AUGUST 2002 INFO-NEWSINFO-MATIC MONTHLY NEWSLETTERPAYING A CARRYOVER ENCUMBRANCE If you need to make a payment on a purchase order from the prior year but have not done the carry-over to your new year, do the following: Go to cash disbursements and enter the purchase order number you are paying. Respond "Y" to Encumbrance Number not in system, do you want to override?" Make your payment as usual in the new year. When you do the carry- over encumbrances, be sure to liquidate (cancel) the amount for the purchase order you have already paid. |
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FIRST TEACHER PAYROLL Prior to running your first teacher payroll, remember to turn off any overrides which were in effect for summer payrolls. Be sure the TRS loan’s override is turned off. Verify that all employees with a TRS or ERS retirement loan has a loan balance on screen #3 of General Information. If you do not know the balance, place 999999.99 in the field. When you run your CPP report verify that all loans are activated. TEACHER SUBSTITUTES All teachers, teaching assistants, coaches, extra-curricular activities and their substitutes must be reported to the Teacher Retirement System, even if the employee does not belong to the retirement system. To correctly set-up a teacher substitute as a non-member, the employee's General Information must contain the following information: Percentage of Time Employed: 99; Months Worked: 10; Retirement Waiver: N; Contract Salary: (Daily Rate * 200 days); Retirement System 1 Code: TRS; Retirement System 1 Number: leave blank. On their budget code line, place a "T" in the Employee Code field, so the employee’s earnings will be reported correctly on the Teacher Retirement Report. ERS DAILY RATE If have increased the actual salaries for your ERS employees, be sure to re-calculate and update the ERS daily rate on screen 3 of General Information. If the days worked are incorrect on the ERS report, you can correct this prior to deleting the month-to-date figures. Enter the employee who has the incorrect days, and go to the CPP and YTD screen. Depress F6 to Edit Retirement. Make the necessary changes to all applicable fields. Depress F1 to return to the CPP and YTD screen and then remember to depress F3 or the changes will not be saved. Re-run and verify the ERS report. |
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EDIT YEARLY MAX IN INFO-STAFF If you made a change to any employee’s yearly max days, please note that this change will remain in effect in the new fiscal year. Once you edit these days, they will not change unless you edit the days again. Example: If the normal default for sick days for a particular group is 12 days and you had to pro-rate a new employee to 6 days, you would edit the yearly max to 6. However, in the new fiscal year, if this employee now gets the 12 days, you must edit the yearly max again. To enable the system to read the absence reason code table, you must space out the number of days in the yearly max field and hit enter. This will take the employee out of edit mode and automatically insert the correct number of days. INVALID PAYROLL CODES IN INFO-FUND /W When you post your Info-Pay payroll account codes to Info-Fund/Windows, the screen identifies any invalid account codes which were entered on the employee’s budget code screen in Info-Pay. This error can be corrected prior to posting the payroll. First, exit from the payroll posting screen. You then need to determine if the account code is a valid one. If so, just create the account code in Info-Fund then execute the post option again. If the account code is invalid, you need to fix the problem in Info-Pay. Choose #5 System Maintenance, #8 System Utilities and #3 Edit Account Code CPP. Enter the correct fund. Locate the invalid account code and move the CPP amount to the correct account code line. Make sure you blank the amount located at the invalid account code line. Execute Info-Fund/Windows and choose the post payroll option again. The invalid account code will not appear on the list. Finally, you need to fix the employee’s budget code screen to correct the invalid account code so that the problem does not happen on your next payroll. The Employee by Budget Code report can be used to determine which employee(s) had the invalid code. |