PAYROLL PREREQUISITE CHECKLIST

Transcription

1 PAYROLL PREREQUISITE CHECKLIST THE FOLLOWING ITEMS/INFORMATION ARE REQUIRED PRIOR TO INPUTTING PAYROLL ON THE SYSTEM ITEM DESCRIPTION PI ROLE USER ROLE 1) Signed Paper Timesheets (RCUH Employee Time/Leave Certification Forms) The RCUH Timesheet templates are available on the RCUH website for each pay period through the ending of the calendar year. These forms must be completed and signed by the employee then reviewed and signed by the PI. PI or an authorized designee must review and sign all timesheets. User must collect approved (signed by employee and PI) timesheets from employees. User will be transferring information on paper timesheet into the System. 2) Supporting Documents Certain leaves require supporting documents in addition to the signed timesheet. The following leaves require supporting documents: a. Sick Leave (regardless of # of hours) Dr s note if leave is 5 or more consecutive work days. b. Family Leave (See Page 58) c. Jury Duty Leave Jury duty certification w/ bailiff s or clerk s signature d. Military Leave Military Order specifying dates e. Workers Compensation Leave Physician s Certification (Dr s note) from 1 st day of disability. f. Parent Teacher Conference Leave RCUH Form D-15 g. Leave Without Pay (Include dates of leave and anticipated date of return) h. Funeral Leave (Include name and relationship of immediate family member None User must collect supporting document(s) from employee prior to inputting payroll on the System. If user is not able to garner a supporting document from the employee, he/she must contact the RCUH Payroll Department at or to explain the situation. However, the user still must go ahead and enter the leave on the online timesheet as both the paper timesheet and the online timesheet should match. For all leaves listed to the left, both the signed timesheet and supporting document(s) (if applicable) must be faxed to the RCUH Payroll Department at by 12:00 pm on Payroll Deadline. Created 4/20/05 (Revised 12/05, 4/06, 7/06, 2/07, 6/07, 2/08, 4/08, 8/08, 4/09) Page 1 of 10

2 IX. PAYROLL AND ONLINE TIMESHEETS Users are able to view payroll information as well as input and approve online timesheets for employees. Timesheets must be processed according to the HR Personnel Action and Payroll Schedule located in the Attachment Index of the Human Resources Policies and Procedures. IMPORTANT: If timesheets are not submitted online to RCUH by payroll deadlines, employees will NOT be paid on time. It will be the program s (i.e., PI s) responsibility to notify all employees affected and coordinate manual timesheet processing to be done outside of the normal timesheet processing period. Prerequisites: Review and understanding of ALL RCUH Compensation and Leave policies ((RCUH Sick Leave (3.640), RCUH Vacation Leave (3.620), RCUH Jury Duty Leave (3.672), RCUH Overtime Compensation (3.340), RCUH Holidays and Holiday Pay (3.344), RCUH Time Report (3.810), and RCUH Payroll Checks (3.820)). Responsibilities of PI and Timekeepers: Responsibility of Principal Investigator: If PI is not inputting and submitting the RCUH online timesheets by him/herself, they must authorize other staff to input/approve time. The PI should have at least 1 back-up person, in addition to the main timekeeper, in the event that the main timekeeper is absent. The PI must ensure that all designated timekeepers (and back-ups) understand the RCUH policies and deadlines, and have attended HR AMP or Payroll/Time Reporting trainings held by RCUH HR. The PI must understand that he/she is ultimately responsible for the accuracy and authenticity of time reported for all employees. Responsibility of Timekeeper: The Timekeeper must set internal deadlines for employees to submit their timesheets. Internal deadlines (ex., day prior to RCUH Payroll deadline) should be conveyed to each employee to ensure that the timekeeper has sufficient time to input and/or submit time reports to RCUH Payroll by the RCUH payroll deadlines. The timekeeper must collect/receive individual paper timesheets from employees and keep timesheets on file at the project site The timekeeper must review all Employee Time/Leave Certification Forms (paper timesheets) before accessing the online HR AMP Time Reporting system. Employee timesheets must be signed by both the employee and Principal Investigator (or designee). It is crucial that discrepancies on time reports be immediately addressed by the project s timekeeper, supervisor of employee, and/or Principal Investigator, as there is NO tolerance for falsification of time records at the RCUH. Employees found to have falsified time reports may be terminated. RCUH Employees designated as timekeepers or who approve/submit online (HR AMP) time reports, MUST submit (fax) their own paper timesheet (approved by the PI) to RCUH s payroll department by Payroll Deadline (in addition to inputting their timesheet online). Created 4/20/05 (Revised 12/05, 4/06, 7/06, 2/07, 6/07, 2/08, 4/08, 8/08, 4/09) Page 2 of 10

