL/SA: Sal Bank: 01834 Hrly Rate: Acct Anl: 5012 Vchr Nbr: 03398 Lng Rate: 120.00 Pay Ind.: A Date Pd: 01/02/2002 Sal/Wg Amt: 3380.00 Bud/Wage: B Per Beg Dt: 12/01/2001 Pct Eft: 100.00 Pay Type: B Per End Dt: 12/31/2001 Pay Kind: L Correction Flag: Corr Ref: Dist type: D Error Flag: Distribution Needed: >>> Press PF11 Key to View Benefits <<< Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Dist Bnfts Basic Steps • Advance to Screen 789. • Type the cycle type, cycle date, Social Security Number, and sequence number on the Action Line. • Press to display the detail source record for the selected individual. • Use the PF Keys to access additional information about the distribution rules and benefits for the selected individual. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Cycle: 1 character Key in the type of cycle whose source records in error you would like to display. B = biweekly M = monthly C = correction . Date: 8 digits Enter in the date of the cycle whose source records in error you would like to display. Screen 789 – Detail Source Record Inquiry (cont’d) . SSN: 9 digits Key in the individual’s Social Security Number whose source record you would like to display on the first line. . Seq Nbr: 3 digits Key in the specific iteration for the pay cycle you would like to display. Screen Information Name: 20 characters Displays the name of the person whose payroll record is being viewed. Title: 4 digits Displays the title code which identifies a particular position. Dept: 5 characters Indicates the department in which the selected position is located. Source Seq: 3 digits Signifies the number of iterations processed for the selected pay cycle. Part: 2 digits Indicates TAMUS Part that is paying the selected individual. PIN: 6 characters Displays the Position Identification Number. Iter: 3 digits Signifies the number of iterations processed for the selected payroll record. Adloc: 8 digits Indicates the administrative location. FTE Mo Sal: 7 digits Indicates the dollar amount paid to the employee, if he/she is a full time salaried employee. BPP Acct: 15 digits Identifies the BPP account from which the payroll voucher is issued. Obj Code: 4 digits Signifies the object code from which the payroll voucher is issued. Hrs Wrked: 5 digits Displays the number of hours worked during the selected pay cycle. SL/SA: 11 digits Identifies the SL-SA account from which the payroll voucher is issued. Sal Bank: 5 digits Identifies the bank from which the payroll voucher is paid. Screen 789 – Detail Source Record Inquiry (cont’d) Hrly Rate: 12 digits Indicates the dollar amount per hour the selected person earns. Acct Anl: 4 digits Controls the posting of the payroll expense and benefits to the correct fiscal accounts. Vchr Nbr: 7 digits Displays the number of the voucher posted during the selected pay cycle. Lng Rate: 5 digits Indicates the rate at which employees earn longevity. Pay Ind: 1 character Identifies the payroll cycle and type of employee being paid (Full time/Part time/Student). Date Pd: 8 digits Indicates the date the person received their paycheck (or electronic transfer) for the selected pay cycle. Sal/Wg Amt: 12 digits Displays dollar amount of the gross salary for the selected pay cycle. Bud/Wage: 1 character Indicates whether the job is a Budgeted (B) or Wage (W)-earning position. Per Beg Dt: 8 digits Displays the date of the first day of the pay period. Pct Eft: 5 digits Indicates the percent effort (percent of a 40 hour work week) for the specified person. Pay Type: 1 character Identifies the type of payroll processing performed during the selected pay cycle. See the Corrections, Cancellations, and Adjustments section for more detail. Per End Dt: 8 digits Displays the date of the last day of the pay period. Pay Kind: 1 character Indicates whether State or Local funding is used. Correction Flag: 1 character Indicates whether or not the selected pay cycle is a correction cycle. Corr Ref: 7 characters Displays the user-defined reference number entered when processing corrections to the record. Screen 789 – Detail Source Record Inquiry (cont’d) Dist type: 1 character Displays the distribution type used for employee. Error Flag: 1 character Indicates whether or not (‘Y’ or blank) the selected record is in error. Distribution Needed: 1 character Indicates whether or not (‘Y’ or blank) a distribution rule is used to process the selected record. Additional Functions PF KEYS See Appendix for explanations of the standard PF Keys. PF10 Distribution Rules Dist Used to view distribution rules defined for the selected record. PF11 Benefits Bnfts Used to view a breakdown of benefits processed for the selected individual. Section V Payroll Inquiry Payroll Detail Records by Fiscal Year and UIN Screen 770 is used to view detail payroll information by Universal Identification Number (UIN) for a fiscal year. You can search by name only if the person is on the FAMIS Person Table (Screen 850). The data displayed on Screen 770 comes directly from and reflects entries into BPP. No employee deduction information is included. If corrections are made in FAMIS and not put through BPP, they will not be reflected. To see all payroll detail, all corrections must be done in BPP. Screen 770 - Payroll Detail Inquiry by UIN (Panel 1) 770 Payroll Detail Inquiry by UIN 01/15/04 16:48 WALLY WINSTON FY 2004 CC 02 Screen: ___ Fiscal Yr: 2001 UIN: 9uuuuuuu7 Pay Prd End Date: __________ Incl: Only S/W Account: ______ _____ Completed: N Panel: 01 More >> Pay Prd Seq Post Salary/Wage S/W Sal/Wg/Lng Ben. Chrgd S End Date No St Voucher Account Obj Amount to S/W Acct - ---------- --- ---- ------- ------------ ---- ------------ ------------ _ 09/30/2000 1 CO 0003092 160956 00000 1315 2379.00 _ 10/31/2000 1 CO 0003200 160956 00000 1315 2379.00 _ 11/30/2000 1 CO 0003308 160956 00000 1315 2379.00 _ 12/31/2000 1 CO 0003416 160956 00000 1315 2379.00 _ 01/31/2001 1 CO 0003524 160956 00000 1315 2379.00 _ 02/28/2001 1 CO 0003632 160956 00000 1315 2379.00 _ 03/31/2001 1 CO 0003776 160956 00000 1315 2379.00 _ 04/30/2001 1 CO 0003884 160956 00000 1315 453.15 *** End of Record List *** Total: 17106.15 0.00 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PrDtl Left Right Screen 770 - Payroll Detail Inquiry by UIN (Panel 2) 770 Payroll Detail Inquiry by UIN 01/15/04 16:49 WALLY WINSTON FY 2004 CC 02 Screen: ___ Fiscal Yr: 2001 UIN: 9uuuuuuu7 Pay Prd End Date: __________ << More Incl: Only S/W Account: ______ _____ Completed: N Panel: 02 More >> Pay Prd Seq Pay Prd Hrs Wk/ Acct Cyl Sal/Wg/Lng Tot Benefit S End Date No Beg Date Pct Eff Cyl Date Amount Amount - ---------- --- ---------- ------- --- ---------- ------------ ------------ _ 09/30/2000 1 09/01/2000 100.00 M 09/30/2000 2379.00 442.63 _ 10/31/2000 1 10/01/2000 100.00 M 10/31/2000 2379.00 442.63 _ 11/30/2000 1 11/01/2000 100.00 M 11/30/2000 2379.00 442.63 _ 12/31/2000 1 12/01/2000 100.00 M 12/31/2000 2379.00 442.63 _ 01/31/2001 1 01/01/2001 100.00 M 01/31/2001 2379.00 442.63 _ 02/28/2001 1 02/01/2001 100.00 M 02/28/2001 2379.00 442.63 _ 03/31/2001 1 03/01/2001 100.00 M 03/31/2001 2379.00 442.63 _ 04/30/2001 1 04/01/2001 100.00 M 04/30/2001 453.15 433.00 *** End of Record List *** Total: 17106.15 3531.41 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PrDtl Left Right Screen 770 – Payroll Detail Inquiry by UIN (cont’d) Screen 770 - Payroll Detail Inquiry by UIN (Panel 3) 770 Payroll Detail Inquiry by UIN 01/15/04 16:50 WALLY WINSTON FY 2004 CC 02 Screen: ___ Fiscal Yr: 2001 UIN: 9uuuuuuu7 Pay Prd End Date: __________ << More Incl: Only S/W Account: ______ _____ Completed: N Panel: 03 Pay Prd Seq Title S End Date No Code Title Description Enc Ref - ---------- --- ----- -------------------- ------- _ 09/30/2000 1 7360 POSTDOC RES ASSOC _ 10/31/2000 1 7360 POSTDOC RES ASSOC _ 11/30/2000 1 7360 POSTDOC RES ASSOC _ 12/31/2000 1 7360 POSTDOC RES ASSOC _ 01/31/2001 1 7360 POSTDOC RES ASSOC _ 02/28/2001 1 7360 POSTDOC RES ASSOC _ 03/31/2001 1 7360 POSTDOC RES ASSOC _ 04/30/2001 1 7360 POSTDOC RES ASSOC *** End of Record List *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PrDtl Left Right Basic Steps • Advance to Screen 770. • Type a valid Universal Identification Number (UIN) on the Action Line. Or you may or enter the person's last name for an alphabetical listing, which will help identify employees with multiple UIN records in error. • Type additional information on the Action Line to position a particular payroll record on the first line of the display. You may enter a pay period end date to specify a starting search date. • Enter ‘Y’ in the Completed: field to indicate whether or not you wish to view only completed payroll records. • Press to display existing payroll information. • Press to scroll through the available payroll records. • Type an ‘X’ next to a particular line item to select it for further display on Screen 779. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Fiscal Yr: 4 digits Identify the fiscal year for which you would like to view payroll records. . UIN: 9 digits Indicate the Universal Identification Number of the person whose payroll records you would like to display. Pay Prd End Date: 8 digits Identify the pay period end date for the record to display on the first information line. Screen 770 – Payroll Detail Inquiry by UIN (cont’d) Incl: 8 digits Only S/W Account: Indicate whether or not you would like to display only a particular salary/wage account. . Completed: 1 character ‘Y’ indicates whether to display only completed (CO) payroll records; ‘N’ displays all, regardless of status. Screen Information Panel 1 S: 1 character Indicate whether or not (‘X’ or blank) you wish to select the record for further display on Screen 779. Pay Prd End Date: 8 digits Shows the date of the last day of the pay period. Seq No: 3 digits Signifies the number of iterations processed for the selected pay cycle. Post St: 4 characters Shows if the status of payroll voucher is (CO) completed for all Parts except TAMRF payroll: Other values are for TAMRF: new (NW) and not yet posted, completed (CO), in error (ER) and could not post, encumbered (EN), canceled (CN), or re-opened (RE). Voucher: 7 digits Displays the original BPP payroll voucher number, or the corrected reference number. Salary/Wage 11 digits Account: Shows the SL-SA account in which payroll funds are encumbered. S/W Obj: 4 digits Identifies the salary object code from which the payroll voucher is issued. Sal/Wg/Lng Amount: 12 digits Displays dollar amount of the gross salary, including longevity, for the selected pay cycle. Ben Chrgd to 12 digits S/W Acct: Displays benefits dollar amount charged to the Salary/Wage account. Panel 2 Pay Prd Beg Date: 8 digits Displays the date of the first day of the pay period. Screen 770 – Payroll Detail Inquiry by UIN (cont’d) Hrs Wk/Pct Eff: 5 digits Indicates number of hours worked per week or the percent effort for the specified person. (For nonexempt employees, indicates hours worked per bi- weekly pay period. For nonexempt staff (salaried) indicates a percent effort for the month.) Cyl: 1 character Signifies whether the payroll cycle is for Monthly employees, Biweekly employees, or Corrections. Acct Cyl Date: 8 digits Indicates the exact date on which the payroll cycle was processed. Pay period end date. Sal/Wg/Lng Amt: 12 digits Displays dollar amount of the gross salary, including longevity, for the selected pay cycle. Tot Benefit Amount: 12 digits Displays the dollar amount of all benefits to be processed for the selected pay cycle. Panel 3 Title Code: 4 digits Displays the title code which identifies a particular position. Title Description: 20 characters Displays a description of the position for which the pay cycle is being processed. Enc Ref: 7 digits TAMRF only. Displays the value of the user-defined reference code entered when processing the payroll transaction. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF6 Payroll Detail PrDtl Shows the payroll detail of a selected voucher. +------------------------------------------------------------+ | | | Covered | | Type Account Earnings Amount Bank | | ========== ================= ========= ============ ===== | | S/W 160956 00000 1315 453.15 11052 | | GIP-GLR 121054 00000 1910 3.10 11021 | | GIP-HMO 121054 00000 1910 427.63 11021 | | WCI 121084 00000 1945 453.15 2.27 11001 | | | | | | ** End of Detail List ** | +------------------------------------------------------------+ Payroll Detail by Fiscal Year and Account Screen 771 is used to view all payroll transactions that affect a particular subsidiary ledger (SL) account, including all support accounts associated with the account. The data displayed on Screen 771 comes directly from and reflects entries into BPP. No employee deduction information is included. If corrections are made in FAMIS and not put through BPP, they will not be reflected. To see all payroll detail, all corrections must be done in BPP. Screen 771 - Payroll Detail Inquiry by S/W Account (Panel 1) 771 Payroll Detail Inquiry by S/W Account 04/05/07 15:10 FY 2007 CC 12 Screen: ___ Fiscal Yr: 2007 S/W Account: 119200 00000 Incl: All SA's: N Only UIN: _________ Completed: N Panel: 01 More >> Seq Post S/W Sal/Wg/Lng Ben Chrgd S SAcct No Name St Voucher Obj Amount to S/W Acct - ----- --- --------------------- ---- ------- ---- ------------ ------------ _ 00000 1 TRAIL TIMOTHY T CO 0003074 1510 5885.85 466.85 _ 00000 1 TRAIL TIMOTHY T CO 0003182 1510 5885.85 466.85 _ 00000 1 TRAIL TIMOTHY T CO 0003290 1510 5905.85 466.88 _ 00000 1 TRAIL TIMOTHY T CO 0003398 1510 5905.85 466.88 _ 00000 1 TRAIL TIMOTHY T CO 0003542 1510 5905.85 918.20 _ 00000 1 TRAIL TIMOTHY T CO 0003650 1510 5905.85 918.19 _ 00000 1 TRAIL TIMOTHY T CO 0003758 1510 5905.85 918.19 TOTAL 41300.95 4622.04 _ 00000 1 DAWTON DERRICK D CO 0003074 1510 7800.00 469.72 _ 00000 1 DAWTON DERRICK D CO 0003182 1510 7800.00 469.72 _ 00000 1 DAWTON DERRICK D CO 0003290 1510 7800.00 469.72 _ 00000 1 DAWTON DERRICK D CO 0003398 1510 7800.00 469.72 _ 00000 1 DAWTON DERRICK D CO 0003542 1510 7800.00 1051.35 ** Press Enter to View More Records ** Sub Total: 80300.95 7552.27 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PrDtl Left Right Screen 771 - Payroll Detail Inquiry by S/W Account (Panel 2) 771 Payroll Detail Inquiry by S/W Account 04/05/07 15:14 FY 2007 CC 12 Screen: ___ Fiscal Yr: 2007 S/W Account: 119200 00000 << More Incl: All SA's: N Only UIN: _________ Completed: N Panel: 02 More >> Seq Pay Prd Pay Prd Acct Cyl Sal/Wg/Lng Tot Benefit S SAcct No UIN Beg Date End Date Date Cyl Amount Amount - ----- --- --------- -------- -------- -------- --- ------------ ----------- _ 00000 1 1uuuuuuu5 09/01/06 09/30/06 09/30/06 M 5885.85 466.85 _ 00000 1 1uuuuuuu5 10/01/06 10/31/06 10/31/06 M 5885.85 466.85 _ 00000 1 1uuuuuuu5 11/01/06 11/30/06 11/30/06 M 5905.85 466.88 _ 00000 1 1uuuuuuu5 12/01/06 12/31/06 12/31/06 M 5905.85 466.88 _ 00000 1 1uuuuuuu5 01/01/07 01/31/07 01/31/07 M 5905.85 1272.56 _ 00000 1 1uuuuuuu5 02/01/07 02/28/07 02/28/07 M 5905.85 1272.54 _ 00000 1 1uuuuuuu5 03/01/07 03/31/07 03/31/07 M 5905.85 1272.54 41300.95 5685.10 _ 00000 1 2uuuuuuu6 09/01/06 09/30/06 09/30/06 M 7800.00 664.71 _ 00000 1 2uuuuuuu6 10/01/06 10/31/06 10/31/06 M 7800.00 664.71 _ 00000 1 2uuuuuuu6 11/01/06 11/30/06 11/30/06 M 7800.00 664.71 _ 00000 1 2uuuuuuu6 12/01/06 12/31/06 12/31/06 M 7800.00 664.71 _ 00000 1 2uuuuuuu6 01/01/07 01/31/07 01/31/07 M 7800.00 1714.35 ** Press Enter to View More Records ** Sub Total: 80300.95 10058.29 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PrDtl Left Right Screen 771 – Payroll Detail Inquiry by S/W Account (cont’d) Screen 771 - Payroll Detail Inquiry by S/W Account (Panel 3) 771 Payroll Detail Inquiry by S/W Account 04/05/07 15:15 FY 2007 CC 12 Screen: ___ Fiscal Yr: 2007 S/W Account: 119200 00000 << More Incl: All SA's: N Only UIN: _________ Completed: N Panel: 03 Seq Pt Hrs Wk/ Title S SAcct No No Pct Eft Code Title Description Enc Ref - ----- --- -- ------- ----- -------------------- ------- _ 00000 1 12 100.00 8877 MGR, FINANCIAL _ 00000 1 12 100.00 8877 MGR, FINANCIAL _ 00000 1 12 100.00 8877 MGR, FINANCIAL _ 00000 1 12 100.00 8877 MGR, FINANCIAL _ 00000 1 12 100.00 8877 MGR, FINANCIAL _ 00000 1 12 100.00 8877 MGR, FINANCIAL _ 00000 1 12 100.00 8877 MGR, FINANCIAL _ 00000 1 12 100.00 9151 CONTROL SPECIALIST _ 00000 1 12 100.00 9151 CONTROL SPECIALIST _ 00000 1 12 100.00 9151 CONTROL SPECIALIST _ 00000 1 12 100.00 9151 CONTROL SPECIALIST _ 00000 1 12 100.00 9151 CONTROL SPECIALIST ** Press Enter to View More Records ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PrDtl Left Right Basic Steps • Advance to Screen 771. • Type a valid salary/wage account number on the Action Line. • Indicate whether or not you wish to include all SAs and whether or not you wish to view completed payroll records. • Type additional information on the Action Line to position a particular payroll record on the first line of the display. • Press to display existing payroll information. • Press to scroll through the available payroll records. • Type an ‘X’ next to a particular line item to select it for further display on Screen 779. