Payroll Budgets - How to create

PAYROLL BUDGETS are a sub-function of EXPENSE BUDGETS

Go to Accounting / Budgets / Payroll Budgets

There is some initial set up work required

Go to Accounting / General Ledger / General Ledger Accounts / Search General Ledger Accounts

​For each EXPENSE account that your company identifies as a ‘payroll’ expense account, open that account and check/select the option PAYROLL ACCOUNT.

This tells the payroll budget function that ‘actual’ amounts posted to these accounts are payroll amounts, and it also makes that account an allowable account for creating payroll budget entries.

Like expense budget data, the payroll budgets are organized by Accounting Year and Budget Version.

The data is displayed by month – and a combination of ‘Actual’ months and ‘Budget’ months are displayed according to the structure of the budget version you are filtered on.

The ‘Actual’ month columns will display journal amounts that have been posted to GL Accounts which you have assigned as a PAYROLL account as described above.

If your actual payroll data entries (journals, payments etc. were assigned to individual employees – then the actual month data will display by employee.

We strongly recommend that agencies utilizing the Payroll Budgets function adopt the practice of assigning actual payroll amounts to employees, though it is not compulsory.

Payroll Budget data can be created or updated in a number of ways

Use the IMPORT function to import the payroll data from an Excel spreadsheet. The template can be downloaded from Accounting/Budgets/Payroll Budgets by clicking on on IMPORT link

Click the button CREATE A NEW PAYROLL BUDGET to manually add budget entries

Check/tick an existing line to the extreme left of the line, to make the amounts editable for each of the ‘Budget’ months’

NB if you entered an ‘Annual Amount’ for an employee budget line – then you can select the CALC FROM ANNUAL AMT button to calculate each budget month amount based on one twelfth of the annual amount.

You may wish to budget a total amount for each employee title (e.g. Account Directors) rather than budget at an individual employee level – but we recommend that you budget at the more detailed EMPLOYEE Level.

As payroll data is sensitive you may wish to create separate user access group rights for payroll budgets, for example you may wish to allow user access group to have rights to expense budgets, but not payroll budgets.

This is done from Setup Files/Usr Access Groups