Create Charging Records

Use the TX Team Report - Create Charging Records page to create charging and distribution records for the following employer contributions calculated during the TEAM load process:

• Federal Fund

• Non-OASDI (Old Age, Survivors, and Disability Insurance) 

• Statutory Minimum

• TRS Care

Charging Process Calculation

The charging process splits each type of contribution among the salary distribution records that are subject to it.

The charging process works in synchronization with the load process when charging statutory minimum or non-OASDI. The contributions are totaled at the position level, or RP20 by RP20 record, and charged against the salary distribution records only for that position.

For non-OASDI, any employee with a position subject to the statutory minimum and non-OASDI, as well as those with a position subject only to non-OASDI, will have their charging adjusted. These employees would have one position where the non-OASDI is capped by the state minimum salary and one position where it is not. Thus, the contributions would not be proportional between the two RP20 records. The process will take this imbalance into account.

For example, consider an employee with $36.00 in non-OASDI contributions for position 01, on a TRS gross of $3,000, with a state minimum salary of $2,000. Meanwhile, they have $9.00 in contributions for position 03 and no state minimum salary, with a TRS gross of $500. If they have three salary distribution records, the two for position 01 are for $1,500, and the one record for position 03 is for $500.

Position 01 is calculated as $36.00 * $1500 / $3000 = $18.00 each, while position 03 receives the entire $9.00 charge for its one record.

The exact process is applied when calculating the statutory minimum contributions, though the scenarios in which the difference is visible will vary.

Menu path

From the Human Resources menu, select State. From the State menu, select TX TEAM Report. From the TEAM Reports menu, select Create Charging Records.

Create file

1. On the TX TEAM Report - Create Charging Records page, select a Create Option:

   • Charging Report Only - Generates the charging report. This report details the Statutory Minimum, Federal Fund, TRS Care, and Non-OASDI contributions for TEAM records. Refer to Charging Report Only for more information.

   • Create Charges - Creates the following:

     • Interface records that will update the General Ledger with TEAM contributions.

     • Detailed distribution records to record Statutory Minimum, Federal Contribution, TRS Care, and Non-OASDI.

     • Fund accounting Interface files to charge expenses for these benefits.
       This process can only be done once each month. Refer to Create Charges for more information.

   • Charging Variance Report - Generates a variance report that shows the difference between the actual charges and the charges recorded on the Regular Payroll records. This is the difference between the Regular Payroll records and what was created in the Detailed Distribution tables during the Create Charges process. Refer to Charging Variance Report for more information.

2. Select the Report Month and Report Year.

3. In the Show Selected Employees field, select the types of employees to include.
   Show Selected Employees is enabled when Charging Report Only is selected.

4. Enter the Child Nutrition Budget Unit. Select Lookup to display the Organization Search page and look up a valid Budget Unit. Leave blank to distribute child nutrition across child nutrition employee salaries.
   The Child Nutrition Budget Unit field is enabled when Charging Report Only or Create Charges is selected.

5. Select Accept. 

6. Select Yes to include the entire Social Security number (without masking). 

7. Select the Destination for the report:

   • Select File to create the report in .rpt format. The default file names are:

     • Charging Report: team_charging.rpt

     • Charging Variance Report: team_charging_var.rpt
       You can change the default file name.

   • Select Screen to download the report in .pdf format. The default file names are:

     • Charging Report: team_charging_<XXXXX>.pdf

     • Charging Variance Report: team_charging_var_<XXXXX>.pdf

   • Select Excel to download the report in .xlsx format. Select the required Excel Options. The default file names are:

     • Charging Report: team_chargingrpt<XXXX_XXXXX>.xlsx

     • Charging Variance Report: team_charging_varrpt<XXXX_XXXXX>.xlsx

       • Select OK.

         • Download the .rpt file from the View Files page.

         • Save the .pdf or .xlsx file.
           For more information about the Print option, refer to Print Reports.

8. Navigate to the folder containing the report files. 

9. Inspect the files and update the data if needed.

10. Repeat these steps until all the data is included.

Process

Charging Report Only

• Generate the charging report.

• Compare the following values in the report to the values in the Regular Payroll report for that month:

  • Statutory Minimum

  • Federal Contribution

  • Federal TRS Care

  • Non-OASDI

• There should only be differences if you make changes after loading the TEAM data.

Create Charges

• Complete the process to create charges.

• This will create batch liability sets in the Fund Accounting Periodic Routines Automated Payroll Interface. This is the same as Payroll Charging. It creates a CT3 interface file (Journal Entry in the Fund Accounting module) posted from Fund Accounting. The set control numbers are automatically labeled as Pmmddyy followed by O (Non-OASDI), S (Statutory Minimum), C (TRS Care), or F (Federal Contribution). For example, P010318F would be a set for Federal Contributions created for January 2018, where mmddyy is the last day of the reporting month. Refer to General Ledger for more information about Journal Entries.

• Review the Deduction Code Crosswalk codes for charges.

• This process creates records in the Detailed Distribution table for the amounts being charged. The default Record type is F, and the default Code is *SM (Statutory Minimum), *NS (Non-OASDI), or the code defined on the TX Team Report - Deduction Code Crosswalk page for TRS Care Deduction and Federal Fund Deduction.

Charging Variance Report

• You can generate this report only if there are differences between the Charging Report and Detailed Distributions.

• After employees with differences are identified, update Fund Accounting charging by adding a Journal Entry to correct the discrepancy. Refer to General Ledger for more information about Journal Entries.