Finance - Record and Distribute Salary Recovery
Controller's Office
Purpose
Record salary recovery transactions throughout the fiscal year and distribute them the subsequent fiscal year.
Manager
Finance Contact: Roberta Chestnut
Process
Periodically throughout the fiscal year and after the final payroll for the fiscal year:
Update the Details tab:
- Access the spreadsheet FY21 Salary Recovery Tracking from the folder S:\departments\Bus&Fin\Salary Recovery\FY 20 21
- Download a query of the GL journal lines for account 2113 for the fiscal year
- Request the Controller to send you a download of the payroll transactions for account 2113 for the fiscal year
- Enter the results from these 2 queries on the Details tab
- Enter the Source column - either GL or PR
- On the payroll lines, the Dean column should have 1/3 of the amount and the Dept column should have 2/3 of the amount
- In the remaining columns, enter the hierarchy for the faculty member
Update the Reconcile GL to PR tab:
- In the Pivot Table, update the Data Source to include the additional rows you entered
- If the GL and PR totals don't match, investigate to reconcile the differences (maybe the payroll has not posted to the GL yet; maybe a manual reallocation was processed)
- Determine the difference between the total salary recovery for this fiscal year and the amount already recorded in project 331-75000-03085
- Book a journal entry for the difference:
- DR 100-76600-2831-290
- CR 331-75000-03085-2830-290
Update the 2 Summary pivot tables to include the new rows/organizations
Annual Distribution (target to do this by mid-September):
- Make sure the pivot tables are up-to-date and reflect the same totals as the amount available to distribute in project 331-75000-03085
- Prepare the distribution journal using the template on the tab (you may need to create some 331 projects depending on the organizations with salary recovery last fiscal year)
- Post the journal in the current fiscal year
- Prepare the email distribution using the pdf's from the prior year as a guide
- President, CFO and Provost (copying Controller, AVP SRS, Budget Director, Director of Academic Affairs) - they see the entire table
- Individual Deans (copy Provost, Controller, Administrative Assistant) - They see a summary of just the departments within their school
- Department Chairs (copy Dean, Controller, Administrative Assistant) - They see a summary of just their department
- You may receive emails from some departments to further distribute some of the salary recovery to the faculty member - these amounts should be transferred to that faculty member's SUPPORT project