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Fiscal Yr: 4 digits Identify the fiscal year for which you would like to view payroll records. . S/W Account: 11 digits Indicate the account number whose payroll transactions you would like to display. Incl: 1 character All SA’s: Enter ‘Y’ if you want to include all SAs for the specified SL account selected. Only UIN: 9 digits Identify the Universal Identification Number of the person whose payroll records you would like to display from the selected account. Screen 771 – Payroll Detail Inquiry by S/W Account (cont’d) Completed: 1 character Indicate whether or not (‘Y’ or ‘N’) you wish to display completed payroll records. Screen Information Panel 1 S: 1 character Type ‘X’ to select the record for further display on Screen 779. SAcct: 5 digits Support Account (SA) number from which the funds have been encumbered. Seq No: 3 digits Signifies the number of iterations processed for the selected pay cycle. Name: 20 characters Displays the name of the person whose payroll record is being viewed. Post St: 4 characters Indicates whether the status of payroll voucher is new (NW) and not yet posted, completed (CO), in error (ER) and could not post, encumbered (EN), canceled (CN), or re-opened (RE). Voucher: 7 digits Displays the original payroll voucher number, or the corrected reference number. S/W Obj: 4 digits Identifies the object code from which the payroll voucher is issued. Sal/Wg/Lng Amount: 12 digits Displays dollar amount of the gross salary, including longevity, for the selected pay cycle. Ben Chrgd to 12 digits S/W Acct: Displays dollar amount benefits charged to the Salary/Wage account. Panel 2 UIN: 9 digits Shows the Universal Identification Number of the person whose payroll record is being displayed. Pay Prd Beg Date: 8 digits Displays the date of the first day of the pay period. Pay Prd End Date: 8 digits Displays the date of the last day of the pay period. Acct Cyl Date: 8 digits Indicates the exact date on which the payroll cycle was processed. Screen 771 – Payroll Detail Inquiry by S/W Account (cont’d) Cyl: 1 character Signifies whether the payroll cycle is for Monthly employees, Biweekly employees, or Corrections. Sal/Wg/Lng Amount: 12 digits Displays dollar amount of the gross salary, including longevity, for the selected pay cycle. Tot Benefit Amount: 12 digits Displays the dollar amount of all benefits to be processed for the selected pay cycle. Panel 3 Pt No: 2 digits Indicates TAMUS Part that is paying the selected individual. Hrs Wk/Pct Eft: 5 digits Indicates number of hours worked per week or the percent effort for the specified person. (For nonexempt employees, indicates hours worked per bi- weekly pay period; exempt staff (salaried) indicates a percent effort.) Title Code: 4 digits Displays the title code which identifies a particular position. Title Description: 20 characters Displays a description of the position for which the pay cycle is being processed. Enc Ref: 7 digits Displays the value of the user-defined reference code entered when processing the payroll transaction. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF6 Payroll Detail PrDtl Shows the payroll detail information for the selected voucher. +------------------------------------------------------------+ | | | Covered | | Type Account Earnings Amount Bank | | ========== ================= ========= ============ ===== | | S/W 119200 00000 1510 7500.00 17727 | | LNG 119200 00000 1610 300.00 17727 | | GIP-GH 119200 00000 1910 455.17 17727 | | GIP-GLR 119200 00000 1910 2.85 17727 | | ORP-SSUP 199915 00000 1956 7800.00 102.17 01834 | | ORP-SUPL 199920 00000 1957 7800.00 92.82 01834 | | WCI 119200 00000 1945 7800.00 11.70 17727 | | | | | | | | ** End of Detail List ** | +------------------------------------------------------------+ Payroll Detail by BPP Voucher Number Screen 772 is used to browse payroll detail information by BPP voucher number. You may position a particular payroll record at the top of the display by specifying a particular cycle date and social security number on the Action Line. The data displayed on Screen 772 comes directly from and reflects entries into BPP. No employee deduction information is included. If corrections are made in FAMIS and not put through BPP, they will not be reflected. To see all payroll detail, all corrections must be done in BPP. Screen 772 - Payroll Detail Inquiry by Voucher (Panel 1) 772 Payroll Detail Inquiry by Voucher 04/05/07 15:22 FY 2007 CC 02 Screen: ___ Fiscal Yr: 2007 Voucher: _______ Starting from: Cycle Dt: __________ UIN: _________ Panel: 01 More >> Seq Post Acct Cyl Pt Salary/Wage S/W S Voucher No Name St Date Cyl No Account Obj - ------- --- -------------------- ---- ---------- --- -- ------------ ---- _ 0000100 1 STAN SELENA S CO 09/15/2006 B 02 510904 00000 1715 _ 0000100 2 STAN SELENA S CO 09/15/2006 B 02 510904 00000 1715 _ 0000100 1 WARNER WREN W CO 09/15/2006 B 02 240912 00000 1720 _ 0000100 1 BLAIR BRITNEY B CO 09/15/2006 B 02 144006 00000 1740 ** Total Voucher >> _ 0000101 1 FROEHL FRANK F CO 09/15/2006 B 02 246031 10000 1710 _ 0000101 1 SPOCK SUE S CO 09/15/2006 B 02 246031 10000 1710 _ 0000101 1 ENGLE ELAN E CO 09/15/2006 B 02 215660 00000 1770 _ 0000101 1 LOREN LORINDA L CO 09/15/2006 B 02 246031 10000 1710 _ 0000101 1 HOMER HOWIE H CO 09/15/2006 B 02 130015 00000 1770 _ 0000101 1 ZNZYE ZACH Z CO 09/15/2006 B 02 130040 11010 1325 ** Total Voucher >> _ 0000102 1 DOOLE DARLENE D CO 09/29/2006 B 02 290254 00000 1715 ** Press ENTER To View More Records ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PrDtl Left Right Screen 772 - Payroll Detail Inquiry by Voucher (Panel 2) 772 Payroll Detail Inquiry by Voucher 04/05/07 15:22 FY 2007 CC 02 Screen: ___ Fiscal Yr: 2007 Voucher: _______ << More Starting from: Cycle Dt: __________ UIN: _________ Panel: 02 More >> Seq Acct Cyl Sal/Wg/Lng Ben. Chrgd Total Benefit S Voucher No Date UIN Amount to S/W Acct Amount - ------- --- ---------- --------- -------------- ------------- ------------- _ 0000100 1 09/15/2006 1uuuuuuu7 1260.00 101.31 101.31 _ 0000100 2 09/15/2006 1uuuuuuu7 756.00 60.78 60.78 _ 0000100 1 09/15/2006 5uuuuuuu9 137.34 19.28 19.28 _ 0000100 1 09/15/2006 9uuuuuuu4 312.50 .94 *Voucher 2465.84 181.37 182.31 _ 0000101 1 09/15/2006 1uuuuuuu8 2000.00 330.80 330.80 _ 0000101 1 09/15/2006 6uuuuuuu4 4000.00 561.60 561.60 _ 0000101 1 09/15/2006 7uuuuuuu8 12519.00 1006.52 1006.52 _ 0000101 1 09/15/2006 9uuuuuuu4 4000.00 661.60 661.60 _ 0000101 1 09/15/2006 9uuuuuuu9 6518.86 428.85 _ 0000101 1 09/15/2006 9uuuuuuu2 150.00 .45 *Voucher 29187.86 2560.52 2989.82 _ 0000102 1 09/29/2006 3uuuuuuu5 172.48 24.22 24.22 ** Press ENTER To View More Records ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PrDtl Left Right Screen 772 – Payroll Detail Inquiry by Voucher (cont’d) Screen 772 - Payroll Detail Inquiry by Voucher (Panel 3) 772 Payroll Detail Inquiry by Voucher 04/05/07 15:26 FY 2007 CC 02 Screen: ___ Fiscal Yr: 2007 Voucher: _______ << More Starting from: Cycle Dt: __________ UIN: _________ Panel: 03 Seq Pay Prd Pay Prd Hrs Wk/ Title S Voucher No Beg Date End Date Pct Eft Code Title Description Enc Ref - ------- --- ---------- ---------- ------- ----- -------------------- ------- _ 0000100 1 08/10/2006 08/23/2006 40.00 9220 RESEARCH ASSOCIATE _ 0000100 2 08/24/2006 08/31/2006 24.00 9220 RESEARCH ASSOCIATE _ 0000100 1 08/24/2006 08/31/2006 14.00 0332 OFFICE SOFTWARE ASST _ 0000100 1 08/24/2006 08/31/2006 50.00 7561 STUDENT WORKER I _ 0000101 1 08/01/2006 08/31/2006 1.00 7100 PROFESSOR _ 0000101 1 08/01/2006 08/31/2006 1.00 7200 ASSOCIATE PROFESSOR _ 0000101 1 09/01/2006 09/30/2006 1.00 7290 CONT ED ASSOC PROF _ 0000101 1 08/01/2006 08/31/2006 1.00 7100 PROFESSOR _ 0000101 1 08/01/2006 08/31/2006 1.00 7100 PROFESSOR _ 0000101 1 06/01/2006 07/31/2006 1.00 9221 GRAD ASST RESEARCH _ 0000102 1 08/10/2006 08/23/2006 16.00 9247 RESEARCH ASSISTANT ** Press ENTER To View More Records ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PrDtl Left Right Basic Steps • Advance to Screen 772. • Press to display all payroll records for a fiscal year by voucher number. • Type additional information on the Action Line to position a payroll record on the first line of the display and press to display existing payroll information. • Press to scroll through the available payroll records. • Type an ‘X’ next to a line item to select it for further display on Screen 779. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Fiscal Yr: 4 digits Identify the fiscal year for which you would like to view payroll records. Voucher: 7 digits Enter the voucher number for the payroll transactions to display on the first line. Starting From: Cycle Dt: 8 digits Indicate the date after which all payroll records should be displayed. UIN: 9 digits Identify the Universal Identification Number of the person whose payroll records you would like to display on the first line. Screen 772 – Payroll Detail Inquiry by Voucher (cont’d) Screen Information Panel 1 S: 1 character Indicates whether or not (‘X’ or blank) you wish to select the record for further display on Screen 779. Voucher: 7 digits Displays the voucher produced during the selected payroll cycle. Seq No: 3 digits Signifies the number of iterations processed for the selected pay cycle. Name: 20 characters Displays the name of the person whose payroll record is being viewed. Post St: 4 characters Indicates whether the status of payroll voucher is new (NW) and not yet posted, completed (CO), in error (ER) and could not post, encumbered (EN), canceled (CN), or re-opened (RE). Acct Cyl Date: 8 digits Indicates the exact date on which the payroll cycle was processed. Cyl: 1 character Signifies whether the payroll cycle is for Monthly employees, Biweekly employees, or Corrections. Pt No: 2 digits Indicates TAMUS Part that is paying the selected individual. Salary/Wage 11 digits Account: Identifies the SL-SA account from which the voucher is issued. S/W Obj: 4 digits Identifies the object code from which the voucher is issued. Panel 2 Acct Cyl Date: 8 digits Indicates the exact date on which the payroll cycle was processed. UIN: 9 digits Shows the Universal Identification Number of the person whose payroll record is being displayed. Sal/Wg/Lng Amt: 12 digits Displays dollar amount of the gross salary, including longevity, for the selected pay cycle. Ben Chrgd to 12 digits S/W Acct: Displays dollar amount benefits charged to the Salary/Wage account. Screen 772 – Payroll Detail Inquiry by Voucher (cont’d) Total Benefit 12 digits Amount: Displays the dollar amount of all benefits to be processed for the selected pay cycle. Panel 3 Pay Prd Beg Date: 8 digits Displays the date of the first day of the pay period. Pay Prd End Date: 8 digits Displays the date of the last day of the pay period. Hrs Wk/Pct Eft: 5 digits Indicates number of hours worked per week or the percent effort for the specified person. (For nonexempt employees, indicates hours worked per bi- weekly pay period; exempt staff (salaried) indicates a percent effort.) Title Code: 4 digits Displays the title code which identifies a particular position. Title Description: 20 characters Displays a title description of the position for which the pay cycle is being processed. Enc Ref: 7 digits Displays the value of the user-defined reference code entered when processing the payroll transaction. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF6 Payroll Detail PrDtl Shows payroll detail for a selected voucher number. +------------------------------------------------------------+ | | | Covered | | Type Account Earnings Amount Bank | | ========== ================= ========= ============ ===== | | S/W 215660 00000 1770 12519.00 03000 | | FICA 215660 00000 1920 12519.00 957.69 03000 | | UCI 215660 00000 1950 12519.00 11.27 03000 | | WCI 215660 00000 1945 12519.00 37.56 03000 | | | | | | | | | | | | | | ** End of Detail List ** | +------------------------------------------------------------+ Payroll Detail Records by Pay Cycle/Date Screen 773 is used to browse payroll detail information by pay cycle, date, and social security number. You may position a particular payroll record at the top of the display by specifying a particular social security number on the Action Line. Likewise, you must know the exact cycle date to retrieve the data. The data displayed on Screen 773 comes directly from and reflects entries into BPP. No employee deduction information is included. If corrections are made in FAMIS and not put through BPP, they will not be reflected. To see all payroll detail, all corrections must be done in BPP. Screen 773 - Payroll Detail Inquiry by Pay Cycle/Date (Panel 1) 773 Payroll Detail Inquiry by Pay Cycle/Date 04/05/07 15:29 FY 2007 CC 02 Screen: ___ Fiscal Yr: 2007 Cycle/Date: M 01/31/2007 UIN: _________ Panel: 01 More >> Seq Post Pt Salary/Wage S/W S UIN No Name Voucher St No Account Obj - --------- --- --------------------- ------- ---- -- ------------ ---- _ 1uuuuuuu6 1 KRALEY KAITLYN K 0xxxxx0 CO 02 455125 00000 1510 _ 1uuuuuuu3 1 LAWYER LESLIE L 0xxxxx0 CO 02 456343 00000 1325 _ 1uuuuuuu3 2 LAWYER LESLIE L 0xxxxx1 CO 02 456343 00000 1798 _ 1uuuuuuu8 1 PAULS PAULA P 0xxxxx0 CO 02 134311 24059 1410 _ 1uuuuuuu9 1 CHANCE CHARLES C 0xxxxx0 CO 02 133504 00000 1410 _ 1uuuuuuu0 1 TIPTON THOMAS T 0xxxxx0 CO 02 133506 00000 1410 _ 1uuuuuuu0 1 REELY RANDY R 0xxxxx0 CO 02 133506 00000 1410 _ 1uuuuuuu2 1 ASHER AMELIA A 0xxxxx0 CO 02 120404 00000 1110 _ 1uuuuuuu2 2 ASHER AMELIA A 0xxxxx0 CO 02 470702 07000 1110 _ 1uuuuuuu1 1 SIMMS SANDY S 0xxxxx0 CO 02 133504 00000 1410 _ 1uuuuuuu7 1 SAMPLE SHEILA S 0xxxxx0 CO 02 135002 00000 1410 _ 1uuuuuuu7 2 SAMPLE SHEILA S 0xxxxx0 CO 02 510904 00000 1410 _ 1uuuuuuu7 3 SAMPLE SHEILA S 0xxxxx0 CO 02 144018 00000 1410 ** Press ENTER To View More Records ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PrDtl Left Right Screen 773 - Payroll Detail Inquiry by Pay Cycle/Date (Panel 2) 773 Payroll Detail Inquiry by Pay Cycle/Date 04/05/07 15:33 FY 2007 CC 02 Screen: ___ Fiscal Yr: 2007 Cycle/Date: M 01/31/2007 UIN: _________ << More Panel: 02 More >> Seq Pay Prd Pay Prd Sal/Wg/Lng Ben. Chrgd Tot Benefit S UIN No Beg Date End Date Amount to S/W Acct Amount - --------- --- ---------- ---------- ----------- ----------- ----------- _ 1uuuuuuu6 1 01/01/2007 01/31/2007 4309.80 296.77 296.77 _ 1uuuuuuu3 1 01/01/2007 01/31/2007 1833.33 189.17 189.17 _ 1uuuuuuu3 2 01/01/2007 01/31/2007 18.58 0.08 0.08 _ 1uuuuuuu8 1 01/01/2007 01/31/2007 749.85 136.21 _ 1uuuuuuu9 1 01/01/2007 01/31/2007 2178.00 431.35 _ 1uuuuuuu0 1 01/01/2007 01/31/2007 9500.00 1898.59 _ 1uuuuuuu0 1 01/01/2007 01/31/2007 11200.00 2335.75 _ 1uuuuuuu2 1 01/01/2007 01/31/2007 8265.60 1572.39 _ 1uuuuuuu2 2 01/01/2007 01/31/2007 5510.40 1053.23 1053.23 _ 1uuuuuuu1 1 01/01/2007 01/31/2007 12137.00 2488.98 _ 1uuuuuuu7 1 01/01/2007 01/31/2007 3333.41 610.90 _ 1uuuuuuu7 2 01/01/2007 01/31/2007 1084.36 199.70 199.70 _ 1uuuuuuu7 3 01/01/2007 01/31/2007 2237.58 410.06 ** Press ENTER To View More Sub Total: 62357.91 1738.95 11623.18 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PrDtl Left Right Screen 773 – Payroll Detail Inquiry by Pay Cycle/Date (cont’d) Screen 773 - Payroll Detail Inquiry by Pay Cycle/Date (Panel 3) 773 Payroll Detail Inquiry by Pay Cycle/Date 04/05/07 15:36 FY 2007 CC 02 Screen: ___ Fiscal Yr: 2007 Cycle/Date: M 01/31/2007 UIN: _________ << More Panel: 03 Seq Hrs Wk/ Title S UIN No Pct Eft Code Title Description Enc Ref - --------- --- ------- ----- -------------------- ------- _ 1uuuuuuu6 1 100.00 7971 SR MARINE INSTR SPEC _ 1uuuuuuu3 1 50.00 9221 GRAD ASST RESEARCH _ 1uuuuuuu3 2 100.00 9221 GRAD ASST RESEARCH _ 1uuuuuuu8 1 5.56 7050 PROFESSOR AND HEAD _ 1uuuuuuu9 1 100.00 7503 SENIOR LECTURER _ 1uuuuuuu0 1 100.00 7200 ASSOCIATE PROFESSOR _ 1uuuuuuu0 1 100.00 7100 PROFESSOR _ 1uuuuuuu2 1 60.00 9281 ASSOC VICE PRESIDENT _ 1uuuuuuu2 2 40.00 9281 ASSOC VICE PRESIDENT _ 1uuuuuuu1 1 100.00 7100 PROFESSOR _ 1uuuuuuu7 1 17.43 7060 DISTINGUISHED PROF _ 1uuuuuuu7 2 5.67 7060 DISTINGUISHED PROF _ 1uuuuuuu7 3 11.70 7060 DISTINGUISHED PROF ** Press ENTER To View More Records ** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PrDtl Left Right Basic Steps • Advance to Screen 773. • Type a valid cycle type and cycle date on the Action Line. • Press to display all payroll records. • Type additional information on the Action Line to position a payroll record on the first line of the display and press to display existing payroll information. • Press to scroll through the available payroll records. • Type an ‘X’ next to a line item to select it for further display on Screen 779. