110120 - ADP Reconciliation - Phase 2 Training

110120 - ADP Reconciliation - Phase 2 Training

ADP Reconciliation Training Transitioning balances from Banner into new Recon Processes 1 Agenda Review Previous Model and Define Problems Review New Phase II Processes Moving balances from Banner into new Recon System There are no stupid questions..

2 ADP Reconciliation Training Retiree Receivables Review Previous Model and Define Problems 3 Review Previous Model (prior to March 2011) Record

employee payment clear receivable balance (direct bill) Step Step 4 4 Pay benefits liability

(CES Accounting) Step Step 3 3 Record retiree benefits expense, accrue liabilities

and zero Banner clearing (epop046-b) Step Step 2 2 Step Step 1 1

Record retiree receivables in Banner (epop046-a) 4 Review Previous Model and Define Problems Establishing Retiree Receivables & Issues Using ePop046 process Created an AR file we loaded into Banner

Receivables were dependent upon the accuracy of Winflex ADP Benefits Direct is the authentic source since they are actually processing the coupons and receiving payments Benefits Direct and Carrier Enrollment Services (CES) makes changes to retiree transactions that are not interfacing into Banner These Retro-active changes do not get picked up by the ePop046 Also, epop046 process doesnt handle our Cobra ARs 5

Review Previous Model and Define Problems Clearing Retiree Receivables & Issues Direct Bill File Interface to Banner Not all Retirees are accounted for in the file (if they had no activity)

(Cobra Payments are not included in the DB file) Receivable payments are not recorded in the general ledger at the employee level the detail is in Banner Has Retro-active transactions not picked up/posted via epop046 process The Open Coupon Report from Benefits Billing is really our source for Outstanding Receivables at the end of each month Supplemental PDR

6 ADP Reconciliation Training Retiree Receivables Review New Phase II Processes 7 Review New Phase II Processes Solutions to Defined Problems A process to record retiree benefit expense and receivables based on what is paid by CES (not

Winflex) Retiree Benefit Accounting A process to record Supplemental PDR payments and cash at an employee deduction code level Supplemental PDR Accounting

A process to systematically correct payroll liability variances while maintaining employee level detail 8 Review New Phase II Processes Solutions to Defined Problems (contd) Built an online page to allow institutions to correct accounting issues at an employee / deduction code level

Online Payroll Adjustment Built reports to assist in accounting for cash and receivables reconciliation Retired ePop046 process in EV5 Retired Direct Bill Interface into Banner Remove unneeded (redundant) data from Banner 9

ADP Reconciliation Training Moving Balances from Banner into New Recon System 10 Background Current State of Retiree Receivables/Pre-Payments Located in Banner under RETR Detail Code Detail recorded by Retiree/LOA/Disability, Benefit & Amount Amounts should total to AR balance in GL account 129xxx (debit)

Pre-payments under the DDBT Detail Code (some schools may another) Note: Direct Bill only interfaces one month of prepayments Prepayments recorded in Unapplied Cash liability account 219xxx Detail balances for prepaids can be reconciled back to Direct Bill CES/Benefits Billing makes adjustments to retiree balances

Background Retiree Benefit Accounting Parameters New AR accounts have been created 129210 Retirees 129220 LOA & Disability 129230 - Cobra 12 Conversion Steps Step 1: Banner Load the Direct Bill for February

Run the AR Load Process (ZSRINLD). Make sure that the Application of Payments process (TGRAPPL) is run after the file is successfully loaded. This ensures all payments and transactions have been applied before attempting to balance. This should have been the last transaction file posted in Banner under the previous processes. No transactions for March should have been loaded into Banner. (We will be using the new Conversion Steps

Step 2: Reconcile Banner Run an Account Detail Query (TGIACCD) for Detail Codes RETR, DDBT & SLOA for balances <> 0 Validate against balances in GL accounts Can use the February Supplemental PDR to help validate pre-payments Conversion Steps Step 3: Extract Data into Excel

Conversion Steps Sample of RETR data: Conversion Steps Step 4: Validate the detail/amounts for Retirees because of the way Banner applies charges/payments. (may have to unapply/reapply transactions (individual basis) to get good balance detail) Conversion Steps

Step 5: Run the open coupon report from ADP Recon Environment for 2/28/2011 Query - BOR_ADP_COBRARET_RECV Conversion Steps Step 6: Compare Banner to the Open Coupon Report Some balances may need to be investigated

with SSC There may be balances that have to be expensed off Suggestion: Create a new Detail Code in Banner WORT: Write-Off Retiree Conversion Steps Step 7: In Banner - Using TFADETL Reverse the legitimate ARs/Prepays via the RETR/DDBT Detail Codes (some institutions may have used other Detail Codes)

Write off/Expense any uncollectable or immaterial ARs Conversion Steps Step 7 (contd) TSAAREV detail prior to reversals 21 Conversion Steps Step 7 (contd)

TFADETL performing reversals Conversion Steps Step 7 (contd) applied TSAAREV Detail after reversal & transactions Conversion Steps Step 8: Be aware of what accounts are behind your Detail Codes.

They will be needed when reestablishing the ARs/prepayments in the new recon system. Can look them up using ZSADETC. Conversion Steps Step 9: Close Banner and Interface to PS Financials. Conversion Steps Step 10: Journal Generate, Edit, Budget Check and Post the Banner journal.

Note: This is a good opportunity to verify GL Balances again. Conversion Steps For demonstration purposes.. RETR Detail Code accts: 128001/62000 = 129010/62000 = $2,352.08 0.00

DDBT Detail Code accts: 219859/10500 = 0.00 118197/10500 = ($286.00) Note: After the transactions are posted using the Payroll Adjustment Process, the ending net affect/balance in the new 129210 account will be $2,066.08. Conversion Steps Step 11: Use the online payroll adjustment

process to reestablish AR Balances in PERS_SERV_BOR. Note: Use new AR accounts (See Parameters Page) Helpful Info Do NOT run the EPOP046 for March forward! Run the CES Accounting Process in PS Fin for March, for Active Employees only .

Click OFF the Process Retirees option. Run the new Retiree Benefits Accounting process. From the CES file, identify any retro-active transactions. For Retirees, EE costs were posted to the AR account and the ER costs were expensed. For Cobra, both the EE & ER costs posted to a separate AR account.

29 Helpful Info Depending on type of Retro transactions, may have to perform Online Payroll Adjustments to move funds between accounts. Find out how the original transaction was booked. May have received pre-payments for Cobra.

Will need to move these (in detail) to credit the new Cobra AR account using PR Adjustment process. May have outstanding Cobra ARs tracked via other methods/accounts. Will need to move. 30 ADP Reconciliation Training Transaction Type by Source Job Aid 31

Transaction Type by Source Payroll Interface PIEX-Payroll Interface Expense PIEN-Payroll Interface Encumbrance EPOP046 (Retired) BNBL Benefits Billing to GL Carrier Enrollment ERC-Employer Benefit Cash Payment EEC-Employee Benefit Cash Payment EED-Employee Benefit Distribution

ERD-Employer Benefit Distribution 32 Transaction Type by Source Payroll Adjustments REC-Systematic Payroll Adjustment ONL-Online Payroll Adjustment Retiree Benefit Accounting RRC-Retirement Benefits ER Cash RRE-Retirement Benefits ER Expense RER-Retirement Benefits EE Recv. RES-Retirement Benefits EE Cash

Supplemental PDR Accounting SPC-SUP Employee Cash Contribution SPR-SUP Employee Receivable Relief ADP Reconciliation Training Questions? 34

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