| June 2011 | RIAS Home | Rutgers Home |
Instructions for our year-end closing process can be found on the Division of University Accounting's website under hot topics. This is the first time the university is using the new HCM/Payroll system to process Salary Wage Redistribution and Justification forms (SWRJ) and to close the fiscal year.
All financial information can be found in the Discoverer reports on a daily basis. Please make sure you review these reports in detail and record as many correcting entries as possible in the JUN-11 period during the month of June.
Use the following time table to help manage year end tasks and deadlines. Adherence to these deadlines must be complied with and no exceptions will be allowed. Further instructions on creating June adjusting entries will be forth coming. Any questions can be directed to the RIAS Help Desk 732-445-2100 or to your Accountant in Central Accounting.
| Transaction Type | Closing Deadlines |
|---|---|
Salary Reallocations : |
Friday 6/17/11 Please note any salary adjustments received after June 17th will be reflected in your JUN-ADJ-11 reports. |
| Salary reallocations that need to be reflected in your June 30 Adjusted reports (JUN-ADJ-11 period). | Tuesday 7/12/11 |
Budget Adjustments: |
12 noon Thursday 6/30/11 |
Budget Adjustments: |
Tuesday 7/12/11
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June Adjusting Entries |
Further details will follow on completing your June Adjusting Period entries |
| EDI Vendor Purchases | Wednesday 6/22/2011 |
Special Accrual Requests: |
Friday 6/24/11 After the cutoff date of 6/24/11, special accrual requests will be handled at the discretion of each unit's Executive Vice President, Chancellor or their appointed designee. |
Invoices, Check Requests & TABERs which need to be charged to the current fiscal year 2010-2011 budget. |
4:30pm Friday 6/24/11 |
Cash Transmittals should be made on a timely basis throughout the month of June. |
12 noon Thursday 6/30/2011 RIAS will be unavailable from 12 noon on 6/30/2011 and all day on Friday, July 1, 2011.
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Final Type 1 Payday for FY10/11 |
Friday 6/24/11 |
Purchase Order Roll Over |
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Year End RIAS Internal Receipts/Invoices If you do not want charges or revenue to be booked until the month of July 2011 (JUL-12 fiscal period) or against Fiscal Year 2012, you should not enter the receipt, which creates the corresponding invoice until Tuesday, July 5, 2011. |
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With the implementation of the new HCM/Payroll system, a department has the ability to create online appointment (employee) level charging instructions which will be used by the system to charge the payroll expense to the fund source(s) designated by a department. Each department already has a fund source identified as the departmental default fund source for charging payroll expenses. If appointment level charging instructions are not created, an employee’s payroll expense will be charged to the departmental default fund source.
Any existing charging instructions for salary employees in the old payroll system which were different from the department default account, were converted and are currently being used in the new HCM/Payroll system. Any hourly, student and college work study student charging instructions must be created by the department using the Department Budget Table in order for the payroll expense to be charged to a fund source (s) other than the department’s default fund source.
A department can create charging instructions beginning on or after July 1, 2011 now, by either adding a new record using 2011 in the fiscal year field or add to an existing record’s effective date to July 1, 2011 or later. These instructions as well as all active fiscal year 2011 existing charging instructions will automatically be converted over to fiscal year 2012 after year end closing. If a department needs to make changes to appointment level charging instructions during fiscal year 2012, please ensure you use the instructions dated 2012.
If this is the first time a department is creating instructions for the fiscal year 2012, indicated 2012 in the Fiscal Year field on the Add New Value tab.
Salary Wage Redistribution and Justification Form (SWRJ)
The new Salary and Wage Redistribution and Justification (SWRJ) application form is used to request a transfer of work effort/costs to alternate funding source(s), only after the payroll has been posted to the General Ledger. The SWRJ form is used for any payroll covering periods beginning December 25, 2010 and forward. In order to request transfers covering periods prior to December 25, 2010, use the “old” Salary Reallocation Form (SRA).
Approximately 5,000 SWRJ forms have been submitted for fiscal year 2011. The Payroll department has processed 80% of these forms. The last day to submit salary reallocations so they can be reflected in the JUN-11 financial reports is Friday June 17, 2011. The SWRJ form is located on the Payroll Department's website or on the RIAS gateway. When completing the form, ensure you enter the correct EMPL ID (Employee Number) and Employee Record #. You can check this information on the Job Data screen in the new HCM/Payroll system.
Enter the dates of your salary redistribution. For salary employees, the dates should reflect the actual date(s) the employee worked and for hourly employees, the dates should reflect the hours recorded on the time sheet. If you leave the Adjustment End date blank, when payroll sets up your new charging instructions, it will continue for future payrolls.
In the Justification section, enter an explanation for the transfer of the payroll expense. You can indicate to move a only part of the payroll expense such as overtime and/or a specific amount in the justification section.
In the From Source(s) section, enter the Fund Source(s) that were originally charged the payroll expense for the dates entered in the adjustment start and end dates.
In the To Source(s) section, enter the fund source(s) to which you want the payroll expense charged. You can charge multiple fund sources just ensure the percentages in the From Source(s) and To Source(s) sections equals 100%.
Resolution to known issues with the new HCM/Payroll system are being worked. For example, the FD Payroll Distribution Report-New and the Salary Encumbrance Report were recently modified. The Time Administration process which creates payable time for Time Approvers to approve, has been broken out by hourly, salary and student employees to make the process run faster. The new Employee Status report, which contains actual salary, Full Time Equivalent (FTE), and job information at the person level and budgeted FTE at the fund source level, is available. For more updates, please check the RIAS website.