Foundation Reconciliation - File Layout and Data Mapping

Use the OH Foundation Reconciliation report to reconcile the Foundation Payment amounts for SERS (School Employees Retirement System) and STRS (State Teachers Retirement System) deductions. This report distributes the difference between payroll deduction amounts and the foundation amounts across all applicable accounts and creates journal entries for the reconciling amounts.

The default file name for the Foundation Reconciliation report is OH Foundation Reconciliation.pdf.

The report contains the following sections:

Report Header

The following table shows the field names, descriptions, and data sources or valid values for the Report Header section of the Foundation Reconciliation report.

Field Name	Description	Data Source or Valid Values
Application Name	The software vendor that supplied this package.	Retrieved from the Company field on the Fund Accounting Profile page.
Page Number	The report page number.	System-generated during report generation.
Date	The current date when the report is generated.	System-generated during report generation.
Employer Name	Your organization’s name.	Retrieved from the Client field on the Fund Accounting Profile page.
Time	The current time when the report is generated.	System-generated during report generation.
State Report Name	The report name.	The valid value is OH Foundation Reconciliation.
Selection Criteria	The Pay End Date(s) and Check Date(s) entered by the user.	Retrieved from the Pay Ending Date(s) and Check Issue Date(s) fields in the Foundation Information section on the OH Foundation Reconciliation page.
Control Number	The batch/control number to identify this set of journal entries.	Retrieved from the Control Number field in the Journal Entry Information section on the OH Foundation Reconciliation page.
SERS Foundation Amount	The total SERS foundation amount to be distributed.	Retrieved from the SERS Foundation Amount field in the Foundation Information section on the OH Foundation Reconciliation page.
STRS Foundation Amount	The total STRS foundation amount to be distributed.	Retrieved from the STRS Foundation Amount field in the Foundation Information section on the OH Foundation Reconciliation page.

Section 1: Employee Deduction Distribution Detail (tblDetDist)

This section lists individual employee payroll deduction records for SERS and STRS.

The following table shows the field names, descriptions, and data sources or valid values for the Employee Deduction Distribution Detail section of the Foundation Reconciliation report.

Field Name	Description	Data Source or Valid Values
Employee	The employee number for the deduction record.	Retrieved from the empl_no field in the Detail Distribution (detdist) table.
Full Account Number	The complete account string combining the Organization and Account codes. This field represents the full expenditure distribution account where the retirement deduction was charged. This field is displayed when Full Account Format is enabled.	Calculated from the orgn_proj (Organization) and acct (Account) fields in the Detail Distribution (detdist) table from the payroll distribution records.
Organization	The organization code portion of the account distribution. This represents the organizational unit (cost center) where the retirement deduction expense was charged during payroll processing. This field is displayed when Full Account Format is not enabled.	Retrieved from the orgn_proj field in the Detail Distribution (detdist) table.
Account	The expenditure account code where the retirement deduction was distributed. This represents the specific account code used to record the retirement deduction expense. This field is displayed when Full Account Format is not enabled.	Retrieved from the acct field in the Detail Distribution (detdist) table.
Code	The deduction code matching SERS or STRS retirement deduction codes.	Retrieved from the code field in the Detail Distribution (detdist) table.
Amount	The employee deduction amount for the pay period.	Retrieved from the amount field in the Detail Distribution (detdist) table.

Section 2: Foundation Reconciliation Summary (tblDetdistFoundation)

This section shows the calculated reconciliation amounts distributed to each account.

The following table shows the field names, descriptions, and data sources or valid values for the Foundation Reconciliation Summary section of the Foundation Reconciliation report.

