23-P-017 Fiscal Year End Payroll Processing for FY 2023 (May 5, 2023)
This informational circular discusses key payroll processing concepts to aid in fiscal year end closing.
Note: A separate informational circular regarding the fiscal year 2024 payroll contribution rates will be issued as soon as the information becomes available.
Off-Cycle C Payroll for Pay Period End 6/10/2023 has been cancelled. The final opportunity to run payroll adjustments for fiscal year 2023 will be Off-Cycle B, which will run on 6/21/2023, with a paycheck date of 6/26/2023.
Regent Off-Cycle B Cutoff
Cutoff for Off-Cycle B for pay period end 6/10/2023 will be 9:00 A.M., 6/21/2023. We will be unable to accept any files received after this date and time, for Off-Cycle B processing for pay period end 6/10/2023.
Budget End Date and Fiscal Year Changes
The Budget End Date and Fiscal Year on the Department Budget tables will be updated centrally at the beginning of the fiscal year. This process (BUD006) is scheduled to run during the nightly batch cycle on June 18, 2023. In that process, a new row will be added to the Department Budget tables with an effective date of June 11, 2023 (beginning date of the first on-cycle payroll charged to FY2024). The Budget End Date will be June 8, 2024.
Agencies should not enter any rows in the Department Budget table with an effective date greater than or equal to June 11, 2023, until agency notification has been received that the BUD006 process ran successfully.
A special run of the KPAYGL5C (paycheck accounting transactions file) will be processed on Thursday June 22, 2023, after the ‘B’ off-cycle process has been completed for the June 10, 2023, pay period end date. A SHARP Infolist message will be sent out to agencies after the KPAYGL5C has finished processing on June 22, 2023.
Payroll Adjustments
Agencies need to complete all FY2023 payroll adjustments on or before the ‘B’ off-cycle which processes on Wednesday night, June 21, 2023. The ‘B’ off-cycle is the last payroll cycle for FY2023. This includes clean-up of all Rejected by Payroll (RP) rows listed on the Reject by Payroll (Payable Time) Time and Labor Workcenter Query. Any adjustments processed after Wednesday June 21, 2023, will be included with FY2024 transactions and processed with the ‘A’ off-cycle on Monday July 3, 2023, for the June 24, 2023, pay period end date.
Benefits Contribution Rates
Supplementals and adjustments use the benefit contribution rates effective for the pay period being adjusted. Supplementals and adjustments for pay period ending dates greater than June 10, 2023, will use fiscal year 2024 rates.
Fiscal Year Expenditure Impact
Supplementals, adjustments and reversals will be charged to expenditures in the fiscal year of the off-cycle paycheck date regardless of the pay period being adjusted. The ‘B’ off-cycle (scheduled for June 21, 2023, paycheck date June 26, 2023) for the pay period ending June 10, 2023, will be the last opportunity to have a paycheck adjustment charged to FY2023.
The fiscal year expenditure impact applies to both SHARP agencies and Regents institutions.
Regents Institutions Responsibilities
Regents institutions are responsible for ensuring the correct benefit and tax contribution rates are used when calculating payroll for employees of their agencies and for ensuring the SMART INF06 interface files impact the correct fiscal year.
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