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Running the Actuals Distribution Process

This topic provides an overview of the Actuals Distribution process and how the system finds funding sources and discusses how to:

Page Used to Run the Actuals Distribution Process

Page Name

Definition Name

Navigation

Usage

Actuals Distribution

RUNCTL_PPFUND

  • select Payroll for North America, then select Payroll Distribution, then select Commitment Accounting CAN, then select Distribute Actuals, then select Actuals Distribution

  • select Payroll for North America, then select Payroll Distribution, then select Commitment Accounting USA, then select Distribute Actuals, then select Actuals Distribution

  • select Payroll for North America, then select Payroll Distribution, then select Commitment Accounting USF, then select Distribute Actuals, then select Actuals Distribution

Runs the Actuals Distribution process (PSPPFUND), which distributes actual earnings, employer deductions, and employer taxes across the funding sources and notifies you when you've exceeded any budget amounts.

Before using this page, you must have run a Pay Confirmation process.

Actuals Distribution/TL Extract

PY_TL_XTRACT_COST

  • select Payroll for North America, then select Payroll Distribution, then select Commitment Accounting CAN, then select Actuals Distrib/TL Extract, then select Actuals Distribution/TL Extract

  • select Payroll for North America, then select Payroll Distribution, then select Commitment Accounting USA, then select Actuals Distrib/TL Extract, then select Actuals Distribution/TL Extract

Runs the Actuals Distribution process and extracts cost information from Time and Labor to distribute actual earnings, employer deductions, and employer taxes across the funding sources and notifies you when you've exceeded any budget amounts.

Before using this page, you must have run a Pay Confirmation process.

Understanding the Actuals Distribution Process

The Actuals Distribution process (PSPPFUND) distributes actual earnings, employer deductions, and employer taxes across the funding sources you've established and notifies you when you've exceeded any budget amounts specified on the Department Budget component or when a transaction lacks funding. If your pay period isn't fully contained within a single accounting period, the process also distributes earnings, employer deductions, and employer taxes across accounting periods using the calendar information on the Detail Calendar.

The Actuals Distribution process allocates transactions without funding sources or adequate funding to the department budget's suspense combination code. View these transactions and specify a new combination code on the Review Suspense ComboCode Dist component (HP_PYCHK_DIST_SUSP).

The system processes transactions that exceed their budget cap so long as the funding source has the Allow Overspend check box selected on the Department Budget component. The process generates a warning for these transactions.

After running the Actuals Distribution process, modify actuals distribution using the Review Actuals Distribution component (PAYCHECK_DIST).

To post actuals to your general ledger system, including any changes you make on the Review Actuals Distribution component, run the Actuals GL Interface process.

Understanding How the System Finds Funding Sources

This topic discusses how the system finds funding sources for:

  • Earnings.

  • Employer-paid deductions and taxes.

Earnings Funding Sources

Where the system looks for funding information depends on whether you are using PeopleSoft Time and Labor distribution:

Customers Using Time and Labor Distribution

Customers Not Using Time and Labor or Time and Labor Distribution

If you are using PeopleSoft Time and Labor and are using time and labor distribution information when determining actuals funding sources:

  • The system automatically runs the Labor Distribution process when you run the Actuals Distribution process.

  • If you select the Use TL Distribution? check box on the Departments − Comm. Acctg and EG page (DEPARTMENT_TBL_CA):

    • The system takes into account task information entered into PeopleSoft Time and Labor during the Actuals Distribution process.

    • The Actuals Distribution process creates an entry for each time and labor task entry. It then distributes the earnings in the appropriate ratio (the same ratio used for labor distribution).

If your system doesn't find any task information, or if you opt not to use time and labor distribution information:

  • The actuals transaction for earnings, produced by the Actuals Distribution process, uses the combination code found on the:

    • Paysheet, if the combination code exists.

    • Dept Budget Earnings page (DEPT_BUDGET_ERN), if there is no combination code on the paysheet.

  • The Paysheets Creation process populates the Combination Code field on the Paycheck Data - Paycheck Earnings: Additional Information page (PAY_CHECK_E1).

    You can override the combination code on the Paysheets, if required.

See:

Employer-Paid Deductions and Taxes Funding Sources

For employer deductions and employer taxes, the system looks for a combination code specified on:

  1. The person's Job Data - Payroll page.

  2. If it can't find a combination code there, and a combination code is found on the Paysheet and the default funding option on Department Budget table is either Actuals or Earnings, the process will use the combination code on the Paysheet.

  3. If it can't find a combination code on Job Data and Paysheet, and the default funding option on Department Budget table is either Actuals or Earnings, the process will use the combination code from Dept Budget Earnings page.

  4. If it can't find a combination code there, the process then looks at the Dept Budget Deduction page (DEPT_BUDGET_DED) and Dept Budget Taxes page (DEPT_BUDGET_TAX or DEPT_BUDGET_CTX).

  5. If there is no combination code on the Dept Budget Deduction or Dept Budget Taxes pages, then the Actuals Distribution process can't distribute the actuals and the system will use the suspense account specified on Department Budget Date page.

See Understanding Job Data.

See Dept Budget Taxes Page.

Actuals Distribution Page

Use the Actuals Distribution page (RUNCTL_PPFUND) to runs the Actuals Distribution process (PSPPFUND), which distributes actual earnings, employer deductions, and employer taxes across the funding sources and notifies you when you've exceeded any budget amounts.

Note: Before using this page, you must run a Pay Confirmation process.

Image: Actuals Distribution page

This example illustrates the fields and controls on the Actuals Distribution page.

Actuals Distribution page

Actuals Distribution Parameters

Actuals Distribution/TL Extract Page

Use the Actuals Distribution/TL Extract page (PY_TL_XTRACT_COST) to runs the Actuals Distribution process and extracts cost information from Time and Labor to distribute actual earnings, employer deductions, and employer taxes across the funding sources and notifies you when you've exceeded any budget amounts.

Before using this page, you must have run a Pay Confirmation process.

Image: Actuals Distribution/TL Extract page

This example illustrates the fields and controls on the Actuals Distribution/TL Extract page.

Actuals Distribution/TL Extract page

Commitment Accounting

On-Cycle Run

If you are processing an on-cycle run, select the Pay Run ID.

Off-Cycle Pay Calendar

If you are processing an off-cycle run, select the Company, Pay Group, and Pay End Date. Enter the page range in the Page # and Thru fields.

Actuals Distribution Parameter