ctcLink Reference CenterAccounts Payable Vouchers 10Running the Voucher Build for Payroll Federal Tax Vouchers - 10a

Running the Voucher Build for Payroll Federal Tax Vouchers - 10a

Purpose: Use this document as a reference for how to run the Accounts Payable process for Running a Voucher Build for Payroll Federal Tax Vouchers.

Audience: AP Staff

Payroll Federal Tax Voucher

PeopleSoft HCM Payroll generates a voucher for federal tax payroll deductions collected from employee paychecks for a specified payroll period. Payroll data is stored in the PAY_NA_TAX_LIAB table. After the Extract AP Federal Taxes process is completed, Payroll tax liabilities is reflected on the AP side and payment can be made.

Voucher Build Request

PeopleSoft Payables provides the Voucher Build process to build vouchers in batch from various source transactions. The Voucher Build process comprises two subprocesses, pre-edit and voucher edit. The pre-edit subprocess builds skeleton voucher record sets from limited information that is retrieved from other sources. After the pre-edit subprocess builds voucher record sets successfully, it calls the voucher edit subprocess to complete these record sets.

Navigation: Main Menu > Accounts Payable > Batch Process > Vouchers > Voucher Build

  1. Enter information into the Run Control ID field on the Find an Existing Value or Add a New Value tab.
Voucher Build Request Find an existing value
  1. Complete the following fields:
    1. Request ID - Enter an ID that comprises any combination of characters
    2. Description - Enter a description that comprises any combination of characters
    3. From Date - Leave Blank
    4. To Date - Leave Blank
    5. Assign Invoice ID - Unchecked
    6. Assigned Invoice Date - Unchecked
    7. Process Option - Business Unit
    8. Voucher Sources - New Voucher Data
    9. Business Unit - Enter College Business Unit
    10. Voucher Build Interfaces - Payroll Interface
    11. Publish Voucher Messages - Optional
  2. Click the Run button to initiate the process.
Voucher Build tab
  1. A Process Schedule Request window will appear. The Voucher Build (AP_VCHRBLD) application engine name will default selected.
  2. Click the OK button to initiate the process scheduler request.
Process Scheduler Request page
  1. Click the Process Monitor link to review the process status.
Process Monitor link
  1. Click on the Refresh button until the Run Status is noted as Success and the Distribution Status is noted as Posted.
Process list tab
  1. Click on the Go Back to Voucher Build Request link.
Go Back link
  1. Click on the Process Messages tab to review the Voucher Build messages.

**NOTE** If there were any voucher build errors, the message will indicate that X Vouchers(s) Staged with Pre-Edit Errors. Review the section Voucher Build Errors on how to review and fix the error(s).

Process Messages tab
Voucher Build Errors

Use the Build Errors page to review a log of any voucher errors that occur during a voucher build processing run. Link to pages are available where you can view error details and correct errors. Errors that are logged include both pre-edit errors and recycled vouchers.

Navigation:  Main Menu > Accounts Payable > Batch Processes > Vouchers > Voucher Build

  1. Search for the Voucher Build Run Control ID.
Voucher Build Request page
  1. Navigate to the Build Errors tab.
  2. Click on the Error Messages icon in the bottom left hand corner of the Details section.
Build Errors tab
  1. Review the Header Error messages.
  2. Click on the Correct Errors link.
Voucher Build Error Detail page
  1. Make the necessary changes to correct the error on the Quick Invoice Entry page.
  2. Select the Voucher Build action.
  3. Click on the Run button to initiate the voucher build process.
Quick Invoice page
Voucher Review & Approval

The Federal Tax Payroll voucher will populate with the chartfield distribution created when the PAY_NA_TAX_LIAB table was populated with payroll deduction data. In order to process payment for the voucher, the voucher needs to be budget checked and submitted for approval.

Navigation: Main Menu > Accounts Payable > Vouchers > Add/Update > Regular Entry

  1. Complete the following fields on the Find an Existing Value tab of the Voucher page:
    1. Business Unit  Enter the College Business Unit ID
    2. Invoice Date Options to filter searcher parameters
    3. Supplier ID Enter the V000041277 supplier ID for the Internal Revenue Service
  2. Click the Search button and select the applicable voucher search result.
Voucher page
  1. Navigate to the Invoice Information tab.
  2. Check the Tax Exempt Box.
  3. Verify the Pay Terms 00 - Due Immediately.
Invoice information tab
  1. Select the Budget Checking action.
  2. Click the Run button to proceed with the Budget Checking process.
Invoice Information - Action box
  1. Submit the Voucher for Approval.

**NOTE** The voucher must be approved before the payment information can be updated.

Invoice Information tab - Submit approval button
Voucher Payment Options

The Internal Revenue Service receives payments through a manual process outside of the ctcLink PeopleSoft system. The Accounts Payable pay cycle will not be utilized for the payroll federal tax payment. After the Federal Tax voucher is approved, the payment options must be updated or order for voucher to NOT PROCESS through the Accounts Payable pay cycle.

Navigation: Main Menu > Accounts Payable > Vouchers > Add/Update > Regular Entry

  1. Complete the following fields on the Find an Existing Value tab of the Voucher page:
    1. Business Unit - Enter the College Business Unit ID.
    2. Invoice Date - Options to filter searcher parameters.
    3. Supplier ID - Enter the V000041277 supplier ID for the Internal Revenue Service.
  2. Click the Search button and select the applicable voucher search result.

**NOTE** The voucher must be approved prior to updating the payment options information. Navigate to the Payments tab.

Voucher page
  1. Enter the information below into the Payment Options section of the Payments tab.
    1. Bank - Verify that the bank code is correct (should default automatically).
    2. Account - CHCK
    3. Method - MAN
    4. Message - Optional
    5. Pay Group - Leave Blank
    6. Handling - Regular Payments
    7. Action - update to Record a Payment
    8. Pay - Full Amount
    9. Payment Date - updates automatically to the current date
    10. Reference - Enter the Internal Revenue Service payment confirmation number.
Payment Options on the Payments tab

4 Comments

Amber Jacobs

Does this apply to legacy schools? We are confused about what we do with this.

Mark Linder

Does this replace the KeyTax process? What do we do in payroll going forward? Are we just confirming the federal withholding/OASI/medicare total with the business office for the voucher?
Assistance please.

Gretchen Fulmer (SBCTC)

A Functional Analyst responded with - “No, this does not apply to Legacy schools. The Running the Voucher Build for Payroll Federal Tax Vouchers is only applicable to colleges utilizing ctcLink HCM Payroll. Colleges that process payroll through PPMS will continue to use the former payroll practices of processing Payroll Federal Tax.”

Gretchen Fulmer (SBCTC)

Response from a Functional Analyst is below.

Hi Mark,

This does not replace anything that you currently do in HCM. The tax voucher will be sent to AP for processing and they will enter the information for the manual payment you make through the IRS EFTPS site. They will need the confirmation number and amount after you pay your taxes. Currently, the tax liability is being relieved manually and adding this job will automate that process for finance.

Let me know if you have any other questions.

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