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Fiscal Yr: 4 digits Identify the fiscal year for which you would like to view payroll records. Cycle/Date: 1 character, 8 digits Enter the payroll cycle type and date to display. UIN: 9 digits Include the Universal Identification Number of the persons whose payroll records should appear on the first line of the display. Screen Information Panel 1 S: 1 character Type ‘X’ to select the record for further display on Screen 779. Screen 773 – Payroll Detail Inquiry by Pay Cycle/Date (cont’d) UIN: 9 digits Displays the Universal Identification Number of the person whose payroll record is being viewed. Seq No: 3 digits Signifies the sequence number of iterations processed for the selected pay cycle. Name: 20 characters Displays the name of the person whose payroll record is being viewed. Voucher: 7 digits Displays the number of the voucher posted during the selected pay cycle. Post St: 4 characters Indicates whether the status of payroll voucher is new (NW) and not yet posted, completed (CO), in error (ER) and could not post, encumbered (EN), canceled (CN), or re-opened (RE). Pt No: 2 digits Indicates TAMUS Part number that is paying the selected individual. Salary/Wage 11 digits Account: Identifies the SL-SA account from which the payroll voucher is issued. S/W Obj: 4 digits Shows the salary wage object code from which the payroll voucher is issued. Panel 2 Pay Prd Beg Date: 8 digits Displays the date of the first day of the pay period. Pay Prd End Date: 8 digits Displays the date of the last day of the pay period. Sal/Wg/Lng Amt: 12 digits Displays dollar amount of the gross salary, including longevity, for the selected pay cycle. Ben Chrgd to S/W 12 digits Acct: Displays dollar amount benefits charged to the Salary/Wage account. Tot Benefit 12 digits Amount: Displays the dollar amount of all benefits to be processed for the selected pay cycle. Screen 773 – Payroll Detail Inquiry by Pay Cycle/Date (cont’d) Panel 3 Hrs Wk/Pct Eft: 5 digits Indicates number of hours worked per week or the percent effort for the specified person. (For nonexempt employees, indicates hours worked per bi- weekly pay period; exempt staff (salaried) indicates a percent effort.) Title Code: 4 digits Displays the title code which identifies a particular position. Title Description: 20 characters Displays a title description of the position for which the pay cycle is being processed. Enc Ref: 7 digits Displays the value of the user-defined reference code entered when processing the payroll transaction. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF6 Payroll Detail PrDtl Shows the payroll detail of a selected voucher. +------------------------------------------------------------+ | Covered | | Type Account Earnings Amount Bank | | ========== ================= ========= ============ ===== | | S/W 133504 00000 1410 12137.00 17001 | | FICA 121301 00000 1920 11849.95 906.52 17010 | | GIP-GH 121051 00000 1910 511.55 17021 | | GIP-GLR 121051 00000 1910 2.85 17021 | | ORP-BASE 121301 00000 1955 12137.00 728.24 17011 | | ORP-SSUP 121101 00000 1956 12137.00 158.98 17001 | | ORP-SUPL 249901 00000 1957 12137.00 144.43 03000 | | WCI 121081 00000 1945 12137.00 36.41 17001 | | | | ** End of Detail List ** | +------------------------------------------------------------+ Display Payroll Detail Record Screen 779 is used to view the payroll detail record from the BPP Payroll Detail File. From this screen, an overall picture of the payroll record is displayed. The data displayed on Screen 779 comes directly from and reflects entries into BPP. No employee deduction information is included. If corrections are made in FAMIS and not put through BPP, they will not be reflected. To see all payroll detail, all corrections must be done in BPP. Screen 779 - Payroll Detail Record Inquiry 779 Payroll Detail Record Inquiry 04/05/07 15:40 FY 2007 CC 02 Screen: ___ Fiscal YY: 2007 Cycle/Date: M 01/31/2007 UIN: 1uuuuuuu3 Seq No: 2__ Name: MARLEY MARIE M Part: 02 Source Seq: 2 Dept: PIN: A9xxx6 Iter: 01 Title: 9221 GRAD ASST RESEARCH Adloc: 02130005 S/W Acct: 456343 00000 Sal/Wg/Lng Amt: 18.58 FTE Mo Sal: 3666.66 Vchr Ref: 0003541 Benefit Amt: 0.08 Hrs Wrked: Acct Anl: 5012 Date Pd: 02/01/2007 Hrly Rate: Pay Ind.: C Pay Type: B Per Beg Dt: 01/01/2007 Lng Rate: Bud/Wage: B Pay Kind: L Per End Dt: 01/31/2007 Pct Eft: 100.00 Off Campus: Med Carrier: Posting Req: Correction Flag: ORP Carrier: Post Status: CO Previous FY: N SORP Carrier: Post Date: Sys Mem Acct: Den Carrier: Eff Acct Dt: BPP Account: 456343 00000 1798 Vchr Nbr: 03541 Payroll Enc: TAMRF Account: Federal Emp: N Reject Enc: >> Press PF11 Key to View Details << Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp PrDtl Basic Steps • Advance to Screen 779. • Type a valid fiscal year, cycle type and cycle date, Universal Identification Number (UIN), and sequence number on the Action Line. • Press to display the payroll detail record. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Fiscal YY: 4 digits Key in the fiscal year for which you would like to view payroll records. . Cycle/Date: 1 character, 8 digits Include the last day of the pay period for which you wish to see data. . UIN: 9 digits Indicate the Universal Identification Number of the persons whose payroll records to display. Screen 779 – Payroll Detail Record Inquiry (cont’d) . Seq Nbr: 3 digits Signify the number of iterations processed for the selected pay cycle. Screen Information Name: 20 characters Displays the name of the person whose payroll record is being viewed. Part: 2 digits Indicates TAMUS Part that is paying the selected individual. Source Seq: 3 digits Signifies the number of iterations processed for the selected pay cycle. Dept: 5 characters Indicates the department in which the selected position is located. PIN: 6 characters Displays the Position Identification Number. The first digit indicates which System part has budgeted the position: M=TAMU; P=PV; A=AL-RSCH; X=TAEX; E=TEES; D=TEEX; G=TAMUG; I=TTI; C=TAMUCC; L=TAMIU; B=TAMUBD. Iter: 3 digits Signifies the number of iterations processed for the selected payroll record. Title: 4 digits, 20 characters Displays the title code and description of the selected position. Adloc: 8 digits Indicates the administrative location. S/W Acct: 11 digits Identifies the SL-SA account from which the payroll voucher is issued. Sal/Wg/Lng Amt: 12 digits Displays dollar amount of the gross salary, including longevity, for the selected pay cycle. FTE Mo Sal: 7 digits Indicates the dollar amount paid to the employee, if he/she is a full time salaried employee. Vchr Ref: 7 digits Displays the number of the voucher posted during the selected pay cycle. Benefit Amt: 12 digits Displays the dollar amount of all benefits to be processed for the selected pay cycle. Hrs Wrked: 5 digits Displays the number of hours worked during the selected pay cycle. Screen 779 – Payroll Detail Record Inquiry (cont’d) Acct Anl: 4 digits Controls the posting of the payroll expense and benefits to the correct fiscal accounts. Date Pd: 8 digits Indicates the date the person received their paycheck (or electronic transfer) for the selected pay cycle. Hrly Rate: 12 digits Indicates the dollar amount per hour the selected person earns. Pay Ind: 1 character Identifies the payroll cycle and type of employee being paid (Full time/Part time/Student). Pay Type: 1 character Identifies the type of payroll processing performed during the selected pay cycle. See the Corrections, Cancellations, and Adjustments section for more detail. Per Beg Dt: 8 digits Displays the date of the first day of the pay period. Lng Rate: 5 digits Indicates the rate at which employees earn longevity. (FTE longevity rate if full- time employee) Bud/Wage: 1 character Indicates whether the job is a Budgeted or Wage-earning position. Pay Kind: 1 character Indicates whether State or Local funding is used. Per End Dt: 8 digits Displays the date of the last day of the pay period. Pct Eft: 5 digits Indicates the percent effort (percent of a 40 hour work week) on this account for the specified person. Off Campus: 1 character Indicates whether or not the position is located off of the main TAMU campus. Med Carrier: 2 digits Displays the code that identifies the type of health insurance for the person. Posting Req: 1 character Indicates whether or not posting is required for the payroll voucher. Correction Flag: 1 character Indicates whether or not the selected pay cycle is a correction cycle. Screen 779 – Payroll Detail Record Inquiry (cont’d) ORP Carrier: 2 digits Displays the code that identifies the type of ORP vendor for the person. Post Status: 4 characters Indicates whether the status of payroll voucher is new (NW) and not yet posted, completed (CO), in error (ER) and could not post, encumbered (EN), canceled (CN), or re-opened (RE). Previous FY: 1 character Shows if previous fiscal year. SORP Carrier: 2 digits Displays the code that identifies the type of SORP vendor for the person. Post Date: 8 digits Shows the date the payroll voucher was posted. Sys Mem Acct: 15 digits Identifies the original SL account from System member before it was converted/distributed to a RF account number. Den Carrier: 2 digits Identifies the dental carrier. Eff Acct Dt: 8 digits Displays the batch date the record was posted to the FT file and completed. BPP Account: 15 digits Identifies the SL-SA account from which the payroll voucher is issued. Vchr Nbr: 5 digits Displays the last 5 digits of the BPP voucher reference number. Payroll Enc: 12 digits Indicates the "projected" encumbrance that this record will liquidate. TAMRF Account: 15 digits Cross references the TAMRF SL/SA account. Note: This field is used by TAMUS members (not TAMRF). Federal Emp: 1 character Indicates 'Y' or 'N' if person is a Federal employee. Reject Enc: 12 digits Indicates the encumbrance reference under which the rejected encumbrance is posted. Screen 779 – Payroll Detail Record Inquiry (cont’d) Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF6 Payroll Detail PrDtl Shows the payroll detail of a selected voucher. +------------------------------------------------------------+ | Covered | | Type Account Earnings Amount Bank | | ========== ================= ========= ============ ===== | | S/W 456343 00000 1798 18.58 03000 | | UCI 456343 00000 1950 18.58 0.02 03000 | | WCI 456343 00000 1945 18.58 0.06 03000 | | | | | | | | ** End of Detail List ** | Payroll Encumbrances by Vendor/UIN Screen 750 is used to search payroll open commitments (encumbrances) by vendor ID or UIN. Payroll encumbrances may also be viewed on Screens 22, 62, and 69. Only encumbrances for UINs may be selected. Screen 750 - Open Commitments by Vendor/UIN 750 Open Commitments By Vendor/UIN 04/05/07 15:44 FY 2007 CC 02 Screen: ___ Vendor/UIN: 1uuuuuuu6__ Enc S Vendor/UIN Description Acct SAcct Obj Ref No Typ Current Amt - ----------- ------------------- ------ ----- ---- ------- - -------------- _ 7uuuuuuu7 BENEFIT ENCUMBRANCE 289190 00000 1906 BENB001 5 933.36 _ 7uuuuuuu7 SALARY ENCUMBRANCE 289190 00000 1105 SAL0001 5 5920.20 _ 7uuuuuuu2 BENEFIT ENCUMBRANCE 500261 00000 1906 BENW001 5 5.52 _ 7uuuuuuu2 WAGE ENCUMBRANCE 500261 00000 1705 WAGE001 5 201.50 _ 1uuuuuuu9 SALARY ENCUMBRANCE 120404 00000 1105 SAL0001 5 36280.40 _ 7uuuuuuu9 BENEFIT ENCUMBRANCE 512025 00000 1906 BENB001 5 2680.59 _ 7uuuuuuu9 BENEFIT ENCUMBRANCE 512155 00000 1906 BENB001 5 _ 7uuuuuuu9 LONGEVITY ENCUMBRAN 200200 00000 1605 LNGB001 5 40.00 _ 7uuuuuuu9 LONGEVITY ENCUMBRAN 512025 00000 1605 LNGB001 5 200.00 _ 7uuuuuuu9 LONGEVITY ENCUMBRAN 512155 00000 1605 LNGB001 5 _ 7uuuuuuu9 SALARY ENCUMBRANCE 512025 00000 1105 SAL0001 5 10712.00 _ 7uuuuuuu9 SALARY ENCUMBRANCE 512155 00000 1105 SAL0001 5 _ 8uuuuuuu8 SALARY ENCUMBRANCE 144007 00000 1105 SAL0001 5 6981.31 _ 9uuuuuuu4 SALARY ENCUMBRANCE 130001 00000 1105 SAL0001 5 *** Press Enter to View More Open Commitments Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 750. • Type a valid social security number or vendor ID on the Action Line. An asterisk in the vendor line will prompt a search for a vendor by person name or vendor name (P/V). • Press to display the list of payroll encumbrances, beginning with those for the vendor/person identified on the Action Line. • Place an ‘X’ next to a particular line and press to select the line item to advance to Screen 751. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Vendor/UIN: 11 digits Enter the desired vendor identification number or vendor’s Universal Identification Number to place it at the top of the displayed list. Screen Information . S: 1 character Type an ‘X’ next to a vendor and SSN to select it and view additional information. Screen 750 – Open Commitments by Vendor/UIN (cont’d) Vendor/UIN: 11 characters Displays the vendor identification number or Universal Identification Number. Description: 19 characters Identifies the person or vendor for whom the payroll funds have been encumbered. Acct: 6 digits Subsidiary Ledger (SL) account number from which the funds have been encumbered. SAcct: 5 digits Support Account (SA) number from which the funds have been encumbered. Obj: 4 digits Indicates the object code for which funds have been encumbered. Ref No: 7 characters Displays the user-defined sequence reference number identifying the payroll transaction. Enc Typ: 1 character Identifies from which part of the FAMIS system the encumbrances comes. Encumbrance types are: 1,2,3,4 = Payroll for Research Foundation P,L = Purchasing F = FRS Current Amount: 14 digits Indicates the current amount of commitment by vendor. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Display Payroll Items to be Posted This screen is used only by TAMRF (Research Foundation). Screen 764 is used to display all payroll items that have not yet been posted. You may choose a particular payroll item for further display on Screen 765. Screen 764 - Payroll Detail to be Posted 764 Payroll Detail To Be Posted 04/05/07 15:46 FY 2007 CC 99 Screen: ___ Starting From: Fiscal YY: ____ UIN: _________ Include Only: Sys Mbr: __ Cyl/Dt: _ __________ Vchr: _______ BPP Ac: ______ RA: _________ Post St: __ Acct: ______ _____ Seq Post Sys Acct Cyl BPP S FY UIN No St Name Mbr Cyl Date Voucher Account - ---- --------- --- -- ------------------ --- --- ---------- ------- ------- _ 2006 6uuuuuuu4 5 EN LAWLEY LISA L 06 B 08/04/2006 0604224 499999 _ 2006 6uuuuuuu4 5 EN LAWLEY LISA L 06 B 08/18/2006 0604260 499999 _ 2007 1uuuuuuu0 1 EN TRANT TERRANCE T 12 M 03/31/2007 1203758 040100 _ 2007 1uuuuuuu3 1 EN BERRY BRENDA B 02 M 02/28/2007 0203668 455124 _ 2007 1uuuuuuu3 1 EN BERRY BRENDA B 02 M 03/31/2007 0203776 455124 _ 2007 1uuuuuuu0 1 EN CARLY CHARLENE C 02 B 03/30/2007 0203740 455124 _ 2007 1uuuuuuu0 2 EN CARLY CHARLENE C 02 B 03/30/2007 0203740 455124 _ 2007 1uuuuuuu0 3 EN CARLY CHARLENE C 02 B 03/30/2007 0203740 455124 _ 2007 1uuuuuuu3 1 EN MCDOTT MIKE M 02 B 03/30/2007 0203740 455124 _ 2007 1uuuuuuu8 1 EN LYMON LORENA L 23 M 02/28/2007 2303660 480103 _ 2007 1uuuuuuu8 1 EN LYMON LORENA L 23 M 03/31/2007 2303768 480103 _ 2007 1uuuuuuu1 1 EN RHYLE RHONDA R 02 B 03/30/2007 0203740 455124 *** Press Enter to View More *** Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 764. • Press to display the all payroll items that have not yet posted. • You may position the display at a particular payroll item by specifying its fiscal year or social security number on the Action Line. • Press to display the selected payroll items that have not yet posted. • Type an ‘X’ next to a line item to select it for further display on Screen 765. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line Starting From: Fiscal YY: 4 digits Identify the fiscal year for which you would like to view payroll records. UIN: 4 digits Indicate the Universal Identification Number of the person whose payroll records you would like to display. Include Only: Sys Mbr: 2 digits Indicate the TAMUS Part whose payroll records you wish to display. Screen 764 – Payroll Detail to be Posted (cont’d) Cyl/Dt: 1 character, 8 digits Include the cycle type and date whose payroll records you would like to display. Vchr: 7 digits Indicate the voucher number of the payroll record you wish to display. BPP Ac: 6 digits Identify the SL account from which BPP issues the payroll voucher. RA: 9 digits Enter the UIN of the person responsible for the account. Post St: 2 characters Indicate the desired post status to be displayed. Acct: 11 digits Identify the desired account number to be displayed. Screen Information S: 1 character Type an ‘X’ next to a specific fiscal year and SSN to select it and view additional information. FY: 4 digits Identifies the fiscal year of detail to be posted. UIN: 11 characters Displays the Universal Identification Number of the person whose payroll record is being viewed. Seq No: 3 digits Signifies the number of iterations processed for the selected pay cycle. Post St: 4 characters Indicates whether the status of payroll voucher is new (NW) and not yet posted, completed (CO), in error (ER) and could not post, encumbered (EN), canceled (CN), or re-opened (RE). Name: 20 characters Displays the name of the person whose payroll record is being viewed. Sys Mbr: 2 digits Indicates TAMUS Part that is paying the selected individual. Cyl: 1 character Signifies whether the payroll cycle is for Monthly employees, Biweekly employees, or Corrections. Acct Cyl Date: 8 digits Indicates the exact date on which the payroll cycle was processed. Screen 764 – Payroll Detail to be Posted (cont’d) Voucher: 7 digits Displays the number of the voucher posted during the selected pay cycle. BPP Account: 15 digits Identifies the account from which BPP issues the payroll voucher. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Section VI Payroll Control Screens Payroll Control Accounts and Banks Payroll Clearing Accounts Payroll clearing accounts are defined by each TAMUS Part in the Chart of Accounts. They must be maintained as part of the payroll interface on Screen 823. