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Home > Labor Allocation > Job Aids > View Payroll Expense Journal Entries
Use this View Payroll Expense Journal Entries job aid to search for and review labor cost distribution history from the Labor Distribution Adjustment (LDA) activity folder in CORE Payroll. This activity folder allows you to query the payroll expense journal records based on Chart of Accounts (COA) information, employee information, or payroll accounting transaction information.
Prerequisites:
Before you begin, make sure:
You have the COA element(s), Employee ID, or other Payroll transaction information for the payroll expense journal entries you wish to review.
The appropriate payroll cycle must have been run in order for the accounting entries to be populated in the payroll expense journal.
Steps to View Payroll Expense Journal Entries
Access the Labor Distribution Adjustment (LDA) Activity Folder
Use Global Search to navigate to the Labor Distribution Adjustment page: Click the expand/collapse icon in the global search bar, select Page Code, enter LDA, and select LDA Labor Distribution Adjustment from the drop-down list.
The Labor Distribution Adjustment page displays.
View Payroll Expense Journal Entries
The Payroll Expense Journal tab is used to view historical information about how payroll expenses have been distributed.
2. Click the Payroll Expense Journal Tab.
3. Populate one or more of the filters to locate the payroll expense transaction(s) you wish to review. For example: GTN Run Number, Employee ID, Home Department, Payroll Transaction ID.
Note: Click Show More (>) to see the full list of available filters (e.g., LDPR, Payroll Transaction ID, Program, Event, etc.). This will allow you to search for very specific records that need to be corrected.
4. Click Search.
Payroll expense records that match entered search criteria are displayed in the Grid Results table.
Note: The first time you view this journal, you may wish to customize your columns to include additional fields that will help in your review of journal entries. To do so, select the Gear icon above the grid results table. Add the following fields:
Contract Pay Amount
Labor Distribution Profile
Other fields that are useful to you
5. Select a record from the grid to be reviewed.
Note: Only the current distribution of fringe expenses shows in this activity folder. Previous distributions, if any, can be viewed via reports.
6. Click the expand/collapse arrow (>) to see additional information about the selected record. Expanding the record shows three subtabs where you can get additional information related to the selected Payroll Expense Journal entry:
The General Information subtab displays information related to the labor posting, including employee name and the corresponding Pay Cycle.
The Journal Information subtab displays information related to the labor posting such as Fiscal Year, Accounting Period, Contract Pay Amount, and Payroll Transaction ID; and
The COA subtab displays the chart of accounts elements related to the labor posting, such as Fund, Object, Department, Unit, and Appropriation Unit.
Note 1: If, after review, it is determined that a correction to labor costs needs to be made, you can process the corrections by creating a Labor Cost Redistribution Request (LCRR). There are two methods for generating LCRR transactions: Mass Change for Labor Distribution (MAS6) or manual LCRR creation from LDA. The following job aids provide additional details regarding the process for creating LCRRs using these two methods:
Mass Change for Labor Distribution (MAS6)
For help deciding which option to use, refer to When to Use LCRR vs. MAS6.
Note 2: When creating an LCRR from the Fringe Expense Journal, there are three options:
Create Labor Cost Redistribution Request. Select this option to correct the selected line item.
Create Labor Cost Redistribution Request for Pay Check. Select this option to correct payroll expense and fringe expense entries associated with the selected employee and paycheck. The related entries are brought into the LCRR together; however, each line must be reviewed and updated individually.
Example: An employee transferred to a new department, but CORE Payroll was not updated before payroll ran. Use this option to redistribute the payroll and fringe expenses associated with the paycheck to the correct department. Each applicable line must be updated individually.Create Labor Cost Redistribution Request for Pay Check Expense Journal. Select this option to correct all payroll expense journal entries for the selected employee and related paycheck.
Example: An employee selected the incorrect LDPR in UKG, causing wages to be charged to the wrong Chart of Accounts (COA) values. The associated fringe expenses were charged correctly to a different accounting distribution and do not need to be changed. Use this option to redistribute only the payroll expense entries associated with the paycheck.
When to Use LCRR vs. MAS6
There are two ways to generate Labor Cost Redistribution Request (LCRR) transactions. The appropriate method depends on your business need. In general, you should:
Use LCRR when you need to redistribute a specific dollar amount or make an individual or limited correction.
Use MAS6 when you need to perform a mass redistribution, need to correct a group of expenses, or need to use a Labor Distribution Profile (LDPR).
Use the guide below to determine which option best fits the correction you need to make.
Best used when
Manual LCRR: You need to correct a small number of entries or redistribute a specific dollar amount.
MAS6: You need to perform a mass redistribution or use a Labor Distribution Profile (LDPR) for the revised distribution.
How it is initiated
Manual LCRR: Initiated from an applicable entry in the Labor Distribution Adjustment (LDA) activity folder.
MAS6: Created directly from the Mass Change for Labor Distribution (MAS6) page.
Amount or percentage
Manual LCRR: Can redistribute costs by a specific dollar amount or by percentage.
MAS6: Redistributes costs by percentage.
Use of LDPRs
Manual LCRR: Does not support LDPRs for the revised distribution.
MAS6: Supports LDPRs for the revised distribution.
Accounting entry
Manual LCRR: Revised accounting values are entered manually.
MAS6: Brings forward associated accounting information, reducing manual entry. Users enter or clear only the values that need to change.
Multiple corrections
Manual LCRR: Best suited to individual or limited corrections.
MAS6: Can identify and correct a broader group of payroll and/or fringe expense entries using selection and exclude criteria.
Result
Manual LCRR: Creates an LCRR transaction for the selected correction.
MAS6: Generates the LCRR transactions needed for the selected redistribution.
Quick rule of thumb: Use LCRR when you need to redistribute a specific dollar amount. Use MAS6 when an LDPR applies or when performing a mass redistribution.
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