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Tue Jan 22 08:39:29 PST 2013


mation help desk, here is how I believe Pentamation Payroll Encumbrances wo=
rk (if you encumber payroll)

Payroll encumbrances update the encumbrances portion of Fund Accounting nea=
r the end of the payroll job stream when you select "Payroll Encumbrances" =
(or "Run All Activities" for certain versions of Finance Plus).  Payroll En=
cumbrances update (reduce) encumbrances in Fund Accounting at that time, bu=
t then payroll Expenditures do not update (increase) in Fund Accounting unt=
il you post that pay run to Fund Accounting.

We run payroll as much as a week before payday to transmit the direct depos=
its tape to the bank at least 3 days before payday as required by the bank.=
  We post payroll to fund accounting on payday, when checks are mailed out =
or deposited to bank accounts.  For the duration of time between running pa=
yroll encumbrances and posting payroll to Fund Accounting (normally 4 to 7 =
days), the encumbrances section of Pentamation Expenditure Status Reports i=
s understated by approximately $1.6 million (our normal monthly payroll).  =
In June, when we run summer paychecks, the encumbrances error is approximat=
ely three times that amount.

I have submitted a product improvement request to Pentamation to have Payro=
ll Encumbrances update Fund Accounting at the same time payroll expenditure=
s update Fund Accounting.

Nick Hogan
Finance Director, Hood River County School District
(541) 387-5010






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<p class=3D"MsoNormal"><span style=3D"color:black">FYI - I ran into a poten=
tially significant reporting issue in Pentamation</span><span style=3D"colo=
r:#1F497D">.</span><span style=3D"color:black">&nbsp;
<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span style=3D"color:black">&nbsp;<o:p></o:p></span>=
</p>
<p class=3D"MsoNormal"><span style=3D"color:black">From the Pentamation Hum=
an Resources manual and from talking with the Pentamation help desk, here i=
s how I believe Pentamation
</span>Payroll Encumbrances work (if you encumber payroll) &nbsp; <o:p></o:=
p></p>
<p class=3D"MsoNormal">&nbsp;<o:p></o:p></p>
<p class=3D"MsoNormal"><span style=3D"color:black">Payroll encumbrances upd=
ate the encumbrances portion of Fund Accounting near the end of the payroll=
 job stream when you select &#8220;Payroll Encumbrances&#8221; (or &#8220;R=
un All Activities&#8221;&nbsp;for certain versions of Finance Plus).&nbsp;
 Payroll Encumbrances update (reduce) encumbrances in Fund Accounting at th=
at time, but then payroll Expenditures do not update (increase) in Fund Acc=
ounting until you post that pay run to Fund Accounting.<o:p></o:p></span></=
p>
<p class=3D"MsoNormal"><span style=3D"color:black">&nbsp;<o:p></o:p></span>=
</p>
<p class=3D"MsoNormal"><span style=3D"color:black">We run payroll as much a=
s a week before payday to transmit the direct deposits tape to the bank at =
least 3 days before payday as required by the bank.&nbsp; We post payroll t=
o fund accounting on payday, when checks
 are mailed out or deposited to bank accounts.&nbsp; For the duration of ti=
me between running payroll encumbrances and posting payroll to Fund Account=
ing (normally 4 to 7 days), the encumbrances section of Pentamation Expendi=
ture Status Reports is understated by
 approximately $1.6 million (our normal monthly payroll).&nbsp; In June, wh=
en we run summer paychecks, the encumbrances error is approximately three t=
imes that amount.<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span style=3D"color:black">&nbsp;<o:p></o:p></span>=
</p>
<p class=3D"MsoNormal"><span style=3D"color:black">I have submitted a produ=
ct improvement request to Pentamation to have Payroll Encumbrances update F=
und Accounting at the same time payroll expenditures update Fund Accounting=
.<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span style=3D"color:black">&nbsp;<o:p></o:p></span>=
</p>
<p class=3D"MsoNormal"><span style=3D"color:black">Nick Hogan <o:p></o:p></=
span></p>
<p class=3D"MsoNormal"><span style=3D"color:black">Finance Director, Hood R=
iver County School District
<o:p></o:p></span></p>
<p class=3D"MsoNormal"><span style=3D"color:black">(541) 387-5010<o:p></o:p=
></span></p>
<p class=3D"MsoNormal"><span style=3D"color:black">&nbsp;<o:p></o:p></span>=
</p>
<p class=3D"MsoNormal"><span style=3D"color:black">&nbsp;<o:p></o:p></span>=
</p>
<p class=3D"MsoNormal"><span style=3D"color:black">&nbsp;<o:p></o:p></span>=
</p>
<p class=3D"MsoNormal"><span style=3D"color:black">&nbsp;<o:p></o:p></span>=
</p>
<p class=3D"MsoNormal"><span style=3D"color:black">&nbsp;<o:p></o:p></span>=
</p>
</div>
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