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 823 - Payroll Interface Control Record 823 Payroll Interface Control Record 04/05/07 15:52 FY 2007 CC 02 Screen: ___ -------------- GL Clearing Accounts ------------- ------- Banks -------- Central Payroll: 0111242400 Central Payroll: 06003 Accounts Payable State Paid Revolving: 0111011150 Revolving: 06000 Payroll State Paid Revolving: 0111011150 Payroll transfer Monthly State Employee Gross Pay: 0111252400 to Local bank: 06003 Biweekly State Employee Gross Pay: 0111252400 Monthly State Employer Payments: 0111262210 Primary Local: 06000 Biweekly State Employer Payments: 0111262210 Cancellation Clearing Account: 0111291610 Work Station: M Negative Payroll Check Clearing Acct: 0016031610 Due from other Parts GL Account: 011100 Extended Pay Plan Account: 0111352500 Cash Voucher Clearing Account: 0010051615 Change Source Funds Clearing Account: 0010181610 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp TAMU'S PAYROLL CLEARING ACCOUNTS (use as a guide) Screen 823 Account Account Name Central Payroll: 0-11124-2400 CENTRAL PAYROLL Accounts Payable State Paid Revolving: 0-11101-1150 REVOLVING FUND RECEIVABLE Payroll State Paid Revolving: 0-11101-1105 REVOLVING FUND RECEIVABLE Monthly State Employee Gross Pay: 0-11125-2400 GROSS PAY MONTHLY P/R Biweekly State Employee Gross Pay: 0-11125-2400 GROSS PAY MONTHLY P/R Monthly State Employer Payments: 0-11126-2210 MONTHLY EMPLOYER PAYMENTS Biweekly State Employer Payments: 0-11126-2210 MONTHLY EMPLOYER PAYMENTS Cancellation Clearing Account: 0-11129-1610 CANCELLATIONS - CLEARING LOCAL Negative Payroll Check Clearing Acct: 0-01603-1610 NEGATIVE CHECK CLEARING ACCOUNT Due from other Parts GL Account: 0-11100 PAYROLL DUE FROM OTHER PARTS Extended Pay Plan Account: 0-11135-2500 9 MONTH OVER 12 DEPOSITS Cash Voucher Clearing Account: 0-01005-1615 CLEARING ACCT TRANSUITE OVER/SHORT Change Source Funds Clearing Account: 0-01018-1610 CLEARING-CHANGE SOURCE OF FUNDS Central Payroll (BANK): B06003 TAMU - PAYROLL Revolving (BANK): B06000 TAMU - ACCOUNTS PAYABLE Payroll transfer to Local Bank: B06003 TAMU - PAYROLL Primary Local (Bank): B06000 TAMU - ACCOUNTS PAYABLE Screen 823 – Payroll Interface Control Record (cont’d) Basic Steps • Advance to Screen 823. • Type information in the fields, as desired, and press to record the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Screen Information The following fields are entered only by the FAMIS Team GL Clearing Accounts Central Payroll: 10 digits Enter the GL account number and account control that is used for local funds payroll checks. Accounts Payable 10 digits State Paid Indicate the GL account and account control used for the “due from State Revolving: Comptroller” revolving vouchers in AP. Payroll State Paid 10 digits Revolving: Enter the GL clearing account and account control used for gross pay amounts for the monthly payroll. Monthly State 10 digits Employee Gross Signify the account used to collect the gross pay amounts for monthly Pay: employees paid by state funds. Biweekly State 10 digits Employee Gross Enter the GL clearing account and account control used for gross pay amounts Pay: for the biweekly payroll. Monthly State 10 digits Employer Type the GL clearing account for employer monthly payroll payments Payments: (benefits). Biweekly State 10 digits Employer Enter the GL clearing account for employer biweekly payroll payments Payments: (benefits). Cancellation 10 digits Clearing Account: Include the account used to post transactions reflecting payroll cancellation activity entered in BPP. These usually result from BPP pay types C & E. Negative Payroll 10 digits Check Clearing Enter the GL clearing account credited when payroll interface encounters a Account: negative payroll check. This usually results from use of an incorrect pay type in BPP. If activity in BPP causes a ‘negative check’, FAMIS posts activity to this account. Screen 823 – Payroll Interface Control Record (cont’d) Due from other 6 digits Parts GL Account: Indicate the GL account used for the “Due From Other Parts”. Account controls used follow the pattern 18xx, where xx is the Part number. Extended Pay 10 digits Plan Account: Enter account number that accumulates dollars in reserve for payments in the extended pay plan. Cash Voucher 10 digits Clearing Account: Indicate which account number should be used in processing cash vouchers. Change Source 10 digits Funds Clearing Enter clearing account number to be used when processing a change source Account: of funds transaction. Banks Central Payroll: 5 digits Type the bank number used for processing payroll checks. Revolving: 5 digits Indicate the revolving bank number for the “due from State Comptroller” transactions. Not used by the payroll programs. Payroll transfer to 5 digits Local Bank: Enter the local bank number to facilitate payroll transactions involving federal funds. Primary Local: 5 digits Shows primary disbursement bank, set on Screen 821. Work Station: Help 1 character Indicate the payroll work station defined by BPP: M = Texas A&M University (HSC/TVMDL) N = Texas A&M University at Texarkana P = Prairie View A&M University R = Texas A&M University - Commerce S = System Administrative & Gen Office T = Tarleton State University W = West Texas A&M University X = Texas Agri Extension Srvc Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Screen 823 – Payroll Interface Control Record (cont’d) Payroll Bank Accounts Payroll bank accounts are defined by each TAMUS Part on Screen 28. However, they must be maintained as part of the payroll interface on Screen 823. Screen 28 – Create/Maintain Bank Accounts 028 Create/Maintain Bank Accounts 01/15/04 16:38 FY 2004 CC 02 Screen: ___ Account: B03004 ____ BANK OF AMERICA REVOLVING FUND Account Title: BANK OF NATIONS REVOLVING FUND_____ Long Description: BANK OF NATIONS REVOLVING FUND DEMAND___ ________________________________________ Local Bank Information State Appropriation Information -------------------------- ------------------------------- Account No: 99900-0111-5 Appropriation Year: ____ Contact: CARA CARLEY_________ Fund: ____ Contact Phone: 222 211 3333 Ext: ____ Appropriation Number: _____ ABA Number: __________ LType: BC02 Agency Code: ___ Check Stock: __________ Cost Center: _____ Bank Name: BANK OF AMERICA, N.A.___________________ SType: ____ Old Account: B00004_________ Comments: USE OF B00004 WILL TERMINATE ON 07-01-92____________________ THIS IS A CONTROLLED DISBURSEMENT ACCOUNT___________________ ____________________________________________________________ ____________________________________________________________ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp TAMU'S PAYROLL BANKS (use as a guide) B03000 Local Funds - Demand B03004 Revolving Funds - Demand B03003 Central Payroll - Demand B00060 Payroll Transfer to Local Bank Employer Payment Credit Accounts Benefits – Local Funds Screen 830 identifies the accounts that are credited by the payroll interface for the employer paid local funds benefits. These are the liability accounts that accumulate the local funds due to benefit vendors. These accounts will be cleared with the Equity Transfer Process. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 830 - Employer Payment Credit Account Table 830 Employer Payment Credit Account Table 04/05/07 15:52 FY 2007 CC 02 Screen: ___ BPP Benefit Credit BPP Benefit Credit Type Type Account Type Type Account 1 CSRS CSRS 000000-0000 16 ORP ORP-BASE 011108-2210 2 N/A EOASI 011113-2210 17 ORP ORP-SSUP 011108-2210 3 OASI FICA 011111-2210 18 ORP ORP-SUPL 011108-2210 4 FIM FIM 000000-0000 19 SORP SORP-BASE 011108-2210 5 FIR FIR 000000-0000 20 SORP SORP-SSUP 011108-2210 6 ADD GIP-ADD 011103-2210 21 SORP SORP-SUPL 011108-2210 7 DEN GIP-DTL 011122-2210 22 TRS TRS 011110-2210 8 MED GIP-GH 011149-2210 23 TRS TRS-CARE 011148-2210 9 OL GIP-GLO 011106-2210 24 TRS TRS-SURC 011148-2210 10 BL GIP-GLR 011106-2210 25 TRS TRS90 011148-2210 11 MED GIP-HMO 011149-2210 26 UCI UCI 270370-0532 12 LTD GIP-LTD 011104-2210 27 WCI WCI 011117-2210 13 VIS GIP-VIS 011145-2210 28 -____ 14 N/A LUMP-SUM -____ 29 -____ 15 ORP ORP -____ 30 -____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Multiple benefits may be credited to a single account. For example, the GIP-GLO, and GID-GLR are both designated to account 011106. However, it is best to assign separate liability accounts (such as ORP - account 011110 and TRS - account 011119) in order to facilitate the reconciliation process. Screen 830 – Employer Payment Credit Account Table (cont’d) TAMU'S LIABILITY ACCOUNTS (use as a guide) BPP Type Benefit Type Credit Account Account Name CSRS CSRS 000000-0000 N/A EOASI 011113-2210 EOASI - EMPLOYER'S SHARE OF OASI OASI FICA 011111-2210 FICA CONTRIBUTIONS FIM FIM 000000-0000 FIR FIR 000000-0000 ADD GIP-ADD 011103-2210 GROUP ADD INSURANCE PREMIUM_ DEN GIP-DTL 011122-2210 GROUP DENTAL INSURANCE PAYABLE_ MED GIP-GH 011149-2210 GROUP MEDICAL INSURANCE OL GIP-GLO 011106-2210 GROUP LIFE INSURANCE PREMIUM BL GIP-GLR 011106-2210 GROUP LIFE INSURANCE PREMIUM MED GIP-HMO 011149-2210 GROUP MEDICAL INSURANCE LTD GIP-LTD 011104-2210 GROUP DISABILITY INSURANCE VIS GIP-VIS 011145-2210 GIP - VISION BENEFIT N/A LUMP-SUM ORP ORP ORP ORP-BASE 011108-2210 ORP STATE MATCHING ORP ORP-SSUP 011108-2210 ORP STATE MATCHING ORP ORP-SUPL 011108-2210 ORP STATE MATCHING SORP SORP-BASE 011108-2210 ORP STATE MATCHING SORP SORP-SSUPL 011108-2210 ORP STATE MATCHING SORP SORP-SUPL 011108-2210 ORP STATE MATCHING TRS TRS 011110-2210 TRS/ ORP CLEARING TRS TRS-CARE 011148-2210 TRS SURCHARGE CLEARING TRS TRS-SURC 011148-2210 TRS SURCHARGE CLEARING TRS TRS90 011148-2210 TRS SURCHARGE CLEARING UCI UCI 270370-0532 UCI RESERVE WCI WCI 011117-2210 WORKER'S COMPENSATION COLLECTION Basic Steps • Advance to Screen 830. • Enter/modify credit accounts and press to record information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Screen Information BPP Type: 4 characters Displays code used by Budgets and Payroll Processing to identify a benefit type. Benefit Type: 10 characters Identifies the type of benefit to be credited by the payroll interface. Credit Account: 10 digits FAMIS Team Entry Only Indicate account to be credited for the employer paid local funds benefits. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Employee Deductions & Insurance/Benefits Liability Accounts Insurance and Benefits Participants After the last payroll of each month (generally between the 20th and the 25th of the month), the BPP system provides a file of retirees who have been billed for their insurance by BPP. The State contribution for retirees does not flow through the BPP system; however, BPP Report 7511 provides the dollar amount of the State contribution. This information is used to pay the carriers. Screen 837 identifies the accounts that are credited by the payroll interface for the employee deductions, insurance and benefits billing system. TAMUS Parts may then prepare vouchers from these accounts to pay the benefit carriers. These accounts may be set to the same accounts as the local funds benefit liability accounts (Screen 830), if desired. This screen is maintained and updated by FAMIS Services. The information is campus specific. Screen 837 - Employee Deduction, Insurance/Benefits Liability Accounts 837 Employee Deduction, Insurance/Benefits Liability Accounts 04/05/07 15:53 FY 2007 CC 02 Screen: ___ Ins/Deduct Ins/Deduct Type Account Type Account 1 ADD 011103 2210 16 ORP 011107 2210 2 BL 011106 2210 17 SORP 011107 2210 3 OL 011106 2210 18 DCP 011154 2210 4 DL 011106 2210 19 DCPL 011154 2210 5 MED 011149 2210 20 WCI 011117 2210 6 DEN 011122 2210 21 RTH 011142 2210 7 LTD 011104 2210 22 ______ ____ 8 LTCE 011123 2210 23 ______ ____ 9 LTCS 011123 2210 24 ______ ____ 10 VIS 011145 2210 25 ______ ____ 11 FIT 011116 2210 26 ______ ____ 12 OASI 011112 2210 27 ______ ____ 13 OAHI 011112 2210 28 ______ ____ 14 ANU 011115 2210 29 ______ ____ 15 TRS 011109 2210 30 ______ ____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Multiple benefits may be credited to a single account. For example, the BL and OL are both designated to account 011106. Screen 837 – Employee Deduction, Ins./Benefits Liab. Accounts (cont’d) Basic Steps • Advance to Screen 837. • Enter/modify the account number for Ins/Deduct Type and press to record information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Screen Information Ins/Deduct Type: 10 characters Identifies the type of benefit to be credited by the payroll interface. Account: 10 digits FAMIS Team Entry Only Enter the account number to be credited by the payroll interface for the specified insurance or benefits billings. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. InterAgency Payment Account Table Screen 839 displays the account numbers used for the InterAgency payments. This screen is maintained and updated by FAMIS Services. The state reimburses FICA and ORP to each agency. If one agency paid full FICA and ORP, the other agency must send the state reimbursements to the paying agency. FAMIS posts "Due To/Due From" accounting entries to reflect the change in equity between Parts. SOBA processes the actual transfer of equity. The job to post the equity transfers for FICA, ORP and SORP is PMIAP (Payroll Month-end Inter- Agency Payments). This runs the same night as your PMEND. From this process, you will see a new report, FBPR017, which shows the accounting entries. (Note that this is VERY similar to the FBPR009 currently in use for other such payroll accounting entries.) These accounting entries have either 06x or 04x transaction codes depending on your process. For example, Members who use a GL account for both the debit and credit side of the entry, a 06x (JE) transaction will be posted. For those who use a GL account and a Bank account, a 04x (disbursement) entry will be posted. There are two batch headers: IAP001 for Due From entries and IAP002 for Due To entries. FAMIS Screen 839 displays the account fields used for this process. If you choose, you may separate the FICA into STATE and LOCAL entries by using two different debit/posting accounts. This separation is reflected in the description on both the transactions and the FBPR017 report. If only one FICA account is used, the STATE and LOCAL portions are combined into one description and transaction. Screen 839 – InterAgency Payment Account Table 839 InterAgency Payment Account Table 04/09/07 15:17 FY 2007 CC 02 Screen: ___ Posting or Offset or Posting or Offset or Payment Due To/From Bank Payment Due To/From Bank Type Account Account Type Account Account 1 FICA ______ 2210 ______ 1206 16 ______ ____ ______ ____ 2 FICA-LOCAL 011111 2210 034992 1206 17 ______ ____ ______ ____ 3 FICA-STATE 011119 2210 034992 1206 18 ______ ____ ______ ____ 4 ORP 011108 2210 034992 1206 19 ______ ____ ______ ____ 5 PAYROLL 011100 ____ 034992 1206 20 ______ ____ ______ ____ 6 SORP 011108 2210 034992 1206 21 ______ ____ ______ ____ 7 ______ ____ ______ ____ 22 ______ ____ ______ ____ 8 ______ ____ ______ ____ 23 ______ ____ ______ ____ 9 ______ ____ ______ ____ 24 ______ ____ ______ ____ 10 ______ ____ ______ ____ 25 ______ ____ ______ ____ 11 ______ ____ ______ ____ 26 ______ ____ ______ ____ 12 ______ ____ ______ ____ 27 ______ ____ ______ ____ 13 ______ ____ ______ ____ 28 ______ ____ ______ ____ 14 ______ ____ ______ ____ 29 ______ ____ ______ ____ 15 ______ ____ ______ ____ 30 ______ ____ ______ ____ Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Screen 839 – InterAgency Payment Account Table (cont’d) Basic Steps • Advance to Screen 839. • Enter/modify the table information as needed and press to record the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Screen Information Payment Type: 10 characters Identifies the type of payment. Posting or Due To/ 10 digits FAMIS Team Entry Only From Account: Enter the account number for the posting or due to/from account, Offset or 10 digits FAMIS Team Entry Only Bank Account: Include the appropriate offset or bank account number. