When Kim Yeoh launched this blog, she wrote about how KFS workflow features “are going to save time and reams of paper” for those of us who work on the financial end of things, and the Salary Transfer (ST) e-doc is a perfect example of that. As part of the Labor Distribution module, the ST e-doc will replace the retroactive account distribution adjustment function of the current Account Distribution Adjustment Form (ADAF) process. That’s the paper-driven method for sending instructions to the Payroll Office on how to reassign the accounting of previously paid salaries and wages and the associated benefit charges.
The ST e-doc provides the means to pull in an employee’s existing monthly salary and wages balances by account, and redistribute all or part of the original charge to different accounts or sub-accounts of the original account. It will save us that time and paper in several ways—first, by letting you see the data you enter in real time. As is often the case today, we in Payroll must return many of these forms to the originators for corrections, clarification, or missing supporting data. Using the ST e-doc, you will immediately see whether an account has been terminated, and get visual feedback on the names of accounts, sub-accounts, object codes, and sub-object codes as you enter data to ensure you are selecting the intended values. The application edits the transfer amount to make sure that the debits and credits balance by employee by month, and all employee benefit charges are adjusted along with the salary and wage amounts.
Once you see that data is entered correctly, you’ll submit the electronic document for approval based on predefined workflow in KFS: no paper forms to send to Payroll, no forms returned after several days for erroneous or missing data, and no forms misplaced or misrouted during approval and review. An ST e-doc is automatically routed to the fiscal officer for each of the account numbers used, and to Sponsored Fund Services if needed. When fully approved, the transaction is automatically executed overnight in the KFS Labor Ledger and the General Ledger.
I’ll be back soon with another big win from the Labor Distribution module’s ST e-doc.
KFS Labor Distribution Module Lead