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OUTLINE
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Incidents occur within the Regional
Pay System (RPS) which result in out of balance conditions for pay processing:
the gross value of payments minus the deductions does not equal the net
value of the payment. These situations are first identified by the Consolidated
Systems Control Unit (CSCU).
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PROCEDURES
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CSCU
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- NOTIFY PAO of Out of Balance detail, which includes the Supp
#, date, amount, etc.
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IF OUT OF BALANCE IMPACTS THE NET VALUE OF
THE PAYMENT WHICH WAS REPORTED TO THE RECEIVER GENERAL--GENERAL LEDGER (RGGL)
BY STANDARD PAYMENT SYSTEM (SPS) WHEN THE PAYMENT WAS ORIGINALLY ISSUED.
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Compensation Sector (CS) Accounting
Advisor
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- SEND E-Mail or notification to Department 097 advising them
of the correction to the net payment value.
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Department 097
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- COMPLETE the necessary internal journal vouchers (JV) to adjust
their Accounts.
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IF OUT OF BALANCE RESULTS FROM INCORRECT
ENTITLEMENT/DEDUCTION AMOUNT
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Manual adjustments must be made to the Payroll
System General Ledger (PSGL) and the department's accounting records.
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CS Accounting Advisor
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- ADJUSTS Payroll Control Account or the Deductions Account in
the PSGL.
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- ADVISE departments to adjust their Payroll Expense Account
and their Payroll Control Account.
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Condition :
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| Correct Transaction:
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Gross Payroll
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$10,000.00
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Deductions
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$ 1,000.00
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Net Payroll
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$ 9,000.00
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| Incorrect Amount:
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Gross Payroll
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$ 7,000.00 (incorrect)
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Deductions
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$ 1,000.00 (correct)
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Net Payroll
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$ 9,000.00 (correct)
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PROCEDURE TO BE FOLLOWED BASED ON THE EXAMPLE
PROVIDED ABOVE:
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CENTRAL ACCOUNTING SYSTEM (CAS)
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- For NON-Financial Information Strategy (FIS) Departments, the Responsibility
Centre coding must be adjusted by Source 0134 JV to reflect the $3,000.00
increase in gross payroll expenditures.
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PSGL
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- For FIS and NON-FIS departments, the Payroll Control Account and the
applicable sub-ledger account must be adjusted manually by $3,000.00.
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RPS
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- Upon verification with the employees' master earnings record, the
individual's gross must be increased by $3,000.00 with no cheque issue.
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DEPARTMENT
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- The affected NON-FIS Department is sent a copy of the Source 0134
JV for information purposes in updating their records. The affected
FIS Department is sent an authority document to update their appropriate
Departmental Financial Management System (DFMS) accounts.
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| NOTE:
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Refer also to
section 9-4 of the PAO manual for further information concerning
Department 079 Control Accounts.
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