/ Accounting for Payroll in Visual Studio .NET

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204 / Accounting for Payroll
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This entry should be reversed in the following accounting period or in the period in which the offsetting supplier invoice is received The information needed for this entry can be derived from the last supplier invoice It usually itemizes specific individuals and the amount of the benefit expense for each one, so it is a simple matter to estimate the accrual based on these expenses for each person, adjusted for any changes in headcount since the last invoice was received, as well as any notification of changes in the cost of benefits If benefit costs are quite small, one should consider avoiding this entry, since the increased accuracy of the resulting financial statements will be minimal, while the payroll staff must spend valuable time creating the journal entry
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Bonus Accrual and Payment Journal Entries
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Create a bonus accrual journal entry whenever the expected financial or operational performance of the company matches or exceeds the levels required in the bonus plans for various employees For example, the management team may be given a year-end bonus if profits exceed 10 percent of sales, or the sales staff may receive an override commission if the entire group s sales exceed $10 million A sample of this transaction is: Debit Bonus expense (by department) Accrued bonus liability xxx xxx Credit
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When the bonus is eventually paid, the resulting journal entry will clear out the accrued bonus liability, while also recording any payroll tax liabilities associated with the bonus payment: Debit Accrued bonus liability Cash Federal withholding taxes payable Social Security withholding taxes payable Medicare withholding taxes payable Federal unemployment taxes payable State withholding taxes payable State unemployment taxes payable xxx xxx xxx xxx xxx xxx xxx xxx Credit
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The decision to make the bonus expense entry is extremely judgmental, since the eventual awarding of the bonus may be subject to results in future months that one can only guess at early in the bonus measurement period Consequently, it is common to either only make the entry after several months of performance have
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Payroll Journal Entries / 205
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been completed, or to enter smaller amounts early in the measurement period and larger ones later on, after the likelihood of success has become more clear The source information for the bonus calculation should be stored in the human resources department, which should have control over the underlying bonus plans for all employees The payroll staff should convert these sometimes complex documents into a brief summary document that clearly outlines the potential amounts of any bonuses, as well as the goals that must be achieved in order to be awarded them
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Cafeteria Plan Journal Entry
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Create a cafeteria plan journal entry whenever there is a cafeteria plan in existence for which employees have authorized the deduction of preset amounts from their pay These funds are then stored for the use of employees, who can withdraw funds for dependent care or medical expenses For example, an employee may authorize a deduction of $200 per month, which is stored in a separate bank account by the company The employee submits receipts for child care once a month, which are used as authorization to reimburse her for the requested amounts from the bank account A sample of the transaction for the initial deduction of funds is: Debit Cash (transfer to cafeteria plan bank account) Cash (transfer from payroll bank account) Salaries and wages expense Cafeteria plan liability xxx xxx xxx xxx Credit
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When a request for reimbursement is received from an employee, the following transaction shifts the funds from the cafeteria plan and reduces the liability account: Debit Cafeteria plan liability Cash (cafeteria plan bank account) xxx xxx Credit
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The information for this entry should come from a deduction authorization form that is completed by participating employees at the beginning of each year, and which is usually retained by the human resources department
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