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Split payroll expense between departments

  • 1.  Split payroll expense between departments

    Posted 18 days ago
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    Does the use of additional positions on the employee maintenance card have any effect on the posting of gross payroll expense or is it for HR informational purposes only? We have part time employees that work in different positions in different departments and have set up those positions on the additional positions screen. We were hoping that it would carry through with the posting of payroll expense to correct general ledger accounts based on these additional positions. We also made sure those positions were set up in the payroll posting accounts setup. This did not work and it appears to only be looking at the position listed on the employee maintenance card. The only way we have been able to get the posting to the correct general ledger account is to set up the same position in a department where it doesn't really belong on the payroll posting accounts setup.
     
    For example, the position on the employee maintenance card is Life Guard in the recreation department, and the additional position is working special events for downtown promotions department. We can get it to post correctly if we also set up Life Guard in the downtown promotions, which looks strange.

    We are on GP 2016. Is this possible to do in advanced payroll, which we don't own? I know Integrity Data offers a solution that might handle this situation. #HRandPayroll


    payroll posting accounts setup
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    Michael Garland
    City Of Cartersville
    Cartersville GA
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  • 2.  RE: Split payroll expense between departments

    SILVER CONTRIBUTOR
    Posted 17 days ago

    The Position on the Employee Maintenance card is simply the default position that is populated in Payroll Transaction Entry.  The Position can be changed for each entry in the payroll transaction to change the reporting as you suggest.  The Payroll Posting Account Setup will need the correct combination of Department, Position, and Pay Code to control posting to the proper GL accounts.  "ALL" can be used in any column when appropriate but does not have to be used, as long as all combinations of Department, Position, and Pay Code are included.

    I think your real challenge will be in determining how this setup will affect your payroll reporting as a whole.  The GL posting is only one piece.  You will need to look at all aspects of reporting (i.e. HR, Operations, Tax, Legal, etc.).  We use this type of setup extensively with the standard payroll module.  However instead of using Transaction Entry we import our payroll transactions from another source.  We also have not implemented the HR module and we created some custom reports to accommodate our reporting needs.

    Feel free to reach out if you would like to know more details.

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    Jeff Martin
    Director of IT
    DeRosa Corporation
    Wauwatosa WI
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  • 3.  RE: Split payroll expense between departments

    Posted 12 days ago
    Jeff,

    Thank you for your response to my question.  It was exactly the answer we needed to move forward with processing split payroll transactions.

    The key for us, which no one here knew with 20 years of experience processing payroll in GP, is that you can change the employee position in transaction entry by changing to detail view.  In your answer you said "The Position on the Employee Maintenance card is simply the default position that is populated in Payroll Transaction Entry.​"  I don't work with payroll, so when I showed your answer to the person who processes payroll she said "you can't do that because there is no position field".  I changed the transaction entry screen to detail view and we both had a good laugh and said this is another case of "you don't know what you don't know".   I say "another" case, because it seems we are constantly finding out things that no one knew existed in GP.

    After fixing a few things in payroll posting accounts setup, we were good to go.  The payroll has been processed and everything posted as expected and the reports are good, too.






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    Michael Garland
    City Of Cartersville
    Cartersville GA
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    GPUG Summit - Post


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