Field Name	Description	Data Source or Valid Values
Full Account Number	The complete account string combining the Organization, Account, and Fund codes. This field represents the full account distribution where the retirement deduction was charged. This field is displayed when Full Account Format is enabled.	Calculated from the key_orgn (Organization) and acct (Account) fields in the Detail Distribution (detdist) table from the payroll distribution records, combined with the FUND/SCC from the Organization Chart page.
Organization	The organization code portion of the account distribution. This represents the organizational unit (cost center) where the retirement deduction expense was charged during payroll processing. This field is displayed when Full Account Format is not enabled.	Retrieved from the orgn_proj field in the Detail Distribution (detdist) table.
Account	The expenditure account code where the retirement deduction was distributed. This is the account code used to record the employer portion of the retirement deduction expense. This field is displayed when Full Account Format is not enabled.	Retrieved from the acct field in the Detail Distribution (detdist) table.
Amount	The total deduction amount for this organization/account combination.	Calculated during report processing. The valid value is the sum of all employee deductions for this account.
Reconcile Amount	The amount to be distributed to this account for reconciliation.	Calculated during report processing. Calculated as: (Account Total / Total Deductions) × (Total Deductions - Foundation Amount)
Fund	The fund code associated with the organization. This identifies which fund the retirement expense was charged against.	Retrieved from the FUND/SCC field on the Organization Chart page for the corresponding key_orgn.
Account (Foundation)	The offset liability account for the foundation reconciliation journal entry. This account is credited when the journal entry is created to record the foundation funding offset against the payroll retirement expense distribution.	Retrieved from the SERS Offset Account or STRS Offset Account field in the Foundation Information section on the OH Foundation Reconciliation page.
Code	The retirement system code identifying which Ohio retirement system the record pertains to. The code determines which foundation amount (SERS Foundation Amount or STRS Foundation Amount) and which offset account is used for the reconciliation calculation and journal entry. The retirement type code is suffixed with "Negative" if the reconciled amount is negative.	Valid values: SERS STRS Derived from the Retirement System field on the Retirement Deductions form of the OH Retirement System Deductions page.

The following table shows the field names, descriptions, and data sources or valid values for the Report Footer - Totals section of the Foundation Reconciliation report.

Field Name	Description	Data Source or Valid Values
SERS Total	The sum of all employee deduction amounts for SERS deduction codes.	Calculated during report processing. The valid value is the sum of all employee deduction amounts for SERS deduction codes, excluding codes with Exclude from Retirement selected on the Retirement Deductions form of the OH Retirement System Deductions page.
SERS Reconcile Amount	The sum of all foundation reconciliation amounts distributed for SERS.	Calculated during report processing. The valid value is the sum of all foundation reconciliation amounts distributed for SERS.
Total SERS Distributed	The total amount to be distributed via journal entries for the School Employees Retirement System (SERS). This represents the net amount to be recorded in the general ledger through the journal entries generated for SERS.	Calculated based on the relationship between the payroll SERS deduction total and the SERS Foundation Amount field value in the Foundation Information section on the OH Foundation Reconciliation page. If the payroll total exceeds the foundation amount, the calculation is: SERS Payroll Total - SERS Reconcile Total. Otherwise, the calculation is: SERS Payroll Total + SERS Reconcile Total.
STRS Total	The sum of all employee deduction amounts for STRS deduction codes.	Calculated during report processing. The valid value is the sum of all employee deduction amounts for STRS deduction codes, excluding codes with Exclude from Retirement selected on the Retirement Deductions form of the OH Retirement System Deductions page.
STRS Reconcile Amount	The sum of all foundation reconciliation amounts distributed for STRS.	Calculated during report processing. The valid value is the sum of all foundation reconciliation amounts distributed for STRS.
Total STRS Distributed	The total amount to be distributed via journal entries for the State Teachers Retirement System (STRS). This represents the net amount to be recorded in the general ledger via the journal entries generated for STRS.	Calculated based on the relationship between the payroll STRS deduction total and the STRS Foundation Amount field in the Foundation Information section on the OH Foundation Reconciliation page. If the payroll total exceeds the foundation amount, the calculation is: STRS Payroll Total - STRS Reconcile Total. Otherwise, the calculation is: STRS Payroll Total + STRS Reconcile Total.