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Person Information The FAMIS person file is built through two mechanisms: • Manual entry on Screen 850, as seen below. • Through an upload (ZBAU610) of a BPP file that contains records of persons paid through the TAMUS payroll system. Budgeted personnel are generally included as well as anyone paid through a restricted account. FAMIS security cannot be established for a person unless they have a record on the person file. If a person’s name does not display in the file, you may enter the record using this screen. This screen is updated and maintained by each campus. The information is available to all TAMUS members and is not campus specific. Screen 850 – FRS Person Information 850 Person Information 01/23/09 15:34 CC 02 Screen: ___ Person: 4uuuuuuu2 Inactive: _ Delete: _ (Y/N) Person's Name: (Last) CARSON________ (First) COLLEEN ___ (MI) C (Suffix) _____ (Prefix) _____ SSN: 4ss-ss-sss4 Title Code: 8185 ANALYST Phone: 979-458-9999 ____ Date Hired: 07/08/2004 Gender: F FAX: 979-458-8888 Adloc Part: 01 Acct: 271030 Suffix: _ BPP phone: 979-458-9898 Home CC Dept S-Dept Address: FAMIS SERVICES________________ Mail Cd: C1144 01 INRE_ FAMIS 200 TECHNOLOGY WAY #2180______ __ _____ _____ ______________________________ __ _____ _____ City: COLLEGE STATION State: TX Zip: 778453424 Country: ___ Routing Email Prefs *** EPA PI/Researcher: _ Email from BPP: N Notify Freq: _ _ E-Mail: ccarson@tamu.edu___________________________ ______ Type: N N Printer Default: ______________________________ Voided Apps: N N Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 850. • Enter a valid Universal Identification Number (UIN) or last name to locate the desired person’s information. You may also type an asterisk (*) in this field to view a pop-up display of matching names from which to select. • Press to view or record the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Person: Help 9 digits Enter the person’s Universal Identification Number (UIN). You may also type an asterisk (*) to search for a name. Screen 850 – Person Information (cont’d) Inactive: 1 character Type ‘Y’ to make the selected person inactive. This field can only be set by security officers. Delete (Y/N): 1 character Enter ‘Y’ to delete the person’s record from the person file. Screen Information Person’s Name (Last): 20 characters Identify the person’s last name. (First): 10 characters Enter the person’s first name. (MI): 1 character Include the person’s middle initial, if any. (Suffix): 4 characters Provide the suffix of the person, if any. (Prefix): 4 characters Enter the prefix of the person, if any. SSN: 9 digits Displays the person’s Social Security Number. Title Code: Help 4 digits Include the person’s title code as provided by TAMUS. Phone: 10 digits Enter the phone number of the person. Date Hired: 8 digits Include the date the person began working for The Texas A&M University System. Gender: 1 digit Identify the gender of the person. FAX: 10 digits Provide the person’s FAX number, if desired. Adloc Part: Help 2 digits Enter the adloc (administrative location) for the person. Acct: 6 digits Identify the account number from which the person is paid. Screen 850 – Person Information (cont’d) Suffix: 1 character/digit Enter a code, if needed, to further separate the Adloc. BPP phone: 10 digits Shows the phone number listed in BPP. Home CC: Help 2 digits Include the home campus code of the person. Dept: 5 digits Identify the department where the person works. S-Dept: 5 digits Enter the sub-department where the person works. Address: 3 lines (30 characters/digits each) Include the business address of the department where the person works. Mail Cd: Help 4 digits Enter the on campus mail code of the department where the person works. City: 30 characters Identify the city where the department is located. State: Help 2 characters Include the state in which the department is located. Zip: 9 digits Provide the ZIP Code + 4 digits of the department. Country: Help 3 characters Include the country of the person. Routing Email Prefs (*** or EPA) Notify Freq: 1 character Identifies the frequency of the person’s inbox notification: D = Daily E = Every Document W = Weekly Type: 1 character Indicates the email notification type: A = Approvals Only N = None (no email) Y = All (include notifications) UIN Verification Screen 858 is used to display and verify entries in the UIN (Universal Identification Number) Table maintained by BPP. You should use this screen for name searches before assigning a new UIN. Screen 858 – UIN Verification 858 UIN Verification 04/12/07 14:33 CC 02 Screen: ___ UIN: 8uuuuuuu6 Last Name: MYERS First Name: MARTHA Middle Init: M Suffix: Social Security: 4ss-ss-sss4 Verification Date: 20061004 Gender: F Birth Date: 01/02/1953 Relation: Systems Using: EMPL Added by Modified FAMI Userid: INITLOAD Userid: Kxxxxxx1 Date: 03/29/2003 Date: 04/23/2004 Time: 12:00 AM Time: 11:19 PM System: EMPL Comments: Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 858. • Enter a valid UIN number on the Action Line, or search for name by typing the last name in the UIN: field and press . This will provide you with a pop-up window from which you may make a selection. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . UIN: 9 digits Enter a valid Universal Identification Number or type a last name for name search. Screen Information Last Name: 25 characters Shows person’s last name associated with the specified UIN number entered on the Action Line. First Name: 25 characters Identifies the person’s first name. Middle Init: 1 character Shows the middle initial of the specified person. Screen 858 – UIN Verification (cont’d) Suffix: 4 characters If provided, identifies the suffix appended to a person’s name. For example: Jr., Sr., III, IV, etc. Social Security: 9 digits Displays the person’s Social Security Number. Verification Date: 8 digits If displayed, identifies the date the SSN/UIN was assigned and verified. Gender: 1 character Shows if the person is Male (M) or Female (F). Birth Date: 8 digits Displays the person’s date of birth. Relation: 2 characters Identifies the person’s relation. For example: DA = Daughter SO = Son SP = Spouse Systems Using: 4 characters, (2 lines available) Identifies the groups using the UIN system code. For example: FAMI (FAMIS), CISD (CIS group), WARE (warehouse), DEPN (System personnel), EMPL (BPP). Added by Userid: 8 characters/digits Identifies the FAMIS Userid of the person adding the UIN information. Date: 8 digits Identifies the date the UIN was added to FAMIS. Time: 4 digits Displays the time the UIN information was added to FAMIS. System: 4 characters (4 rows available) Shows the system that added the UIN information. Modified Userid: 8 characters/digits Identifies the FAMIS Userid of the person modifying the UIN information. Date: 8 digits Shows the date modifications were made. Time: 4 digits Indicates the time a modification was made. Screen 858 – UIN Verification (cont’d) Comments: 30 characters Displays any comments entered. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. BPP Verification Screen 859 is used to display employee information from the BPP Employees File. Because of the nature of the information, few persons should be able to view this screen. Security officers can use this screen as part of the verification process for establishing or reviewing a UIN. Screen 859 – BPP Verification 859 BPP Verification 04/12/07 14:39 CC 02 Screen: ___ UIN: 8uuuuuuu6 Privacy Flag: Y Last Name: HARLEY First Name: HELEN Middle Init: H Suffix: Social Security: 4ss-ss-sss3 Title Code: 8186 ANALYST Phone Number: 979-458-5555 Date Hired: 08/08/1998 Gender: F Orig. Date Hired: 08/08/1998 Adloc Part: 01 Account: 271030 Paid Thru Date: 03/31/2007 on: 04/02/2007 Dept: INRE Sub-Dept: FAMIS Address: FAMIS SERVICES Last Modified: 09/18/2003 200 TECHNOLOGY WAY, AMSB 2147 City: COLLEGE STATION State: TX Zip: 77845 3424 Mail Stop: 1144 Country: E-mail Address: hharrison@tamu.edu Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Basic Steps • Advance to Screen 859. • Enter a valid UIN number on the Action Line, or search for name by typing the last name in the UIN: field and press . You may also type an asterisk (*) in this field. This will provide you with a pop-up window from which you may make a selection. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . UIN: 9 digits Enter a valid Universal Identification Number (UIN), or type a last name for name search. Screen Information Privacy Flag: 1 character ‘Y’ indicates the employee has requested that personal information is private and not to be released to the public. Last Name: 25 characters Displays the person’s last name. Screen 859 – BPP Verification (cont’d) First Name: 25 characters Identifies the person’s first name. Middle Init: 1 character Shows the middle initial of the specified person. Suffix: 4 characters Identifies the suffix appended to a person’s name. For example: Jr., Sr., III, IV, etc. Social Security: 9 digits Displays the person’s Social Security Number. Title Code: 4 digits / 15 characters Shows the title code and position title. Phone Number: 10 digits Identifies the employee’s office phone number. Date Hired: 8 digits Displays the date the employee was hired. Gender: 1 character Shows the person’s gender: male (M) or female (F). Orig. Date Hired: 8 digits If this employee has previous employment within TAMUS, the original hire date will be displayed. Adloc Part: 2 digits Shows the address location (campus code) for the employee. Account: 6 digits Displays the account number used for paying the salary. Paid Thru Date: 8 digits Identifies the pay cycle end date for the most recent paycheck. On: 8 digits Shows the date the paycheck was issued. Dept: 5 digits Shows the department where the person works. Sub-Dept: 5 digits Indicates the sub-department where the person works. Address: 30 characters / digits Provides the business mailing address for the employee. Screen 859 – BPP Verification (cont’d) Last Modified: 8 digits Displays the date information for the employee was last modified. City: 30 characters Identifies the city where the department is located. State: 2 characters Provides the state in which the department is located. Zip: 9 digits Provides the ZIP Code + 4 digits of the department. Mail Stop: 4 digits Identifies the on-campus mail code for the person’s department. Country: 2 characters Includes the country where the department is located. E-Mail Address: 30 characters Identifies the person’s E-mail address. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. Department Table Maintenance FAMIS provides a table of valid departments for each campus. These department codes are used extensively throughout FAMIS. Both FRS and FFX modules utilize this table. This table is not fiscal year dependent--any changes you make will affect any open year. Screen 860 is used to add a new department to FAMIS by authorized personnel. You can also modify information on existing departments and expire a department to make it inactive. Departments cannot be deleted. Also note that: • School/College – This is the only screen where you can update this field. It will not be a protected field for anyone who has update access to the screen. The School/College: field is also protected if you are trying to modify it on a sub-department. Remove it from the department and all its sub-departments by taking the college off of the department (FISA or FISC). The change will ripple to all of the sub-departments. • EPA Allow Flag – controls the creation on EPA documents and was added for Form 500 processing. Entering ‘Y’ allows the department to create EPA documents, which will be routed through the department. If the flag is off (‘N’ or blank), you will still be able to view payroll data in CANOPY, provided you have the appropriate security clearance to do so. • Purchasing Trn Flag – if not set to ‘Y’ on this screen, FAMIS does not recognize that routing of purchasing documents exists for the department. • Exec Level – a code that can be used as a sort field by many of our reports to group all accounts that report to a specific level (such as a report of all accounts for a Vice President). The values are campus specific so each campus assigns their own values. This screen is maintained and updated by each campus. The information is campus specific. Screen 860 – Department Table Maintenance 860 Department Table Maintenance 07/09/09 10:25 CC 02 Screen: ___ Department: CHEM_ Sub Dept: _____ Dept Name: CHEMISTRY_______________________________ Head/Director ID: 4uuuuuuu8 Alt APO ID: 6uuuuuuu4 REYNOLDS, RENE CASH, CONNIE Head/Director Phone: 979-845-3333 Alt APO Phone: 979-845-2222 Mail Code: C3255 Building Number: 00484 Exec Level: AA Building Campus: 02 Division: CD Room: ______ School/College: SC Group Cd: _____ Off Campus Flag: N Other Loc: ____________________ Budget Sort Dept Nbr: _____ Approx. Inv. Count: _______ Allow Flags: FRS: Y EPA: Y DBR: Y DCR: Y SciQuest: _ FFX: Y TDP: _ Purch Trn Flag: Y FFX Cert. Month: 2_ Surplus: _ Maestro: Org Unit: 8464______ Parent Dept: _____ Center/Institute: __ Chemistry Mail to Dept Head: _ Other Part Nbr: __ Dept Office: CHEMISTRY General Comments: Y Other Part Dept: _____ Dept View: CHEMISTRY Hit Other Part Sub Dept: _____ Exec Office: FFX Comments: Y Dept Expiration Date: __________ Exec View: Hit Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Audit Dload GenCm FFXCm A department can’t be deleted, it can only be “expired” by entering the expiration. Screen 860 – Department Table Maintenance (cont’d) Basic Steps • Advance to Screen 860. • Enter a department code on the Action Line, and Sub Department if needed. You may also type an asterisk (*) in the Department: field to see a list of departments and subdepartments. • If the department is not listed in the pop-up box, type an “i” in the TYPE: field to search by Department ID. This will allow you to find what you are searching for if it is an active department - subdepartment. • Press to view the information. Field Descriptions (. = Required / Help = PF2, ? or * Field Help Available) Action Line . Department: Help 5 characters Enter a valid department code. Sub Dept: 5 characters Enter the sub-department, if needed. Screen Information Dept Name: 50 characters Enter the full name of the department. . Head/Director ID: 9 digits Provide the Universal Identification Number (UIN) of the department head or director. The name will be displayed when you press . Alt APO ID: 9 digits Enter the UIN of the alternate APO (accountable property officer). The name will be displayed when you press . Head/Director 10 digits Phone: Indicate the phone number of the head/director of the department. Alt APO Phone: 10 digits Provide the phone number of the alternate APO. Mail Code: Help 5 characters/digits Enter the mail code for the department. Building Number: 5 digits Identify the department’s building number. Exec Level: Help 2 characters Include the executive level of the department. Building Campus: 2 digits Identify the campus code for the building. Screen 860 – Department Table Maintenance (cont’d) Division: 2 characters Provide division code reflecting the structure of the campus. Room: 6 digits Include the room number or the floor number of the department. School/College: Help 2 characters Provide the level of organizational structure. This is the only screen where you can update this field. Group Cd: 5 characters Include the group code for the department. Used for grouping departments together for special purposes, perhaps security or reporting. Off Campus Flag: 1 character Enter ’Y’ if the department is located off campus. Other Loc: 20 characters Type ‘Y’ if the department is located in more than one location. Budget Sort Dept 4 characters Nbr: Used for AL-RSCH budget sort number. Approx. Inv. Count: 6 characters Enter the approximate inventory numbers. Allow Flags FRS: 1 character Enter ‘Y’ to indicate this department is valid for accounting in FRS. EPA: 1 character Enter ‘Y’ if the department is allowed to create EPA documents. DBR: 1 character Type ‘Y’ if the department is allowed to create Departmental Budget Requests. DCR: 1 character Enter ‘Y’ to identify that the department is allowed to create Departmental Correction Requests. SciQuest: 1 character Type ‘Y’ to identify this department is using the SciQuest application. FFX: 1 character Enter ‘Y’ to indicate this department is valid for asset control in FFX. TDP: 2 digits Enter ‘Y’ if the department is allowed to create TDP (asset transfer) documents. Screen 860 – Department Table Maintenance (cont’d) Purch Trn Flag: 1 character Type ‘Y’ to identify this department has been fully trained and is ready to use the Purchasing system. FFX Cert Month: 2 digits Indicate the month for inventory certification for this department. Surplus: 1 character Enter ‘Y’ if this is an inventory surplus department for TDP routing. Maestro Org Unit: 10 digits Identify the number of the organization unit (as determined by TEES). This is used to group departments together for reporting. Parent Dept: Help 4 characters Enter a valid FAMIS department. This allows FAMIS to identify the departmental hierarchy along with the current standard hierarchy levels (executive, department, division, college, etc.) By default the department is the parent department for a department with a subdepartment and is not modifiable. Center/Institute: Help 2 characters Used to determine if a department is a Center or Institute and to group departments together for reporting. Valid values are: Blank = Regular department CA = Center – Board Approved CG = Center – Grandfathered CN = Center – Not Board Approved IA = Institute – Board Approved IG = Institute – Grandfathered IN = Institute – Not Board Approved Mail to Dept Head: 1 character Type ‘Y’ if the department head or director wants to receive a statement. Other Part Nbr: 2 digits Include another campus code that owns part of the department inventory. Other Part Dept: 5 characters Enter the department on another campus code that owns part of the department inventory. Other Part 5 characters Sub Dept: Enter the other FAMIS member’s sub-department, if needed. Dept Expiration 8 characters Date: Provide the date the department expires. Screen 860 – Department Table Maintenance (cont’d) Dept Office: 10 characters Shows the