Description of the decision to be made
Currently, a few departments have the need to reallocate payroll transactions after payroll has already run. This need stems mainly from project work. At the time of the payroll run, the department doesn’t know which project account to use because the employee’s project time has not yet been entered. In order to accommodate this need, we use clearing accounts. When the payroll runs, the clearing accounts will be used for the payroll financial transactions. Files reflecting the transactions on the clearing accounts are then provided to the clearing account system. Departments that use the clearing account system will then transfer funds from the clearing account to the appropriate project accounts via VJ1 documents.
This same process will continue with Workday and files with the clearing account transactional data will continue to be provided. Additionally, the Clearing Account System will function against legacy payroll as well as Workday payroll processing.
Because we are moving to pooled fringes, in addition to remediating the clearing account process to receive files from Workday, changes will also be needed in how this process handles the actual employer amounts.
The system functionality and appearance will largely remain unchanged. However, to remain consistent with Workday pooled fringe functionality, departments will see a couple of changes:
- Departments will see one fringe charge instead of multiple fringe charges, and
- Departments will not be able to choose the fringe account.
In addition to these changes, there is another change departments will not see. An extra VJ1 document will be created that will transfer the actual employer amounts. Departments will not need to review nor approve this additional VJ1.
Concerns/Feedback/Outstanding from subcommittee
This system affects very few departments and the subcommittee recommended that the Workday bridging workgroup work directly with the departments involved. We have identified which departments use the clearing account system and will be working with them and OSP.
Recommendation from subcommittee
Move forward with the clearing account process explained herein.
Timeframe
Present at the February 21, 2018 steering committee meeting.
Recommended decision maker
ASMP Steering Committee based on recommendation from Workday bridging workgroup
Recommended Campus Stakeholders to Engage
Workday Bridging Team (includes payroll, accounting, budget, sponsored projects)
Departments who use the clearing account system
OSP
