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Queen's University

Issue with Account Codes for March Payroll

An issue has been identified with the accounts in which some March payroll expenses are being reported.  When reviewing statements of operation, salary and benefits expenses are correct overall, but expenses may have been recorded in incorrect salary and benefit accounts.

For example:

  • a Dean’s salary that used to be charged to account 501101 (Regular Academic Salaries) in February may appear in March in account 503002 (Admin Executive).
  • an employee salary that was charged to account 502301 (Post Doctoral Cdn) in February may now appear in March in account 502303 (Non-Stu & Non-Post Dr Fellows).

These issues were occurring due to business rules in the HR system designed to override the account chartfield.  When the system distributes expenses to the general ledger, it looks at these rules.  If a rule exists, the system will distribute the expense to the account chartfield per the business rule instead of the account chartfield associated with the combination code in the employee’s job record.

Effective immediately, most of these rules have been disabled and salaries should now flow to the combination code specified in the employee’s job record.  There are limited circumstances (for example: staff on maternity leave), where the rules will remain in place.  This change will be effective for all payroll expenses recorded in the Finance system going forward.

Should you have any questions about an employee’s combination code, please contact the Human Resources support center at

Kind Regards,

Queen's Financial Services

Kingston, Ontario, Canada. K7L 3N6. 613.533.2000