Journal Entry for Payroll Cost Corrections

Directive Statement

This directive establishes the proper methods of submitting a journal entry for payroll cost corrections.  This procedure is for payroll cost corrections only – payroll general ledger (GL) accounts beginning with 6xxxxx or 7xxxxx.  Only if Payroll Services determines that a Retro will not work can this process be used.

Reason for Directive

All payroll corrections for the current and prior two fiscal years must be attempted through a Retro to the payroll distribution/department budget table.  A Retro should be able to get within cents of the desired correction amount, but if the Retro does not completely correct the charge, please contact Payroll Services at payroll-services@ufl.edu to determine the next step.  Only if Payroll Services determines that a Retro will not work, can this process be used.

Examples of when to use the Journal Entry for Payroll Cost Corrections are for:

• FY Fringe Benefit Pool rate differentials
• T-32 Stipend fringe not allowed on grants
• Corrections for items before the two most recent prior fiscal years – please note the FY/dates in your journal description/reason
• Project has expired and final corrections being made are less than $100
• Need to correct prior fiscal year state appropriated funds, may do so with usage of CYFWD funds
• Partial pay periods that did not Retro and cannot be corrected with further Retros
• GL account only corrections (which rarely occur)

Who must comply?

All UF departments.