Payroll Services (PAY)

POLICY 5b

Effective Date: 07/01/1996

Last Modified Date: 03/12/2004

General

For each payroll period, separate reports for each monthly and biweekly payroll show the amounts charged to each account number for each department. Only the amount of gross salary charged to a particular account for each employee of that department appears on the report.

Sequence of Data

Transactions appear on this report by ledger number, account ID number, and object code within the applicable department. Each employee charged to an account is then listed in alphabetical order by last name, showing a subtotal after each account.

Format Description

The following descriptions refer to the report and column headings pictured in PAY Appendix 22. This Appendix statement, which contains data from the facsimile 01 report shown in PAY Appendix 21, represents the 02 report that would accompany such an 01 report.

Address: Contains the department name and address and the name of the person responsible for reviewing the report.

Payroll Number: Indicates the monthly or biweekly pay period for which the data is being reported.

Budget Code: Indicates the one-digit budget code for accounts on the report. Examples:

• Code 16020 = 1 Academic Affairs
• Code 16021 = 2 Health Affairs
• Contracts & Grants or Trust = 0

Pay Period End: Indicates the ending date of the payroll period during which the transactions appearing on the report occurred.

Check Release Date: Indicates the date on which checks and direct payroll deposit notices are released.

Page Number: Indicates the page number within the sequence for all reports during this pay period.

Account Number: Indicates the account number (with object code) to which the gross salary for the employees listed is charged.

Employee Name and Social Security Number: Self explanatory.

Gross Wages: Indicates the amount of gross salary (for the employee indicated) that is charged to the account number appearing in the Account Number column.

Object Total: Indicates the summary amount for object code totals. The words "Subtotal object XXXX" appear to the left of this amount.

Department Subtotal: Indicates the total of the object code subtotals for each department. (For Contracts, Grants, and Trust funds, each account represents a separate department.) The words "Subtotal Department XXXX-XXXXX" appear to the left of this amount.

Cost Sharing with Account:

• In this column the subtotal for the function appears. The function refers to the department to which the report is addressed. In the "State Budgeted Funds" report, this total will be the same as the department subtotal and will be included in the summary total of the various Contracts and Grants, or Trust funds, reflected on the report.
• When the salary transaction on this report is cost sharing with another account, the other account number is shown in this column, with a "C" preceding the account number.

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