{"id":8592,"date":"2024-12-31T17:17:46","date_gmt":"2024-12-31T17:17:46","guid":{"rendered":"https:\/\/www.rochester.edu\/payroll\/?page_id=8592"},"modified":"2025-05-23T12:54:23","modified_gmt":"2025-05-23T12:54:23","slug":"payroll-accounting-adjustments","status":"publish","type":"page","link":"https:\/\/www.rochester.edu\/payroll\/payroll-accounting-adjustments\/","title":{"rendered":"Payroll Accounting Adjustments"},"content":{"rendered":"

Payroll Accounting Adjustments (800 forms) deadline extended to 6\/30\/2025<\/span><\/h3>\n

PAYROLL DISTRIBUTION \/ RETRO REQUEST (Access to Form 800, via HRMS, Terminated)<\/p>\n

 <\/p>\n

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.\u00a0 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).\u00a0 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.\u00a0\u00a0 Therefore, process cautiously, accurately, and ONLY ONCE. Again, there are no SECOND (stacked) changes allowed.<\/p>\n

Steps to Process Effort Changes<\/p>\n

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  1. Determine the employee with effort distribution change and the time period (period should be prior to 1\/1\/25 (SMO \u2013 MO) or prior to 12\/16\/24 (BWH).<\/li>\n<\/ol>\n

     <\/p>\n

      \n
    1. Generate a CUMSAL report indicating the employee\u2019s 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.\u00a0 Print or save the report (.pdf) for submission.\u00a0 If you do not have access to CUMSAL for the employee, please reach out to your respective Deans Finance Office for assistance.<\/li>\n<\/ol>\n

       <\/p>\n

        \n
      1. Obtain and prepare the \u201cPAYROLL DISTRIBUTION \/ RETRO REQUEST\u201d form. This form has guidance that must be adhered to.\u00a0 It is important to note this form is a template, the data included in this form should indicate FAO\u2019s and possibly if 100% change to FAO\u2019s the amounts must tie to CUMSAL amounts for periods indicated.\u00a0 Should percentages of effort be changed (either increased or decreased) but not 100%, minor effort amounts can be indicated.\u00a0 This form includes benefits, and such calculations must be determined by the preparer.\u00a0 The Form MUST net to $0 in all columns that include amounts. Print or save the report (.pdf) for submission.<\/li>\n<\/ol>\n

         <\/p>\n

          \n
        1. 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<\/a><\/li>\n<\/ol>\n

           <\/p>\n

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          1. Payroll will utilize HRMS to generate a journal entry. Review the outcome once posted.\u00a0 Save CUMSAL and the PAYROLL DISTRIBUTION \/ RETRO REQUEST form in your records.<\/li>\n<\/ol>\n

             <\/p>\n

            Should you have questions or concerns once you have worked with your respective Dean\u2019s Offices, please reach out to Meaghan Engelbrecht, in ORACS, and she can provide assistance.<\/p>\n

            NOTE:\u00a0 This process is a solution to a conversion problem, it is NOT a policy.\u00a0 This process will be discontinued in the near future.<\/p>\n

            Accounting adjustments for payrolls completed in myURHR (pay dates after 1\/1\/25): <\/u><\/strong><\/h3>\n

            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.<\/p>\n

            PowerPoint Presentation<\/a><\/p>\n

             <\/p>\n

            Accounting adjustments for payrolls completed in HRMS (pay dates prior to 1\/1\/25):<\/u><\/strong><\/h3>\n

            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.<\/p>\n

            800 Forms will continue to be accessible in HRMS through March 31, 2025<\/u>. 800 Forms will be processed by the Payroll Office according to the following schedule:<\/p>\n\n\n\n\n\n\n\n\n\n\n
            \n
            Due Date for Submission
            \nof 800 Forms to Payroll Office<\/strong><\/h6>\n<\/td>\n
            		\n
            Processing Date<\/strong><\/h6>\n<\/td>\n<\/tr>\n
            1\/10\/2025<\/td>\n1\/16\/2025<\/td>\n<\/tr>\n
            1\/20\/2025<\/td>\n1\/24\/2025<\/td>\n<\/tr>\n
            2\/7\/2025<\/td>\n2\/13\/2025<\/td>\n<\/tr>\n
            2\/17\/2025<\/td>\n2\/21\/2025<\/td>\n<\/tr>\n
            3\/7\/2025<\/td>\n3\/13\/2025<\/td>\n<\/tr>\n
            3\/17\/2025<\/td>\n3\/21\/2025<\/td>\n<\/tr>\n
            3\/31\/2025<\/td>\n4\/3\/2025<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n

            800 Forms can be emailed to\u00a0800_Forms_Payroll@UR.Rochester.edu<\/a>.<\/p>\n

            Please ensure the following:<\/p>\n