office for Routing & Approvals that governs this department. Dept View: 10 characters Indicates the electronic view within the electronic office for Routing & Approvals that governs this department. Exec Office: 10 characters Shows the executive office for Routing & Approvals that governs this department. Exec View: 10 characters Shows the electronic view within the executive office for Routing & Approvals that governs this department. General Comments: 1 character ‘Y’ indicates general comments have been entered. FFX Comments: 1 character Displays ‘Y’ if comments have been entered for Fixed Assets. Additional Functions PF KEYS See the Appendix for explanations of the standard PF Keys. PF7 Audit Information Audit Displays the departmental table audit information. PF9 Download Dload Download information from this screen using Entire Connection. PF10 General Comments GenCm View any general comments. PF11 Fixed Assets Comments FFXCm Shows any fixed assets comments. Screen 860 – Department Table Maintenance (cont’d) Section VII Appendix Payroll Batches Payroll information is fed to FAMIS from files prepared in BPP. This information is loaded in various FAMIS batches that can be seen on Screens 24 and 27. This provides you the ability to view payroll data as it is posted into accounting. Payroll batches have standard batch headers assigned that allow easy recognition for payroll data. Many batch references begin with “PAY” as the first three characters. The ACH batches begin with “ACH” and the State Benefit Vouchers are posted with a batch header beginning with “BEN”. For example: On Screen 24, entering "PAY" on the Action Line and pressing will access a listing of all payroll batches. Typing an "X" in the Select field, next to the desired batch, and pressing will take the user to Screen 27 where detailed batch information is provided. Payroll Batch Reference Coding • All payroll batch references begin with “PAY”. • Next is a “B” for biweekly payrolls OR an “M” for monthly payrolls OR an “S” for specials. Because the fourth character can change, we use a small ‘x’ to denote the position in the batch listings. • The last two digits are sequentially assigned. Example: PAYB01 PAYM01 PAYS01 Appendix – Payroll Batches (cont’d) These batches and transactions are currently used only by Workstation M. PAYx20 Interpart 01 – 02 debit - Central Payroll GL 01 (bank 00001) credit - Central Payroll GL 02 (bank 00001) PAYx21 Interpart 01 - 20 debit - Central Payroll GL 20 (bank 00001) credit - Central Payroll GL 02 (bank 00001) PAYx22 Interpart 01 - 02 Revolving debit - Revolving Receivable GL 01 (bank 00001) credit - Central Payroll GL 02 (bank 00003) PAYx23 Interpart 20 -02 Revolving debit - Revolving Receivable GL 20 (bank 00003) credit - Central Payroll GL 02 (bank 00003) Bank number is really not significant in any of the above Interpart transactions, but must be the same on both parts of the accounting transaction. PAYx30 Interpart 01 - 02 Local Benefit Liability account PAYx31 Interpart 20 - 02 Local Benefit Liability account PAYx32 Interpart 20 - 01 Local Benefit Liability account -- UCI PAYx33 Interpart 02 - 01 Local Benefit Liability account -- UCI Appendix – Payroll Batches (cont’d) Batches Created with Each ACH Payroll 1) PAYx01 Central Payroll Disbursement Contains disbursement (04x) entries for the total amount paid by the workstation in checks and ACH (not necessarily the total amount funded from local funds). debit Central Payroll Clearing credit Payroll Bank Account Created by program FBPR005 and run with every payroll. 2) PAYx02 Extended Pay Plan Entries - EPP Contains journal entries (06x) for the total amount contributed or withdrawn from the Extended Pay Plan account. Deposit and adjustment processing (for academic appointments, generally during the fall and spring when funds are being reserved for future pay out): debit Central Payroll Clearing credit Extended Pay Plan Liability/Clearing Withdrawal processing (for academic appointments, generally during the summer when previously reserved funds are being paid out): debit Extended Pay Plan Liability/Clearing credit Central Payroll Clearing Created by program FBPR006 and run each payroll. 3) PAYx03 Employee Deductions Contains journal entries (06x) for the payroll deductions to post to the Employee Deduction, Insurance/Benefit Liability accounts on Screen 837. debit Central Payroll Clearing credit Benefit Liability Accounts Created by program FBPR014 and run each payroll. Appendix – Payroll Batches (cont’d) 4) PAYx04 Local Funds Payroll Expense Contains journal entries (06x) charging (debiting) the SL accounts for the Gross pay and Longevity expenses. The credit side is to the Central Payroll Clearing account. debit Individual SL accounts (expense object codes) credit Central Payroll Clearing Created by program FBPR010 and run each payroll. 5) PAYx05 Local Funds Bank Transfers – Benefits Contains bank transfer entries (090) reimbursing the central payroll bank for the employer paid benefits. If some of the local funds benefits are funded by a bank account other than the primary local bank account (need to verify), these entries reflect those transfers of funds. Action with the bank must be manually initiated. debit Primary Local Bank Account credit Other Local Funds Bank accounts. These funds have NOT been disbursed from the primary local bank account, but are held there until the benefit vendors are paid. Created by program FBPR021 and run with each payroll. 6) PAYx06 Local Funds Bank Transfers – Gross Pay / Longevity Contains bank transfer entries (090) reimbursing the central payroll bank for Gross Pay and Longevity. If some of the local funds benefits are funded by a bank account other than the central payroll bank account, these entries reflect those transfers of funds. Action with the bank must be manually initiated. debit Central Payroll Bank account credit Other Local Funds Bank accounts. These funds are reimbursing the central payroll bank account for funds already disbursed to employees (or for employee deductions) by the payroll interface process. Created by program FBPR011 and run with each payroll. Appendix – Payroll Batches (cont’d) 7) PAYx07 State Funds Payroll Disbursements Contains a disbursement entry (04x) for every state bank funding this payroll. This is similar to batch PAYx01, but for state funds (held in the state treasury. debit State Gross Pay Clearing account credit State Funds Bank accounts The USAS vouchers with the payroll detail are sent to the Comptroller by BPP. Created by program FBPR015 and run with each payroll. 8) PAYx08 State Funds Payroll Expense Contains journal entries (06x) charging (debiting) SL accounts for the Gross Pay and Longevity expenses. The credit side is to the State Gross Pay clearing. debit Individual SL Accounts (expense object codes) credit Central Payroll Clearing Created by program FBPR015 and run with each payroll. 9) PAYx09 State Paid Revolving Contains a single journal entry (06X) setting up the receivable “Due From the State Comptroller.” Since all Gross Pay and Longevity is paid from the central payroll bank and run through the Central Payroll Clearing account, this entry reimburses the Central Payroll Clearing account and sets up the receivable. debit Due From State Comptroller GL account credit Central Payroll GL account Created by program FBPR015 and run with each payroll. 10) PAYx10 & PAYx11 Local Funds Benefits Disbursements and Credits Two companion batches - each contains one side of the accounting for the local funds benefits disbursements and credits. PAYx10 and PAYx11 were originally combined as a single batch, using journal entries (06x) to credit the Benefit Liability accounts and charge/debit the SLs that were paying for benefits. However, due to the volume of entries these created in the liability accounts and since there was no large volume batch compound journal entry capability, offsetting disbursement entries were created. Appendix – Payroll Batches (cont’d) The effects of these two batches are: debit Local Funds SLs charge for Benefits (PAYx10) credit Benefits Liability Accounts (PAYx11) Created by program FBPR020 and run with each payroll. 11) PAYx12 State Funds Benefits Disbursements – FICA Only Contains a disbursement entry (04x) for every State bank funding the FICA portion of the payroll. The USAS vouchers with the payroll detail are sent to the comptroller by BPP. Only FICA is included in this batch because only the FICA vouchers are sent to USAS by BPP. The rest of the benefit disbursements are processed in FBPR096 end-of-month process. Created by program FBPR025 and run with each payroll. 12) PAYx13 State Funds Benefits Expense Contains journal entries (06x) to charge/debit the SLs and credit the State Benefits Clearing account. Created by program FBPR025 and run each payroll. 13) PAYx14 Payroll Cancellation – Re-encumber Payroll for a Cancellation Contains encumbrance entries (05x) for local funded payroll cancellations to re- establish the original encumbrances. Created by program FBPR010 and run with each payroll. 14) PAYx15 Payroll Cancellation – Re-encumber Payroll for Cancellations Contains encumbrance entries (05x) for state funded payroll cancellations to re- establish the original encumbrances. Created by program FBPR015 and run with each payroll. Appendix – Payroll Batches (cont’d) 15) PAYx17 Payroll Inter-Agency Due-From Contains journal entries (064) for posting the “Due From” transactions when A&M System members have split funding on a payroll. Created by program FBPR008 and run with each payroll. 16) PAYx18 Payroll Inter-Agency Due-To Contains journal entries (064) for posting the “Due To” transactions when A&M System members have split funding on a payroll. Created by program FBPR008 and run with each payroll. Interpart Batches Posted at End-of-Month 1) PAYS03 System Concentration Pool - Resolution of “Due-From” Contains journal entries (064) or disbursement entries (049) (at the choice of the A&M System member) to record equity transfers reflecting the InterPart “Due From” transactions in System Concentration Pool. Created by program FBPR009 and run with each payroll. 2) PAYS04 System Concentration Pool - Resolution of “Due-To” Contains journal entries (064) or disbursement entries (049) (at the choice of the A&M System member) to record equity transfers reflecting the InterPart “Due From” transactions in System Concentration Pool. Created by program FBPR009 and run with each payroll. Appendix – Payroll Batches (cont’d) Batches Run for New Wage & Benefit Encumbrance Process Run FOR TAMU ONLY 1. PAYx25 Local Wage Encumbrance Reversal Contains one summarized encumbrance adjustment transaction (05x) for each SL/SA or base SL wage expenditure account that has a wage encumbrance. The encumbrance reduction (credit) is for the net amount of the account’s wage expenditures in the in the FBPR010 (local wage) payroll run. Created by program FBPR030. 2. PAYx26 State Wage Encumbrance Reversal Contains one summarized encumbrance adjustment transaction (05x) for each SL/SA or base SL wage expenditure account that has a wage encumbrance. The encumbrance reduction (credit) is for the net amount of the account’s wage expenditures in the FBPR015 (state wage) payroll run. Created by program FBPR030. 3. PAYx27 Local Benefits Encumbrance Reversal Contains one summarized encumbrance adjustment transaction (05x) for each SL/SA or base SL benefit expenditure account that has a benefit encumbrance. The encumbrance reduction (credit) is for the net amount of the account’s benefit expenditures in the FBPR020 (local benefit) payroll run. Created by program FBPR030. 4. PAYx28 State Benefits Encumbrance Reversal Contains one summarized encumbrance adjustment transaction (05x) for each SL/SA or base SL benefit expenditure account that has a benefit encumbrance. The encumbrance reduction (credit) is for the net amount of the account’s benefit expenditures in the FBPR025 (state benefit) payroll run. Created by program FBPR030. 5. PAYx32 Local Wage Encumbrance Reversal Contains one summarized encumbrance adjustment transaction (05x) for each SL/SA or base SL wage expenditure account that has a wage encumbrance. The encumbrance reduction (credit) is for the net amount of the account’s wage expenditures in the in the FBPR010 (local wage) payroll run. This batch is only used if the wage subcodes are not consecutive. This batch creates the second set of local wage encumbrance adjustments. Created by program FBPR030. Appendix – Payroll Batches (cont’d) 6. PAYx33 State Wage Encumbrance Reversal Contains one summarized encumbrance adjustment transaction (05x) for each SL/SA or base SL wage expenditure account that has a wage encumbrance. The encumbrance reduction (credit) is for the net amount of the account’s wage expenditures in the FBPR015 (state wage) payroll run. This batch is only used if the wage subcodes are not consecutive. This batch creates the second set of state wage encumbrance adjustments. Created by program FBPR030. Appendix – Payroll Batches (cont’d) Batches Run When One Workstation Processes Payroll for Two System Members with a Single Set of Bank Accounts TAMU & TVMDL 1. PAYx21 Equity Transfers – One Business Office Posting 2 A&M System Members Contains receipt entries (03x) to record transfers between GLs for two A&M System members with common bank accounts. Processes twice – one for each campus code. Example: Interpart 02 TAMU & 20 TVMDL First batch: debit Central Payroll GL 20 (bank 00001) Separate batch: credit Central Payroll GL 02 (bank 00001) Created by program FBPR012. 2. PAYx23 Equity Transfers – One Business Office Running 2 System Members Contains receipt entries (03x) to record transfers between GLs for two A&M System members with common bank accounts. Example: InterPart 20 -02 Revolving debit Revolving Receivable GL 20 (bank 00003) credit Central Payroll GL 02 (bank 00003) Created by program FBPR016. 3. PAYx31 Corresponds to PAYX21 – Inter Campus Code Contains receipt entries (03x) to record transfers between GLs for two A&M System members with common bank accounts. These transfers are for resolve the Local Benefit Liability accounts. Example: Interpart 20 - 02 Local Benefit Liability account Appendix – Payroll Batches (cont’d) EPP Batches Run at End-of-Month EPP entries can be included with regular monthly and biweekly payrolls. However, there is a special end-of-month run for EPP processing. 1. PAYS01 EPP Disbursements Contains disbursement entries (049) reflecting the checks and ACHs written by BPP .process. These entries are debits from the Central Payroll Clearing account and are in ‘lump sum’. Created by program FBPR005. 2. PAYS02 – EPP Transfers Contains journal entries (064) entries reflecting the transfers in and out of the EPP account to/from the Central Payroll Clearing account. Created by program FBPR006. Batches Run at End of Month for State Benefit Voucher Processing 1. BENV01 State Benefit Vouchers Contains disbursement entries to pay the state benefit vendors. Created by program FBPR096 2. PAYS02 EPP Transfers Created by program FBPR006 Appendix – Payroll Batches (cont’d) Batches Run at End-of-Month for ACH Process (First Day of Next Month) 1. ACH001 ORP Prepaid Vouchers Contains disbursement entries (04x) reflecting ORP payments to vendors. Created by program FBPR097 2. ACH002 ACH Prepaid Vouchers Contains disbursement entries (04x) reflecting other ACH payments to vendors. Created by program FBPR097 Appendix – Payroll Batches (cont’d) Payroll Batches by Batch Number 1. ACH001 ORP Prepaid Vouchers Contains disbursement entries (04x) reflecting ORP payments to vendors. Created by program FBPR097 2. ACH002 ACH Prepaid Vouchers Contains disbursement entries (04x) reflecting other ACH payments to vendors. Created by program FBPR097 3. BENV01 State Benefit Vouchers Contains disbursement entries to pay the state benefit vendors. Created by program FBPR096 4. PAYx25 Local Wage Encumbrance Reversal Contains one summarized encumbrance adjustment transaction (05x) for each SL/SA or base SL wage expenditure account that has a wage encumbrance. The encumbrance reduction (credit) is for the net amount of the account’s wage expenditures in the in the FBPR010 (local wage) payroll run. Created by program FBPR030 5. PAYx26 State Wage Encumbrance Reversal Contains one summarized encumbrance adjustment transaction (05x) for each SL/SA or base SL wage expenditure account that has a wage encumbrance. The encumbrance reduction (credit) is for the net amount of the account’s wage expenditures in the FBPR015 (state wage) payroll run. Created by program FBPR030 6. PAYx27 Local Benefits Encumbrance Reversal Contains one summarized encumbrance adjustment transaction (05x) for each SL/SA or base SL benefit expenditure account that has a benefit encumbrance. The encumbrance reduction (credit) is for the net amount of the account’s benefit expenditures in the FBPR020 (local benefit) payroll run. Created by program FBPR030 Appendix – Payroll Batches (cont’d) 7. PAYx28 State Benefits Encumbrance Reversal Contains one summarized encumbrance adjustment transaction (05x) for each SL/SA or base SL benefit expenditure account that has a benefit encumbrance. The encumbrance reduction (credit) is for the net amount of the account’s benefit expenditures in the FBPR025 (state benefit) payroll run. Created by program FBPR030 8. PAYx32 Local Wage Encumbrance Reversal Contains one summarized encumbrance adjustment transaction (05x) for each SL/SA or base SL wage expenditure account that has a wage encumbrance. The encumbrance reduction (credit) is for the net amount of the account’s wage expenditures in the in the FBPR010 (local wage) payroll run. Created by program FBPR030 – this is used for the second wage subcode range 9. PAYx33 State Wage Encumbrance Reversal Contains one summarized encumbrance adjustment transaction (05x) for each SL/SA or base SL wage expenditure account that has a wage encumbrance. The encumbrance reduction (credit) is for the net amount of the account’s wage expenditures in the FBPR015 (state wage) payroll run. Created by program FBPR030 – this is used for the second wage subcode range 10. PAYS01 Disbursements Contains disbursement entries (049) reflecting the checks and ACHs written by BPP .process. These entries are debits from the Central Payroll Clearing account and are in ‘lump sum’. Created by program FBPR005 11. PAYS02 – EPP Transfers Contains transfers in and out of the EPP account Created by program FBPR006 12. PAYS03 End of Month Resolution of Due-From Contains journal entries (064) or disbursement entries (049) (at the choice of the A&M System member) to record equity transfers reflecting the InterPart “Due From” transactions in System Concentration Pool. Created by program FBPR009 and run with each payroll. Appendix – Payroll Batches (cont’d) 13. PAYS04 End of Month Resolution of Due-To Contains journal entries (064) or disbursement entries (049) (at the choice of the A&M System member) to record equity transfers reflecting the InterPart “Due From” transactions in System Concentration Pool. Created by program FBPR009 and run with each payroll. 