July 31, 1996

MEMORANDUM No. NCAS-97-0009

To:         Agency Chief Fiscal Officers

From:     Chuck Cooper
             Assistant State Controller

Subject: Payroll Interface Error Correction

During the previous NCAS nightly production process, the payroll interface was run to generate the thirteenth month accruals for the June, 1996 payroll. It was discovered that the interface process did not create the proper offsets for the entries relating to social security accruals and retirement/disability accruals. This caused system generated entries to be posted to the payroll suspense account/center 531999/9999. OSC is implementing a change to ensure that this does not happen again during the next accrual cycle. This memo is intended to assist you in correcting any entries that your agency may have encountered from this problem.

To correct the error (entries to the payroll suspense account/center (531999/9999), a journal voucher will need to be entered with a document ID 31 and dated 06/30/96. The transaction amount can be determined using the batch proof list or the General Ledger on-line inquiry screen 220. On the batch proof list, the amount will appear with the error message GEN. BAL TXN and will not have a source code. If the inquiry screens are used, the entries again will not have a source code. The suspense account needs to be cleared by keying to the Withholdings and Employer Matching Payable account (211220) and the appropriate fund (first four positions of center). The accounting rule PI must be used to generate the offsetting entry to the payroll suspense account.

We sincerely apologize for any inconvenience this may cause you. Please feel free to contact the OSC Helpdesk at 875-HELP(4357) if you have any questions.