3 A B C Navigating to the Timesheet/Payroll Section: 1. Scroll over Timesheets 2. Click on one options listed. See below for detailed explanations of each option. A. Preview Timesheets Allows user to verify that all data for the project s employees are correct (ie, begin/end dates, project number(s) and percent charge, leave balances). Preview Verification is normally available to view approximately 3-5 work days prior to the Time Entry period each pay period. User should review information every pay period to insure accuracy. B. Enter Timesheets Allows user to enter and approve employee payroll information during the time entry period. The Time Entry period is normally 2-1/2 work days prior to the Payroll Deadline for the pay period. The user must enter time for employees every pay period in this section. Please note that the Enter Timesheets panel will not be available outside the Time Entry period. C. View Timesheet History Allows the user to view timesheets submitted in prior pay periods. Created 4/20/05 (Revised 12/05, 4/06, 7/06, 2/07, 6/07, 2/08, 4/08, 8/08, 4/09) Page 3 of 10

4 A. THE PREVIEW VERIFICATION PANEL A B D E F C Preview Verification Panel We recommend that the timekeeper review the Preview Verification Panel during with Web Time Preview periods to ensure that all active employees are listed. DON T FORGET TO CLICK THE VIEW ALL LINK TO VIEW ALL EMPLOYEES. THE SYSTEM WILL ONLY DISPLAY THE FIRST 8 EMPLOYEES ON THE PROJECT UNLESS THIS LINK IS CLICKED. A. Dist Code - Distribution Code for the project. B. Project Name C. Name Employee Name (Last, First) D. Beg-End Dt (Beginning Through End Date) The date range for which the employee should be paid. 1. For salaried employees, this date range will be the first day of the pay period through the last day of the pay period. 2. For hourly employees, the date range will be separated into the standard work weeks (Monday Sunday) within the pay period. E. Project Distribution Shows the project numbers and % distribution of costs for each employee. F. Leave Balances Shows the sick leave and vacation balances for each Regular employee. Created 4/20/05 (Revised 12/05, 4/06, 7/06, 2/07, 6/07, 2/08, 4/08, 8/08, 4/09) Page 4 of 10

5 B. ENTERING TIME Navigating to the Enter Timesheets Section: 1. Scroll over Timesheets 2. Click on Enter Timesheets. Step 1: (Multiple Distribution Codes Only) Click on the desired Distribution Code. Upon clicking the link, the system will take the user to the Enter Time Screen. 1 2 Step 2: IMPORTANT (Projects with more than 8 employees only) Click on the View All link. Upon clicking the link, the system will display all active employees on the Distribution Code. The system will only display the first 8 employees on the program s Distribution Code if the View All link is not clicked. Created 4/20/05 (Revised 12/05, 4/06, 7/06, 2/07, 6/07, 2/08, 4/08, 8/08, 4/09) Page 5 of 10

6 7 ENTERING TIME CONTINUED A B C 5 D 6 4 A. PP Hrs Pay Period Hours. Indicates the total number of hours to pay the employee in the pay period. B. OT Hrs Overtime Hours. (Non-Exempt Employees ONLY) C. Vac Hrs Vacation Hours used D. Sick Hrs Sick Leave hours used 3 Step 3: Enter the hours worked for all Hourly Employees in the PP Hrs Field. The user must enter hours worked during each work week (Monday Sunday). Overtime compensation is calculated based on the work week (by law); therefore, the user MUST enter hours for each work week separately. Step 4: Enter Overtime hours for Non-Exempt employees. Exempt Employees DO NOT qualify for overtime. The system will not allow the user to enter overtime for Exempt Employees. The user will notice that the hours for Salaried Employees are pre-populated into the PP Hrs Field. Step 5: Enter any Vacation and/or Sick Leave hours taken by each employee during the current pay period. Next, click on the button at the bottom of the screen to ensure that no data is lost. Step 6: Click on the Pay? box next to each employee that should be paid. Step 7: Click on the Other Earnings Tab. Upon clicking the tab, the system will take the user to the Other Earnings Panel. (See Next Page) Created 4/20/05 (Revised 12/05, 4/06, 7/06, 2/07, 6/07, 2/08, 4/08, 8/08, 4/09) Page 6 of 10

