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Fringe Expense Data with No Earnings

Note: Provided below is guidance intended for State departmental and program use only. To view more guidance and policy information, please visit the Central Payroll Services page.

Glossary of Terms

LA: Labor Allocation 

ZNE: Earnings Code that Excludes

PAM: Payroll Account Management

ZNI: Earnings Code that Includes

Problem

This impacts fringe expense data with no earnings or transactions with excludable earnings only. We initially thought this data was not being included on the LA11 feeds to PAM. Further analysis revealed this data was in fact included in the file, but because the data was not associated with any Accounting Template, the data posted to 998A Dump account. This occurred on the payrolls processed from the 072 (FY15) up to and including the 111 (FY15).

Correction for future payroll processing (starting with M11)

Two new earning codes and one object code have been created to allow fringe expenses to post to the correct department COA. This will also flow into LA11 and allow re-allocation if needed. The new earning codes ZNE (exclude) and ZNI (include) will be populated into Screen 11 with a positive $1.00 and negative ($1.00) respectively. The net effect on earnings is zero. The object code will be 11XX. These earning codes and object code will be used for these transactions.

When initially fed to LA11, the Accounting Template in Job Assignment will dictate the allocation of the fringe amounts. Adding the $1.00 and ($1.00) will allow the user in Screen 11 to re-allocate the fringe amounts to a different accounting template, if desired.

Screen 11 Guidelines 

  • Allocations of these amounts will follow the same edits and commands as other LA11 re-allocations.
  • Dollar amounts must always net to zero. The $1.00 amounts used can conceptually function as 100% and will allocate only the fringe expense coming over with no earnings.
  • Users must enter both ZNE and ZNI lines.