Field Description - Department Number

The Department Number for an employee, also referred to as the expense account, directs Payroll to post transactions to the correct account in the Fund Accounting module or the General Ledger (G/L) module.  You can maintain information related to Department Numbers during Department Master Maintenance and Department Titles Maintenance.

Notes:

• To associate an employee with a department, enter the Department Number during Employee Master Maintenance in the Employee Information Area.
  
  Note:  Depending on your module interface settings, the Department Number may be a standard Appropriations Account Number (8.0), an expanded Appropriations Account Number (up to 20 characters with dashes), a General Ledger Account Number (4.0 if standard, variable if non-standard), or a unique number that cross-references to either an Appropriations or General Ledger Account Number.
   

• To distribute the employee's pay among multiple departments, enter the percents for each department during Employee Master Maintenance in the Employee Pay Distribution Area.

• For municipalities that use expanded Appropriations Account Numbers, you can assign an Appropriations Account Number to an employee using on of the following methods:

• Enter the expanded Appropriations Account Number in the Department Number field during Employee Master Maintenance in the Employee Information Area.

• Or, enter the expanded Appropriations Account Number in the Employee Alpha User-Defined Field 6 field during Employee Master Maintenance in the User Defined Fields Area.
  
  Tip:  For more information, refer to Understanding Expanded Appropriations Account Numbers.

• To create report headings for groups of departments, use Department Titles Maintenance.

• To associate an Other Pay Code with a department, enter the Department Number during Other Pay Master Maintenance.

• For more information about Department Numbers, refer to Understanding Municipal vs. Commercial Department Numbers.

Formats:

• 8.0 numeric - for standard Department Numbers

• 4.0 numeric - for Department Numbers that are defined in Department Titles Maintenance for report headings

• 4.0 numeric - for standard General Ledger Account Numbers

• 20 characters - for non-standard General Ledger Account Numbers

• 8.0 numeric - for standard Appropriations Account Numbers

• 20 characters - for expanded Appropriations Account Numbers (including dashes)