PR - Accrual Codes Tab (SU)

Accrual Codes Tab Overview

Once you have set up and maintained all of the accrual codes that your school will require, it is extremely important to produce a report (use the 'Print' icon at the top of the screen) and check all accrual codes thoroughly.

Important!

The system comes pre-loaded with standard accrual codes. Do not delete any of these codes.

Adding an Accrual Code

To add a new Accrual code, click the 'New Accrual' button to display a blank 'Accrual Code Details' screen.

When satisfied with your entry, click the 'Update' button to commit your changes to the database or 'Cancel' to return to the selection screens.

Viewing and Editing Accrual Codes

To 'View' or 'Edit' an Accrual code, click on the associated link next to the relevant Accrual code.

When satisfied with your entry, click on the 'Update' button to commit your changes to the TASS.web database.

The screen is divided into two sections:

Accrual Code Details.
Accrual Parameter Options.

Accrual Code Details

Fields that require further explanation
Accrual Code Number	The 3-character unique code to be used for this accrual code.
Description	A 30 character description for this accrual code.
Abbreviation	A shortened description that is used on various reports and screens where there is not enough room for the full description.
Unit of Measure	Accruals can be recorded as hours, days, or dollars.
GL Account - Debit	Leave this field blank if there is no General Ledger integration required for this accrual. If General Ledger integration is required, the system allows for two options in determining the General Ledger account to use when this accrual code is used during a pay run: This field would be used to set up the expense side of the accrual journal, e.g. Superannuation Expense. Using an account mask. This is done by using a series of question marks (??-????-??-??). Full Mask. If the entire GL account is to be determined during a pay run for this accrual code from the GL Account on the employee record just enter '??-????-??-??'. Important! Where the pay run determines the entire GL account code based on the employee record it looks at the 'GL Account' code field in program Payroll HRM > Payroll > Employee Information > Employees on the 'Payroll Details' tab. Partial Mask. If the GL account that is used during a pay run is to be determined based on the combination of the account code that is set up in this field and on the employee record: An example of the setup to achieve a combination could be: Enter '02-????-??-??' in this field where the '02' indicates that whenever this accrual code is to be used it is to be applied to school section '02'. On the employee record, the 'GL Account' code field is 01-2000-01-00. Therefore when this accrual code is used for this employee the GL account will be derived as 02-2000-01-00. Important! Using this example it is important that 02-2000-01-00 is a valid open GL account. The pay run will produce an exception report if this is not the case. Enter a GL Account code. If you enter a full GL account here it will override any GL account that is set up on the employee record during a pay run when this accrual code is used.
GL Account - Credit	Leave this field blank if there is no General Ledger integration required for this accrual. If General Ledger integration is required, the system allows for two options in determining the General Ledger account to use when this accrual code is used during a pay run: This field would be used to set up the liability side of the accrual journal (e.g. superannuation clearing account). Using an account mask. This is done by using a series of question marks (??-????-??-??). Full Mask. If the entire GL account is to be determined during a pay run for this accrual code from the employee record just enter '??-????-??-??'. Important! Where the pay run determines the entire GL account code based on the employee record level it looks at the 'GL Account' code field in program Payroll HRM > Payroll > Employee Information > Employees on the 'Payroll Details' tab. Partial Mask. If the GL account that is used during a pay run is to be determined based on the combination of the account code that is set up in this field and on the employee record: An example of the setup to achieve a combination could be: Enter '02-????-??-??' in this field where the '02' indicates that whenever this accrual code is to be used it is to be applied to school section '02'. On the employee record, the 'GL Account' code field is 01-3000-01-00. Therefore when this accrual code is used for this employee the GL account will be derived as 02-3000-01-00. Important! Using this example it is important that 02-3000-01-00 is a valid open GL account. The pay run will produce an exception report if this is not the case. Enter a GL Account code. If you enter a full GL account here it will override any GL account that is set up on the employee record during a pay run when this accrual code is used.

Accrual Parameter Options

Fields that require further explanation

Print on Pay Envelopes

The default for this checkbox is unticked.

Check this for any accrual code that you want to display on the employees' pay envelopes.

As an example, you may decide to print 'Annual Leave' but not to print 'Long Service Leave non-current'.

Request History Details

This checkbox is used to indicate if this accrual code will force the entry of a 'history' record during a manual timesheet entry.

An example of this would be 'Sick Leave' where date information is required to be captured.

Timesheet Entry Allowed

This checkbox determines whether the timesheet entry program will allow manual activity for this accrual code (Transaction creation/deletion/modification).

For accrual codes that you do not want to be able to be used within a manual timesheet untick this box.