Payroll - Budget Interface Setup

Step #1 - Designate the "Payroll" vendor

• Navigate to the Financial >>>  Vendors tab 
• Click on the Payroll Vendor button and search (To verify that a payroll vendor was not previously designated)
• If not are designated, click on the Add button to add the vendor,  PLEASE NOTE:  the district can only have ONE payroll vendor designated in the system.
• You must ensure the For Payroll POs box is checked - this is how you will designate the Payroll Vendor.

Step #2 - Setting up the posting options for the contractual and casual purchase orders

• Navigate to the Budget >>>  Setup tab
• Scroll down to the Payroll Integration section 

• Select the option that you want to utilize in the RED box for the contractual (salary) purchase order.
  • Automatic Mode (recommended) - The system will automatically project encumbrances for the school year.  
  • Manual Mode - The district will manually enter the encumbrances for the entire year and the district will manage / adjust the contractual encumbrance projections each and every payroll.  
• Select the option that you want to utilize in the RED box for the casual (extra) compensation.
  • One PO per school year (Manual) - All casual payrolls will be posted to a single Purchase Order and the district will have the option to included encumbrance projections on the manual casual payroll PO.  This option works the same as the Manual Mode for Contractual Payroll and the district will manage / adjust the contractual encumbrance projections each and every payroll.  
  • One PO per school year (Auto) - All casual payrolls will be posted to a single Purchase Order.  The PO will be charged as payrolls are posted and there will be no encumbrance projections after each payroll is posted for the casual purchase order.
  • One PO per payroll (recommended) - Casual payrolls will be posted to a Purchase Order for each payroll.  Each PO will be charged as payrolls are posted and there will be no encumbrance projections after each payroll is posted for the respective casual purchase order. 
    

Step #3 - Creating the Contractual Purchase Order for the School Year

• Navigate to the Budget >>>  Expenditures >>>  Purchase Order screen and click on the New Purchase order button.
• Enter in the PO # that you want to set for the contractual purchase order
• The PO Type MUST be set to Payroll (Contractual)
• Enter the description of the contractual purchase order.  Remember, the PO description is what will be displayed on the Bills List report.  
• Click the Create PO button to create the contractual purchase order.
• If you selected Manual Mode, then you can manually adjust the purchase order and record the initial encumbrance.  
• If you selected Automatic Mode, the system will automatically project the encumbrances the first time an individual is paid (12 month staff will be encumbered in the July 15th payroll and 10 month staff will be encumbered in the September 15th payroll) .
• ENSURE you check off the Bid Exempt checkbox 
  

Step #4 - Creating the Casual Purchase Order for the School Year (ONLY if you selected One PO per school year, either Auto or manual)

• Follow the same procedures outlined in Step #3 BUT the PO Type MUST be Payroll (Casuals) 
  

Step #5 - Setting the Casual Purchase Order Number for the school year (ONLY if you selected  One PO per payroll)

• Navigate to the Budget >>>  Setup tab
• Scroll down to the Payroll Integration section
• Click on the noted hyper-link
• Ensure you are in the proper School Year (Yellow bar), review / set the Budget Casual Purchase orders numbering pattern and Next Available Number.  You DO NOT have to manually create a casual purchase order when you select the One PO per payroll option for casual postings. 

Step #6 - Flagging the Expense Accounts for the Board Share FICA and the Board Share DCRP Purchase Orders

• This MUST be done before the purchase order is created and it MUST include all possible expense accounts that you could utilize in the ENTIRE school year.  YOU CAN NOT add an expense account transactions are posted to the special payroll purchase order.  
• Navigate to the Financial >>>  Setup >>>   Budget Accounts >>>  List screen and search for the account that you want to flag.
• Click on the Edit button 
• Set the flag for the Expense Account.  Please note, that the same account can be used for both Board Share of FICA and Board Share of DCRP.  
• Click the Save button to flag the account.
• REPEAT for any / all accounts that could be utilized for the respective purchase order in the School Year (including grants and/or enterprise funds)

Step #7 - Creating the Board Share FICA, State Share FICA and Board Share DCRP Purchase Orders

• Navigate to the Budget >>>  Expenditures >>>  Purchase Order screen and click on the New Purchase order button.
• Enter in the PO # that you want to set for the purchase order
• The PO Type MUST be set to either the State Share FICA, Board Share FICA or Board Share DCRP
• Enter the description of the contractual purchase order.  Remember, the PO description is what will be displayed on the Bills List report.  
• Click the Create PO button to create the purchase order.