Journal Entry for Payroll Cost Corrections Procedure

General Payroll Correction Journal Procedures

The procedures in this section will be used for all payroll correction journals. There are additional steps that must be taken for payroll correction journals involving funds 201/209 and cross-college. Please read those sections before proceeding if your payroll correction journal is for fund 201/209 or is cross-college.

Sufficient funds must be available – this payroll correction will NOT override available balance
Check available balance in Budget Details before entering transfer amount
- Navigate to: Main Menu -> Financials -> Commitment Control -> Review Budget Activities -> Budget Details
The source of ONL or UPL will be used for payroll correction journals
Use the UFLOR General Ledger (Actuals) Journal Entry Template to create your journal
- All required Chart Field values must be valid
- Do not use any special characters in the header or the template such as &, <, >, “, and ‘ or the entry will fail to post properly
- Employee’s UFID information should be included on all EMPLID fields of the journal lines
If correcting salary, Fringe Benefit Charges do not need to be included on the journal
- The journal to correct earnings will automatically generate an additional and separate Fringe Benefit Pool (FBP) journal for the fringe amount
Update the necessary supporting documentation to the journal by running a current Payroll Cost Distribution Reports (PCDRs)

Cross-College Payroll Correction Journal

Follow all steps in the “General Procedures” above
Cross-college payroll correction journals should include supporting documentation (such as a letter or e-mail) from the cross-college indicating that the charge is approved
Attach the approval documentation to the journal, in addition to the PCDRs

Fund 201/209 Payroll Correction Journal

Prior to processing a payroll correction journal to fund 201/209, complete the Payroll Cost Transfer Information Form
Ensure that projects are active and not expired by verifying the Grant dates
- If the grant has already been closed, communicate with your grant specialist to extend the closing date and enable the payroll correction journal to be posted
Send an approval request, including the Payroll Cost Transfer Information Form to Contracts & Grants (cgjournal@admin.ufl.edu)
Once approval is obtained from C&G, follow all steps in the “General Procedures” above
Attach the following to your journal as support documentation:
- C&G approval
- Payroll Cost Transfer form
- Payroll Cost Distribution Reports (PCDRs) – PDF version