7 9 ENTERING TIME CONTINUED 8 IMPORTANT REMINDERS: 1. Family Leave and Workers Compensation must be approved by RCUH HR PRIOR to the leave. Step 8: Enter any other hours such as Leave Without Pay, Family Leave, etc. Use the magnifying glass ( ) to look up the appropriate code. The user can enter up to 3 different codes per employee. Click on the button to ensure no data is lost. Step 9: Click on the Special Earnings Tab. Upon clicking this tab, the system will take the user to the Special Earnings Panel. 2. A copy of the manual (paper) timesheet and applicable supporting document must be submitted to RCUH HR (in addition to inputting time on HR AMP) for the following leaves: a. Sick Leave (regardless of # of hours) Dr s note if leave is 5 or more consecutive work days. b. Family Leave c. Jury Duty Leave Jury duty certification w/ bailiff s or clerk s signature d. Military Leave Military Order specifying dates e. Workers Compensation Leave Physician s Certification (Dr s note) from 1 st day of disability. f. Parent Teacher Conference Leave RCUH Form D-15 g. Leave Without Pay (Include dates of leave and anticipated date of return) h. Funeral Leave (Include name and relationship of immediate family member Created 4/20/05 (Revised 12/05, 4/06, 7/06, 2/07, 6/07, 2/08, 4/08, 8/08, 4/09) Page 7 of 10

8 ENTERING TIME CONTINUED 10 Step 10: Enter any Special Earnings hours. (Example: Deployment Compensation, Double- Time etc.) SPECIAL EARNINGS MUST BE PRE-APPROVED (VIA PAF) BY RCUH HR For employees who have pre-approved allowable special earnings, use the magnifying glass ( ) to look up the appropriate code. In the example above, these employees do NOT have pre-approved allowable special earnings, thus you will not see a magnifying glass ( ) for them. Similar to the Other Earnings Panel, the user is able to use up to 3 codes per employee. Step 11: Click on the Project Dist/Leave Bal Panel. This Panel displays the employees begin/end dates for the pay period, their project and percent allocation, and their leave balances (A) available as of the close of the previous pay period. This Panel is for your information only, and cannot be modified. If there any discrepancies in an employees leave balances, please call the Benefits Department immediately at (808) or (808) A Step 12: Click on the Pay Earnings Tab. Upon clicking this tab, the system will take the user back to the Pay Earnings Panel. Created 4/20/05 (Revised 12/05, 4/06, 7/06, 2/07, 6/07, 2/08, 4/08, 8/08, 4/09) Page 8 of 10

9 ENTERING TIME CONTINUED of 19 Step 13: Double Check that all pay checkboxes next to each employee that should be paid are checked. REMINDER: Don t forget to click on the View All link to view all employees. Step 14: Double check all information inputted to ensure accuracy, and then click on the button at the bottom of the screen. Created 4/20/05 (Revised 12/05, 4/06, 7/06, 2/07, 6/07, 2/08, 4/08, 8/08, 4/09) Page 9 of 10

10 Step 15 (FINAL STEP): If the user has Co-PI (Approval) access, they can complete this step. If not, the PI or designee MUST log in to complete this step. 1. Double check to ensure that all time has been entered correctly based on the manual timesheets received. 2. Double check that the pay box is checked off for all employees to be paid. 3. Check off the Submit box at the bottom of the screen. 4. Click on the button. Upon clicking the button, the following information will appear. These 4 stamps serve as proof of submission of the online timesheets. A. Login Name of Approver B. Date of Submission C. Time of Submission D. 6-Digit Confirmation Number A B C D 5. Double check that all timesheets have been submitted to RCUH HR. The System will display the number of timesheets submitted versus the total number of timesheets available. (Example: 19 of 19 see above) END OF PAYROLL Created 4/20/05 (Revised 12/05, 4/06, 7/06, 2/07, 6/07, 2/08, 4/08, 8/08, 4/09) Page 10 of 10