This procedure is for payroll cost corrections only (GL accounts beginning with 6 or 7 only).
All payroll corrections should be attempted through a retro to the distributions first. If a retro to the distribution does not completely correct the charge (it should be able to retro to within cents of the desired correction amount), then this general journal entry process can be used.
Other examples of when to use general journal entry include corrections on:
- Cash-outs,
- Subsequent additional pay corrections for prior fiscal year items,
- Employer fringe that did not transfer with regular Retro Distributions in prior fiscal years, and
- Charges processed after an employee terminates.
Journal entries will be posted only if:
- The transfer is appropriate and Payroll Cost Distribution Report is provided in PDF format (see below for pathway to this report).
- Payroll corrections involving cross colleges should include supporting documentation in the form of a letter or email from the cross college indicating that the charge is approved. Please email this supporting documentation along with the template which is submitted.
- All required ChartField values are valid. Do not use any special characters in the header or the template such as &, <, >, ", and ' or the entry will fail to post properly.
- Sufficient balance is available - this payroll correction will NOT override available balance. Please check available balance before entering transfer amount.
- Reviewed and submitted by authorized personnel.
- For payroll corrections involving grants please ensure that budget dates are verified - see MyUFL query, UF_GM_PROJ_END_DATES_BY_DEPT_X. If the grant has already been closed communicate with the C&G grant specialist to extend the closing date to enable payroll corrections to be posted.
- Prior fiscal year grant retro's and journal entries are only allowed on funds 201, 209, 211, 212, 213, 214, 171, 173 or 179. Once the fiscal year is closed, general revenue and non-grant funds cannot be retroed or journal entry done.
PeopleSoft provides a means to upload an Excel spreadsheet to create the journal entry.
Please use the following Excel spreadsheet Payroll Cost Transfer template.
Please do not add or delete any columns (you may add rows only).
After entering the data, your spreadsheet should be saved and named with your DeptID and journal date (i.e., 64601000-120105).
Along with supporting Payroll Cost Distribution Reports, e-mail to DistributionJournals@admin.ufl.edu. In the subject line of the email please enter "PAYROLL CORRECTION" then your file name.
Data entry should be completed on the spreadsheet using ChartField values as described below. Please refer to your Payroll Cost Distribution Reports (PCDRs) for original ChartField information. PCDRs must be submitted as part of your documentary support. Please submit as a separate pdf file, but please email WITH template.
Enterprise reporting path to the PCDR:
- Items through 06/25/2009:
Enterprise Reporting -> Public Folders -> Human Resources Information -> Pay Information -> Payroll Cost History -> Payroll/Fellowship Cost Distribution by Cost Center and Person
- Items after 06/25/2009:
Enterprise Reporting -> Public Folders -> Human Resources Information -> Pay Information -> Current Pay Cycle -> Prompted Cost Distribution Reports -> PDF-Payroll or Fellowship Payroll Earnings Distribution Detail.
Required Chartfield Input Columns:
| Column | Entry |
| B. | Unit is UFLOR (all CAPS). |
| C. | Ledger is ACTUALS (all CAPS). |
| D. | Dept ID is the 8 digit department ID. |
| E. | Fund is the 3 digit fund ID. |
| F. | Program is the 4 digit program ID. |
| G. | General Ledger account begins with a 6 or 7. |
| H. | Source of funds required on funds 171, 201, and 209. SOF is optional on other funds but must match original entries for these funds. |
| I. | Budget Reference is CRRNT (all CAPS). |
| K. | UFID is the 8 digit UFID number being corrected (no hyphen). |
| M. | Project Unit "GRANT" is required for Sponsored Research funds 201, 209, 211, 212, 213. |
| N. | Project is the 8 digit project number required for Sponsored Research funds. |
| O. | Activity is 1. This is only required only for Sponsored Research funds 201, 209, 211, 212, 213. |
| S. | GLE is required if the correction involves a GRANT, please leave the column blank for correction of other funds. (Note that columns M,N,O,S should be completed for any fund that has a related project #.) |
| U. | Amount is the dollar amount of the transfer. (charge = debit = positive amount) (reversal of charge = credit = negative amount). |
| V. | Budget date is the date of the journal entry. |
| W. | Reference is the 7 digit HR Account Code. You must have a valid active HRAC. If this is a new funding cost center, you must have the HRAC established before the journal can be processed. |
| X. | Description is required for each line. I.e., "Trsfr dept-fund-SOF-Project that you are transferring to/from". Remember that this description will help you identify where the charges are going to or coming from. |
Required Header Information:
| | Entry | Answer | Value |
| 1 | Business Unit | UFLOR | Always "UFLOR" |
| 2 | Journal ID |
PRDyymmnnn | Payroll will assign journal ID |
| 3 | Journal Date | | Format: MM/DD/YYYY |
| 4 | Ledger Group | ACTUALS | Always "ACTUALS" |
| 5 | Source |
UPL | Always "UPL" |
| 6 | User ID | | UFID of Preparer and indicate name in green field before "name" |
| 7 | Transfer Reason | |
Detailed reason for journal entry |
Other Important Information
- If you have previously submitted an identical journal entry template please DO NOT resubmit a duplicate template as this slows down the processing time since each submission has to be reviewed. We generally process all journal entry submissions on a first come first serve basis therefore please note every effort is made to ensure that your journal entries are being processed in a timely manner.
- If you have additional questions, please send e-mail to DistributionJournals@admin.ufl.edu or call 392-1231.
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