User Support Forum

We have a new church member that is taking over as Treasurer and I am trying to train him. A few weeks ago, he apparently attempted to do some Payroll on his own without my supervision. I have now found several things out of whack and am trying to figure out how to correct them.

First, he entered a payroll that had already been done by me a month earlier. I have found the duplicate paychecks in the Payroll module and did a VOID on those 2 checks. I can run a report and see the negative transactions that PC created to cancel out the duplicate payroll. I realize that when I post Payroll transacations, it will create this same reversing transaction in Fund Accounting. Question #1 - in Fund Acct, do I really need to post that duplicate payroll entry and its corresponding reversal? Could I just delete that pair of transactions? I mean, the original payroll entry is already there.

The second situation has me baffled. By running reports in the Payroll module, I can see 2 other payroll checks that were processed for a different pay period. These have obviously been posted in Payroll because they are not in the unposted transaction list and I can only see them through running reports. However, i cannot find them anywhere in the Fund Acct module...neither unposted or posted list. How could he have posted them in Payroll and not ended up with anything in Fund Acct? On top of that, he submitted it for the wrong pay date and only did 2 out of the 5 employees. Question #2 - can I void those 2 checks and re-run the entire payroll for that pay period again? And since I can't find these transactions in Fund Acct to begin with, after I post in Payroll module, can i just delete the reversing transacation that gets created from the Fund Acct side? (since it has nothing to reverse).

I hope I have explained these correctly. I know it sounds a little strange. I just want to get these payrolls straight and have as few as possible correcting transactions.

Thanks for your help.

To answer your questions: On question #1--yes, I would recommend that you post both the duplicate payroll entry and it's reversal in Fund Accounting. The reason is to keep a clear audit trail between the Payroll Module and Fund Accounting. This will help prevent recurrence of the baffling situation that you describe in your second situation.

On question #2 - I would first try to confirm that the 2 checks were either only posted to the Payroll Module or got deleted from the Unposted Transactions file in Fund Accounting by reviewing the Accounting Audit Log. Depending on what you find, this will help determine the best course of action to take.

Lessons learned--when posting in the Payroll Module recommend that the transactions always be sent to Fund Accounting and then posted in Fund Accounting. This way, the two modules are kept in sync and it is easier to reconstruct what happened and what needs to be done to correct if a problem is found later on.

matt,
thanks for your response. I figured that would probably be the answer on #1. I understand the whole audit trail thing.
For the second problem, I took your advice and ran a report on the Fund Acct Audit log. I can now see where he made 2 direct deposits and then did a "Post to Payroll Module Only". so that explains why I could not find them in Fund Acct.

So, does this seem like the proper steps to take: (1) void the 2 payroll checks in Payroll module and post those reversals to Payroll module only. (2) Run the corrected Payroll and post to both Payroll and Fund Acct.

Thanks,
Debbie

Yes, those would be the proper steps to take. Whenever a correction needs to be made you want to reverse it the same way it got there as much as possible.