Payroll Accounting Adjustments
Payroll Accounting Adjustments (800 forms) deadline extended to 6/30/2025
PAYROLL DISTRIBUTION / RETRO REQUEST (Access to Form 800, via HRMS, Terminated)
For those of you who have found that effort distributions recorded in HRMS prior to the conversion to Workday Payroll were incorrect and NOT corrected prior to the termination date of HRMS access, April 30, 2025. The following is the single process to be used for adjusting such effort, and the caveat is that once this correction is processed, no matter the error or reason, a SECOND adjustment is NOT allowed (absent a data entry error in payroll). This is due to the fact that journal entries in Workday will effectively make changes to HRMS effort, and tying back to records would prove to be extremely challenging and time-consuming. Therefore, process cautiously, accurately, and ONLY ONCE. Again, there are no SECOND (stacked) changes allowed.
Steps to Process Effort Changes
- Determine the employee with effort distribution change and the time period (period should be prior to 1/1/25 (SMO – MO) or prior to 12/16/24 (BWH).
- Generate a CUMSAL report indicating the employee’s effort pre-1/1/25 or 12/16/24, as recorded and unadjusted since that time. The CUMSAL will encompass the entire period being adjusted. Print or save the report (.pdf) for submission. If you do not have access to CUMSAL for the employee, please reach out to your respective Deans Finance Office for assistance.
- Obtain and prepare the “PAYROLL DISTRIBUTION / RETRO REQUEST” form. This form has guidance that must be adhered to. It is important to note this form is a template, the data included in this form should indicate FAO’s and possibly if 100% change to FAO’s the amounts must tie to CUMSAL amounts for periods indicated. Should percentages of effort be changed (either increased or decreased) but not 100%, minor effort amounts can be indicated. This form includes benefits, and such calculations must be determined by the preparer. The Form MUST net to $0 in all columns that include amounts. Print or save the report (.pdf) for submission.
- Once all signatures and explanations have been obtained and completed, attach the CUMSAL and the PAYROLL DISTRIBUTION / RETRO REQUEST form to an email and send to 800_Forms_Payroll@UR.Rochester.edu
- Payroll will utilize HRMS to generate a journal entry. Review the outcome once posted. Save CUMSAL and the PAYROLL DISTRIBUTION / RETRO REQUEST form in your records.
Should you have questions or concerns once you have worked with your respective Dean’s Offices, please reach out to Meaghan Engelbrecht, in ORACS, and she can provide assistance.
NOTE: This process is a solution to a conversion problem, it is NOT a policy. This process will be discontinued in the near future.
Accounting adjustments for payrolls completed in myURHR (pay dates after 1/1/25):
Payroll Accounting Adjustments (PAAs) are corrections to payroll distributions for pay periods previously posted. The prior pay period must have been processed in myURHR (not HRMS). PAAs do not result in a change to any future-dated allocations for a worker or position. If you need to create a PAA, be sure to also process a Payroll Costing Allocation (PCA) to account for future payrolls.
Accounting adjustments for payrolls completed in HRMS (pay dates prior to 1/1/25):
Accounting adjustments for payroll that was processed in HRMS will continue via an 800 form process through March 31, 2025. This process will only be acceptable for payrolls processed in HRMS from 1/1/24 through 12/31/24. For accounting adjustments for payroll processed in calendar year 2023, an adjusting journal entry is required. This will follow the Cost Transfer policy, but change to a cutoff of 12 months, as opposed to 18 months, as previously utilized.
800 Forms will continue to be accessible in HRMS through March 31, 2025. 800 Forms will be processed by the Payroll Office according to the following schedule:
Due Date for Submission
|
Processing Date |
| 1/10/2025 | 1/16/2025 |
| 1/20/2025 | 1/24/2025 |
| 2/7/2025 | 2/13/2025 |
| 2/17/2025 | 2/21/2025 |
| 3/7/2025 | 3/13/2025 |
| 3/17/2025 | 3/21/2025 |
| 3/31/2025 | 4/3/2025 |
800 Forms can be emailed to 800_Forms_Payroll@UR.Rochester.edu.
Please ensure the following:
- A proper certification statement is included (“I certify that the pay distribution on the attached 800 Form is a reasonable reflection of effort devoted during the period prior to the effective date of this proposed change, and the proposed distribution on the attached 800 Form is a reasonable estimate of effort for the period indicated.”)
- 800 Forms over 90 days must have a detailed explanation on the form as to why it was not processed in a timely manner. This should be done in the memo field when processing the form in HRMS. If it is missed when processing, please ensure an explanation is included in your email.
- Please make sure all pages of the 800 Form are attached to the email upon submission.
After March 31, 2025, all payroll accounting adjustments (reallocations) related to payroll processed in HRMS (for pay periods prior to 1/1/25) will need to be adjusted via a journal entry in URFinancials. After June 30, 2025, no further payroll distribution change journal entries will be accepted for pay periods processed in HRMS.