14. PAYx01 Central Payroll Disbursement Contains disbursement (04X) entries for the total amount paid by the workstation in checks and ACH (not necessarily the total amount funded from local funds). debit Central Payroll Clearing credit Payroll Bank Account Created by program FBPR005 and run with every payroll. 15. PAYx02 Extended Pay Plan Entries - EPP Contains Journal (06X) entries for the total amount contributed or withdrawn from the Extended Pay Plan account. Deposit and Adjustment Processing (generally during the fall and spring when funds are being reserved for future pay out): debit Central Payroll Clearing credit Extended Pay Plan Liability/Clearing Withdrawal Processing (generally during the summer when previously reserved funds are being paid out): debit Extended Pay Plan Liability/Clearing credit Central Payroll Clearing Created by program FBPR006 and run each payroll. 16. PAYx03 Employee Deductions Contains journal entries (06x) for the payroll deductions to post to the Benefit Liability accounts on Screen 837. debit Central Payroll Clearing credit Benefit Liability Accounts Created by program FBPR014 and run each payroll. Appendix – Payroll Batches (cont’d) 17. PAYx04 Local Funds Payroll Expense Contains journal entries (06X) that charge/debit the SL accounts for the Gross Pay and Longevity expenses. The credit side is to the Central Payroll Clearing account. debit Individual SL accounts (expense object codes) credit Central Payroll Clearing Created by program FBPR010 and run each payroll. 18. PAYx05 Local Funds Bank Transfers – Benefits Contains Bank transfer entries (090) reimbursing the central payroll bank for the employer paid benefits. If some of the local funds benefits are funded by a bank account other than the primary local bank account (need to verify), these entries reflect those transfers of funds. Action with the bank must be manually initiated. debit Primary Local Bank Account credit Other Local Funds Bank accounts. These funds have NOT already been disbursed from the primary local bank account, but are held there until the benefit vendors are paid. Created by program FBPR021 and run with each payroll. 19. PAYx06 Local Funds Bank Transfers – Gross Pay / Longevity Contains Bank transfer entries (090) reimbursing the central payroll bank for gross pay and longevity. If some of the local funds benefits are funded by a bank account other than the central payroll bank account, these entries reflect those transfers of funds. Action with the bank must be manually initiated. debit Central Payroll Bank Account credit Other Local Funds Bank accounts. These funds are reimbursing the central payroll bank account for funds already disbursed to employees (or for employee deductions) by the payroll interface process. Created by program FBPR011 and run with each payroll. Appendix – Payroll Batches (cont’d) 20. PAYx07 State Funds Payroll Disbursements Contains a disbursement entry (04X) for every state bank funding this payroll. Similar to batch PAYX01, but for state funds (held in the state treasury). debit State Gross Pay Clearing account credit State Funds Bank accounts The USAS vouchers with the payroll detail are sent to the comptroller by BPP. Created by program FBPR015 and run with each payroll. 21. PAYx08 State Funds Payroll Expense Contains journal entries (06X) that charge/debit SL accounts for the Gross Pay and Longevity expenses. The credit side is to the State Gross Pay Clearing. debit Individual SL Accounts (expense object codes) credit Central Payroll Clearing Created by program FBPR015 and run with each payroll. 22. PAYx09 – State Paid Revolving Contains a single journal entry (06X) setting up the “Due from the State Comptroller” receivable. Since all Gross Pay and Longevity is paid from the Central Payroll bank and run through the Central Payroll Clearing account, this entry reimburses the Central Payroll Clearing account and sets up the receivable. debit Due from State Comptroller GL account credit Central Payroll GL account Created by program FBPR015 and run with each payroll. Appendix – Payroll Batches (cont’d) 23. PAYx10 & PAYx11 Local Funds Benefits Disbursements and Credits Two companion batches - each contains one side of the accounting for the local funds benefits disbursements and credits. PAYX10 and PAYX11 were originally combined as a single batch, using journal entries (06X) to credit the Benefit Liability accounts and charge/debit the SLs that were paying for benefits. However, due to the volume of entries these created in the liability accounts, and since there was no batch large volume compound journal entry capability, offsetting disbursement entries were created. The effects of these two batches are: debit Local Funds SLs for Benefits (PAYX10) credit Benefits Liability Accounts (PAYX11) Created by program FBPR020 and run with each payroll. 24. PAYx12 State Funds Benefits Disbursements – FICA Only Contains a disbursement entry (04X) for every State Bank funding the FICA portion of the payroll. The USAS vouchers with the payroll detail are sent to the Comptroller by BPP. Only FICA is included in this batch because only the FICA vouchers are sent to USAS by BPP. The rest of the benefit disbursements are processed in the FBPR096 end-of-month process. Created by program FBPR025 and run with each payroll. 25. PAYx13 State Funds Benefits Expense Contains journal entries (06x) that charge/debit the SLs and credit the State Benefits Clearing account. Created by program FBPR025 and run with each payroll. Appendix – Payroll Batches (cont’d) 26. PAYx14 Payroll Cancellation – Re-encumber Payroll for a Cancellation Contains encumbrance entries (05x) for local funded payroll cancellations to re- establish the original encumbrances. Created by program FBPR010 and run with each payroll. 27. PAYx15 – Payroll Cancellation – Re-encumber Payroll for Cancellations Contains encumbrance entries (05x) for state funded payroll cancellations to re- establish the original encumbrances. Created by program FBPR015 and run with each payroll. 28. PAYx17 Payroll Inter-Agency Due-From Contains journal entries (06x) that create the Due From transactions for shared payroll responsibility between two A&M System members. Created by program FBPR008 and run with each payroll. 29. PAYx18 Payroll Inter-Agency Due-To Contains journal entries (06x) that create the Due To transactions for shared payroll responsibility between two A&M System members. Created by program FBPR008 and run with each payroll. 30. PAYx21 Equity Transfers – One Business Office Running to System Members Contains receipt entries (03x) to record transfers between GLs for two A&M System members with common bank accounts. Processes twice – one for each campus code. Example: Interpart 02 TAMU & 20 TVMDL First batch: debit Central Payroll GL 20 (bank 00001) Separate batch: credit Central Payroll GL 02 (bank 00001) Created by program FBPR012 Appendix – Payroll Batches (cont’d) 31. PAYx23 Equity Transfers – One Business Office Running two System Members Contains receipt entries (03x) to record transfers between GLs for two A&M System members with common bank accounts. Example: InterPart 20 -02 Revolving debit Revolving Receivable GL 20 (bank 00003) credit Central Payroll GL 02 (bank 00003) Created by program FBPR016 32. PAYx31 Corresponds to PAYX21 – Inter Campus Code Contains receipt entries (03x) to record transfers between GLs for two A&M System members with common bank accounts. These transfers are for resolve the Local Benefit Liability accounts. Example: Interpart 20 - 02 Local Benefit Liability account T:\Fa\DOC\WRKNPRCS\PAYROLL\payrollcurr.doc Work Station Code Assignments From BPP program BPP9999 Code Work Station Assigned Part Splitter Assigned A AL-RSCH 06, 02 AL-RSCH B 19 BCOD C TTI 12 TTI D TEEX 09 TEEX E TEES 08, 02 TEES F TFS 11 TFS G TAMUG 10 TAMUG H HSC 23 Health Science Center I TAMU-CC 15 TAMU-CC J TAMU-K 17 TAMU-K K L TAMIU 16 TAMIU M TAMU 02, 20 TAMU N TAMU - Texarkana 22 TAMU-T O P PVAMU 05 PVAMU Q ----- TAMU Human Resources R TAMU - Commerce 21 TAMUC S SAGO 01 SAGO T TARL 04 TSU U ----- System Comptroller V W WTAM 18 WTAM X TAEX 07, 14 TAEX Y Z ----- Misc Other Users 1 ----- B/P/P Operations Center 2 ----- 3 4 5 6 7 8 Appendix – Work Station Code Assignments (cont’d) Standard PF Keys PF Keys are used in the payroll reference module of FAMIS to access additional information. Wherever possible the same assignment has been given to the same PF key. Occasionally this has not been possible and a different assignment has been made. The following list is to help you identify the functionality behind the standard PF keys that you will see on the many screens in this module. Many screens have extended information windows assigned to various function keys that are designated at the bottom of each screen or pop-up window. Placing the cursor (using the cursor arrow keys) on a particular line and pressing the extended information function key will display the pop-up window information for the document or item on that line. Press to exit a pop-up window and return to the previous window or inquiry screen. If multiple windows have been opened pressing will return you directly to the screen where you started. From within many of the pop-up windows an additional set of extended function keys may appear to further inquire on the document or item. Extended Function Keys Bkwd Backwards Returns to the previous screen or scrolls one page back for a particular item. Frwd Forward Advances to the next screen or scrolls one page forward for a particular item. Next Next Screen Advances to the next screen. Left Scroll Left Some windows include several adjacent panels. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the left. Right Scroll Right Some windows include several adjacent panels. These will be designated by the word Panel: ## appearing in the window. Pressing this key scrolls the panel to the right. Instructions Listed below are general instructions that will make your job easier as you use FAMIS to input or view document information. Please become familiar with the information in this reference as it can make your navigation in FAMIS more efficient. 3270 Emulation Keys Special keys and key combinations must be used when working with FAMIS. These keys are known as 3270 emulation keys and may be defined differently by each 3270 terminal or PC emulation software that you are using. Contact your computer support person if you do not know how to identify the following keys on your computer. PF Keys When a key is listed as PFn, PF represents Program Function. Many PCs use the function keys labeled Fn for these PF keys. Others have special combinations of keys to represent the PF keys, for example, on a Memorex emulation, a combination of the ALT key and the number 1 will represent the PF1 key. At the bottom of the FAMIS screens, there are PF keys listed that can assist in the use of the screen. For example, on Screen 104, Voucher Create, the bottom of the screen shows the PF7 with the word ‘Bkwd’ under it. This means that by pressing the PF7 key, the screen listing will scroll backwards. TAB and BACKTAB Keys Use the TAB and BACKTAB keys on a 3270 terminal to move from field to field. This will position the cursor at the start of each field. Most PCs have a key labeled TAB, while the BACKTAB is a combination of the SHIFT/TAB keys. Using the arrow keys, instead of the TAB keys, to move around the screen may lock the computer keyboard. Use the RESET key, then the TAB key, to position the cursor and unlock the keyboard. CLEAR Key The CLEAR key on many PC keyboards is the PAUSE key. This key is often used to clear, or refresh, the screen before typing. RESET Key After pressing to process data information, note the status bar at the bottom of the screen. When the system is processing information, the symbol "X ( )" or . will appear. You cannot enter additional information until the system is finished processing. If any other symbols appear, press your RESET key -- often the ESCAPE key on a PC. Appendix – Instructions (cont’d) ERASE END OF FIELD Key To erase all the information in a field with one stroke, the ERASE EOF key on a 3270 keyboard is helpful. For example, a vendor name is held in context when moving from screen to screen. To change to a different vendor, use this key and the current vendor name in the Action Line will be removed. Now the new vendor name can be input. On most PCs, the correct key to use is the END key on the numeric keypad. HOME Key From anywhere on the screen, the most efficient way to take the cursor back to the Screen: field on the Action Line is by pressing certain keys. For the 3270 terminals, the correct combination is the ALT/RULE keys. On most PCs, the HOME key on the numeric keypad will work. Protected Area The Protected Area is the area of the screen that will not allow the user to enter information. Typing information in the protected area may freeze the screen. Use your reset key and then tab key to release your system when it freezes. Action Line/Context The Action Line is usually the first line of information on each screen. The Screen: field is used to navigate from screen to screen by entering the number of the screen desired. Fields such as screen, vendor, voucher number, account, etc. are often found on the Action Line. Data that is entered on the Action Line will be carried in ‘context’ from screen to screen until changed. For example, the GL account number 032365 is entered on the Action Line of the screen below. That account will be carried in ‘context’ until the user keys a different account in the field. The key must be pressed after entering Action Line data. If a user does not follow this step, all information entered on the screen may be lost and must be re-entered. After pressing , a message will be given at the top of the screen asking for modifications or providing further processing instructions. F0002 Record has been successfully added 002 GL 6 Digit 03/03/94 14:56 FY 1994 CC AA Screen: ___ Account: 032365 ____ NAVSO, INC. Account Title: NAVSO, INC.________________________ Appendix – Instructions (cont’d) Message Line The line above the Action Line is used to display messages to the user. These messages may be error messages or processing messages, such as the one below. F6537 Please enter a valid six digit GL account 002 GL 6 Digit 01/20/92 11:26 Scrolling Through Data Pressing the key will scroll through information listed on a screen. On some screens, there are PF keys to use to scroll forward, backward, left and right. These PF keys are displayed at the bottom on the screens with that function. Help HELP functions are available for many screen fields in FAMIS. Placing a "?" in the blank beside the desired field and hitting will access a pop-up window with specified field information. Another way is to place your cursor in the desired field and press the F2 key. To get out of the HELP function, either select a value and press or hit the PF4 key. The distinction on which key to use will normally be designated in the pop-up window (EX: PF4 = Exit). Escaping from a Pop-Up Window When in a pop-up window, pressing PF4 will usually take you back to the original screen. There are a few screens when pressing will take you back to the original screen. Appendix – Instructions (cont’d) Field Help Using the F2 Program Function Key On selected fields, additional information can be displayed using the F2 program function key. This HELP information is accessed by moving the cursor to the field in question and pressing the F2 Key. Screen 002 - GL 6 Digit 002 GL 6 Digit 11/24/97 12:05 FY 1997 CC AA Screen: ___ Account: 032365 ____ NAVSO, INC. Account Title: NAVSO, INC.