Monthly Departmental Payroll Reconciliation

On the day after running each payroll cycle, departments can run two reports via Manager Self Service, the Payroll Register and the Earnings Register. This information can be audited prior to pay day so that any discrepancy can be corrected.

Departmental Payroll Register – This PAC report shows the summary gross to net for each employee including the check or deposit advice number. This can be used to verify if all employees scheduled to be paid were paid.

Departmental Earnings Register – This PAC report shows the detail of all earnings paid to each employee for the period. It can be used to verify if Regular and all Add Comp earnings scheduled to be paid were paid.

Payroll to Labor to FAS Process

Following the execution of the payroll cycle, all earnings are passed from Payroll to the Labor Distribution System (LDS). LDS holds the employee account profile information needed to allocate payroll expense to FAS. On a weekly basis, LDS passes all payroll expense to FAS after the payroll department’s approval. On Tuesday morning, all systems are in sync including Payroll, LDS, FAS, and the reporting tools DARTS, FFE, and DWH.

Monthly PAD Reconciliation

At the end of each calendar month the PAD (Payroll Account Distribution) paper report is issued to all departments. This confidential report contains all payroll expense activity for the current month and the fiscal year by FAS account. The month-to-date salary on the PAD report should be reconciled with your budget reports for actual vs. budgeted expense. Any payroll suspense amounts (usually account 2-xxx95 where xxx equals your department number) should be cleared monthly using WebSAF.

 
DARTS, DWH, FFE 

There are additional tools available to assist you in the reconciliation of Payroll Expense:

DARTS – (Departmental Advanced Reporting & Tracking System) has the Payroll Summary Report which is the online equivalent to the paper PAD report and the Payroll Detail report which is a further breakdown of payroll expense by employee by pay cycle.

DWH – (Data Warehouse) – provides a variety of FAS and Financial Management Reports.

FFE – (Financial Front End) – also provides informational reports including a suspense aging report.

Systems of Record

It is important to remember that the payroll system of record is PeopleSoft, for PAD information the system of record is LDS, and for summary account reporting the system of record is FAS.

If there is a variance due to timing or a discrepancy between reports, then DARTS, DWH, and FFE are not the systems of record. In such a case, consider them to be front or back end reporting tools only.