________________________ Resp Person: 4uuuuuuu9 SOSA, SARAH S Old Acct: _______________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: ___ Fund Group: FG Sub Fund Group: DF Sub-Sub: GP Function: __ Default Bank: 00001 Override: Y SL Mapped Count: 1 Alternate Banks: 00002 _____ _____ _____ _____ Security: ______ The first help screen describes the field; pressing will display the valid values for the field. +------------------------------------------------------------------+ ³ ³ ³ *** D I C T I O N A R Y - H E L P *** ³ ³ ³ ³ VALUES MEANING ³ ³ -------------------------------- ----------------------------- ³ ³ ACCN ACADEMIC COMPUTING CENTER ³ ³ ACCS ACADEMIC COMPUTING SERVICES ³ ³ ACCT ACCOUNTING ³ ³ ADEX ADULT & EXTENSION EDUCATION ³ ³ ADLL ADULT LITERACY & LEARNING CEN ³ ³ ³ ³ Lookup Value / . Menu ________________________________ ³ ³ Rule : IASYS-DEPT Default value is: ³ ³ View : IAFRS-GENERAL-SUBSIDIARY ³ ³ Field: FG-FS-DEPT ³ Appendix – Instructions (cont’d) Question Mark (?) and Asterisk (*) Help FAMIS also provides information about selected fields through the Question Mark (?) Help facility. This HELP information may be accessed by typing a question mark (?) in the field in question and pressing the key. In some instances, typing an asterisk (*) will provide additional information for a field. A pop-up window is displayed with the valid values for the field. By placing an 'X' next to the desired value, that value is passed to the main screen. This is the Passback feature. Screen 002 - GL 6 Digit 002 GL 6 Digit 11/24/97 13:09 FY 1997 CC AA Screen: ___ Account: 032365 ____ NAVSO, INC. Account Title: NAVSO, INC.________________________ Resp Person: 4uuuuuuu9 SOSA, SARAH S Old Acct: _______________ Year-end Process: F Reclassify: _ Reporting Group: __ Aux Code: ___ Fund Group: FG Sub Fund Group: DF Sub-Sub: GP Function: __ Default Bank: 00001 Override: Y SL Mapped Count: 1 Alternate Banks: 00002 _____ _____ _____ _____ Security: ______ Dept S-Dept Exec Div Coll Mail Cd Stmt Primary: ELEN_ EPI__ AA CD EN C3128 Y Secondary: _____ _____ _____ _ Long Title: NAVSO, INC. ENDOWMENT___________________ ________________________________________ Account Letter: Y Setup Date: 02/28/1994 Enter-PF1---PF2---PF3---PF4---PF5---PF6---PF7---PF8---PF9---PF10--PF11--PF12--- Hmenu Help EHelp Next Screen 002 – Sub Fund Group ?-Help Pop-Up Window +------------------------------------------------------------------+ | *** D I C T I O N A R Y - H E L P *** | | | | VALUES MEANING | | -------------------------------- ----------------------------- | | AP AUXILIARY PLEDGED | | AX AUXILIARY NON-PLEDGED | | BLANK NOT SPECIFIED | | DF DESIGNATED FUNCTIONAL & GENER | | DS DESIGNATED SRVC-PROF FEES & S | | IA ANNUITY - INCOME ACTIVITY | | IP INVESTMENT IN PLANT | | LF LOANS - UNIVERSITY FUNDS | | | | PF1=Menu PF4=Exit | +------------------------------------------------------------------+ Glossary A ABR See Automatic Budget Reallocation. ABR Pool Table A user-defined table assigning rules for budget pools and the subcode ranges participating in each pool. Account A functional unit, identified by an account ID that serves a particular accounting purpose where one person has primary responsibility for it. Accounts include balance sheets (GL) and revenue/expenditure accounts (SL). A building (in the Plant Funds area) is an example of a General Ledger account and the President’s Office is an example of a Subsidiary Ledger account. Account Control The last four digits in the ten-digit account number for a General Ledger account. The account control designates a specific asset, liability, fund balance, fund addition, fund deduction or summary control. Account ID A 6-digit identification number for an account. Account Number A 10-position ID within the master file of the Financial Records System. The first 6 positions identify the specific account while the last four positions identify the account control for a balance sheet account (GL) and the object code for a revenue or expenditure account (SL). Accounts Payable An application of the Financial Records System (FRS). AP processes vendor payments and keeps track of financial activity involving vendors. Action/Context Line The screen line (usually fourth from the top) or lines where the screen to be accessed and the key of the data to be addressed are input and displayed. Alias A commonly used name for a vendor, other than the formal customer name (primary name) that prints on the check. The Purchasing System also offers a commodity alias name and permits you to define any number of alias names, once a vendor has been created. AP See Accounts Payable. Attributes Descriptive data associated with a record. Examples are school, department, function, name and responsible person. Attributes support a variety of sophisticated reporting techniques. Automatic Budget Reallocation (ABR) When transactions are entered, a process by which the system automatically transfers budget dollars from predefined budget pools to specific object codes. B Bank Transfer A movement of cash from one bank account to another. This allows expenditures at specific object codes to share in a single pool of money. Appendix – Glossary (cont’d) Batch/Session A collection of related transactions entered into the system with a header record and control totals, usually prepared by one person or subsystem feed. Batch Interface A type of interface where one system generates transactions to be batched for input into another system. BBA See Budget Balance Available. Budget A plan of revenue and expenditures for an accounting period expressed in monetary terms. Budget Balance Available (BBA) That portion of budget funds that is unspent and unencumbered. Budget Pool A budget summarized at significant levels of revenue or expense. A single pool of money defined for use by specific object codes. C Cash Coins, currency, checks, and anything else a bank will accept for immediate deposit. Cash Disbursement A non-vouchered payment for goods received, services rendered, reduction of debt or purchase of other assets. Cash Receipt Cash received from cash sales, collections on accounts receivable and sale of other assets. Chart of Accounts A listing, at the 6-digit level, of all account numbers within FAMIS. Sometimes the COA defines the accounts at the 10-digit level as well. Check Override The capability to bypass, on an individual-voucher basis, controls that were previously set for all vouchers. Claim-On-Cash The share of ownership that an account has in the institution’s money. Clearing Account A temporary summary account (such as a payroll account) which is periodically set to zero. COA See Chart of Accounts. Compound Journal Entry A two-sided transaction that posts debits and credits. Context The information that identifies the record being displayed or to be displayed by the system. Credit Memo The reduction of a payable previously paid or still open. A credit memo may result from overpayment, overbilling, or the return of goods. Appendix – Glossary (cont’d) Cycle Two or more programs that are run in a specific sequence. D Data Data are representations, such as characters, to which meaning might be assigned. They provide information and can be used to control or influence a process. This term is not synonymous with information. Information is data to which meaning has been assigned. Database The collected information that is accessible to the computer for processing. Data Control The tracking of input, processing and output, and the comparing of actual results to expected results in order to verify accuracy. Data Element HELP An on-line feature that assists the user by providing immediate information about any particular field on a screen. Data Entry A means for adding information into the system. Default The value that the system will assign if no other value is entered. Delete Flag A data element whose condition signifies that a document will be permanently removed from the database during the next archive cycle. Diagnostic Message HELP An on-line feature that assists the user with data entry by providing an explanation of a message and the appropriate action to take. Diagnostics The messages that describe the results of processing. These messages may indicate an error and provide information about a process by noting what action to take to correct the error. Digit 3 of TC The third digit of the Transaction Code (Entry Code) which specifies the type of transaction. Discount Account The account credited for discounts taken by the system when a check is written. Discount Table A table containing user-defined values representing discount terms for vendors. Dollar Data A record of the dollar amount and the type of financial transactions posted to an account. Dollar Limit A code used in Accounts Payable to specify a check amount. If the amount of a vendor’s check is greater than this value, the check will not be generated. Drop Flag A data element whose condition signifies that a document is to be removed from the database immediately. Appendix – Glossary (cont’d) E Encumbrance An obligation incurred in the form of a purchase order or contract. Also referred to as an open commitment. Endowment Funds received by an institution from a donor who specifies the condition that the principal not be spent. Endowment Income The income generated by investing the principal of an Endowment Fund. Entry Code The initial three-digit code on a transaction that denotes the transaction type. This code, which is mandatory for all FRS transactions, is predefined by the system. It is also known as the Transaction Code. F FA See Financial Accounting. Feed Transactions from other systems that are transferred to the FRS. Field That part of a control record, transaction or established for displaying or entering information. File A storage area established within a computer system or database for organizing similar kinds if data. Financial Accounting (FA) A Financial Records System application that balances the General and Subsidiary ledgers while providing a complete audit trail of all transactions. Financial Records System (FRS) A system that supports the financial record-keeping and reporting of a college or university. Flag A data element used to set controls or conditions on a process or program. Freeze Flag A data element whose condition signifies that new transactions cannot be posted. This includes no feeds or invoice postings for this document. FRS See Financial Records System. Fund An accounting entity (a 6-digit GL account) with a self-balancing set of 10-digit accounts for recording assets, liabilities, a fund balance and changes in the balance. Fund Balance The equity of a fund (the difference between assets and liabilities). Fund Group A related collection of funds (6-digit GL accounts). Examples include Current Unrestricted, Current Restricted, Loan, Endowment, Annuity and Life Income, Plant, and Agency. Appendix – Glossary (cont’d) Fund Group ID A one-digit identification number representing the fund group with which an account is associated. Fund Transfer A movement of dollars from one fund balance to another. G General Ledger (GL) A balance sheet account for the institution. All GL account numbers begin with “0” (zero). GL See General Ledger. GL/SL Relationships User-defined structures relating Subsidiary Ledger (SL) revenue/expense accounts to General Ledger (GL) fund accounts. Global Subcode Edit (GSE) A system edit that checks each new 10-digit account against a table that specifies valid combinations of 6- digit accounts and subcodes. GSE See Global Subcode Edit. H Header That portion of a Purchasing document containing basic information such as the document’s number, the date and amount. I Indirect Updating The automatic posting of real dollar activity to a GL Balance Sheet account as a result of a direct transaction. Inquiry Screen A screen which only displays information and cannot be used for entering data. Interface A communication link between data processing systems or parts of systems that permits sharing of information. Interfund Borrowing The transfer of an asset or liability from one fund to another. J JCL See Job Control Language. Job Control Language (JCL) A problem-oriented language, used in IBM that expresses the statements of a processing job. It is also used to identify the job or describe its requirements, usually to an operating system. Journal Entry A non-cash transfer of dollars between two or more accounts. Appendix – Glossary (cont’d) L Ledger A collection of account records for an organization. FRS contains two ledgers: the GL (balance sheet) and the SL (revenue and expense). See also General Ledger and Subsidiary Ledger. Liability Account In AP, a GL account that is credited for the liability when a voucher is processed. Any GL account that accepts a transaction creating a liability. M Map Code A five-digit attribute code in an SL account indicating the GL Fund ID to which it relates. Memo Bank Account An account that represents the balances of demand deposits for operating accounts. Menu A screen containing a list of available processes, screens or other menus. N Name Rotation A feature that allows users to print a vendor name in one format on checks and then rotate it to another format for sorting on reports. O Object Code A four-digit number identifying specific items of revenue/expense or attribute records. P Parameter A variable that is assigned a constant value for a specific purpose or process. It provides the user with defined choices for report selection, processing or output requirements. R Regular Order A type of purchase order that denotes a typical order. Remit-To Address The address to which the check for goods and/or services rendered will be sent. Requisition A type of document that internally requests goods and/or services to be acquired. It must be authorized before being converted to a purchase order. Retention Months A data element defined when creating a vendor. This indicates the number of months a vendor is to be maintained on file after all outstanding items have been paid or reconciled. S 6-Digit Account For GL: An entity that consists of a self-balancing set of 10-digit accounts. For SL: An entity of revenues and/or expenses Appendix – Glossary (cont’d) Screen HELP An on-line feature that assists the user with data entry by providing information on the purpose and operation of a particular screen. Secondary Vendor The vendor record holding the multiple addresses that are used periodically, as opposed to the primary address. Session A control mechanism to track real-time posting of a group of financial transactions in order to provide an audit trail. SL See Subsidiary Ledger. Split Encumbrance An encumbrance which applies to several accounts. Standing Order A type of purchase order used for (recurring) services like those provided by the telephone and electric companies. Subcode Four digits appended to the account ID to identify attributes and dollar records within an account. Subsidiary Ledger Revenue and expenditure accounts for the institution. All SL account numbers begin with a ledger number of 1 through 9. Suspense Account A GL clearing account reflecting real dollar activity directed to the Suspense File. T 1099 Vendor A vendor (usually a consultant or professional service hired by an institution) whose payments must be reported to the IRS on Form 1099. 1099 Voucher A voucher that must be reported to the IRS on Form 1099. 10-Digit Account The six-digit account ID combined with the four-digit subcode, i.e. an account control or object code. Tax Code A code that identifies a record in the PO Tax Table (for the Purchasing System) and in the Tax Currency Table (for Accounts Payable). The code must be the same for both tables. This record contains the tax percentage and the tax liability account to be used. Tax ID A Social Security Number or Federal Employer Identification Number that is available for 1099 report preparation. Taxes An additional charge on the acquisition of goods that is imposed by the taxing authority and should be paid with the invoice. Appendix – Glossary (cont’d) Temporary Vendor A vendor from whom only one purchase or service is required. No further transactions, for this vendor, are expected. Transaction Code A three-digit code that uniquely identifies a transaction type and determines editing criteria and dollar fields to be updated. U Update Screen A screen that allows a user to enter data for updating the files. V Valid Value A value of a data element that has been defined for input. Vendor A provider of goods and/or services. Vendor Addresses See Order-From Addresses and Remit-To Addresses. Vendor File A record of all attributes, dollar data, and control information for all vendors. K:\FA\DOC\WRKNPRCS\PAYROLL\PayDistribcurrNF.docx Last Revised: 2/21/2011 4:21 PM