Payroll Presentation

Transcription

1 Payroll Presentation Timesheets for Biweekly and Student Employees Excel Timesheets Available on the ORBO website for biweekly and student employees. These timesheets are not required, but are available as a resource. The excel timesheets will help reduce the time spent on calculating hours and rounding to the right decimal for minutes especially for student employees. If there are any changes needing made to the timesheet to make it specific to your unit please contact Libby Groeber. Timesheet Signatures Timesheets need to be signed by the employee and the appropriate supervisor. If overtime/comp time is to be given to the employee make sure the timesheet shows approval of the overtime/comp time. Timesheets should also have some notation of entry from the person entering the timekeeping into the HR system. Timesheet Submission Please verify that all timesheets have been submitted to HR before the deadline. If a timesheet is outstanding, please follow-up with the employee and their supervisor. Exceptions to Regular Pay Weather-related Closings Please mark weather related closing as Other time. If the employee worked on the day of a weather-related closing the hours need to be listed as hours worked. This will help to clarify if an employee actually worked and should receive comp time or if they should receive their normal pay only. Holiday Pay Holiday pay is to be listed under the holiday column unless the employee actually worked the holiday. If the employee did work their hours should be listed as such. Holiday pay is to be no more than 8 hours per day. If an employee normally works four 10 hour days in a week and the holiday falls on one of those days, the employee should only receive 8 hours as holiday pay. The remaining 2 hours should be taken as vacation or flexed over the remaining days of the week. Please take the employees FTE and multiply it by 8. This is the amount of holiday pay the employee should receive. Ex: Employee works a 32 hour week (.8 FTE) over a flex schedule of 4 days. Monday is a holiday and the employee would normally work 8 hours. The employee will only receive 6.4 hours of holiday pay. During the remainder of the week they must work 25.6 hours to be paid for a full 32 hours. To see how holiday pay is applied to other appoints not mentioned please see the Holiday Pay Frequently Asked Questions on OHR s policy page.

2 Overtime/Comp Time If a supervisor does not approve overtime/comp time worked by an employee it does not mean we do not have to pay it. We are required by federal law to pay overtime/comp time if an employee works over 40 hours a week. The employee can not work 42 hours in week one and 38 hours in week two instead of receiving overtime. In this case an employee would receive 78 hours of regular pay, 2 hours of overtime pay/comp time at time and a half (1.5), and 2 hours of leave without pay. Application for Leave Forms The employee must mark if the leave is FML, Work-related Injury, or Neither. Leave forms need to be signed by the employee and supervisor. The supervisor should also be marking if the leave is approved or denied. Paid Leave Leave forms need to be completed with a breakdown by day of the time used. Ex: You receive a leave slip from an employee for 26 hours of vacation for the time period of 3/2/09-3/6/09. The employee is a full-time employee normally working 8 hours per day. The employee had childcare problems and could only work a few hours each day. The leave should be listed as 3/2/09 6 hours, 3/3/09 5 hours, 3/4/09 6 hours, 3/5/09 4 hours, and 3/6/09 5 hours. Sick Leave Sick leave may only be used for immediate family. If an employee is out for more than 3 consecutive days a doctor s note needs to accompany the leave form. Unpaid Leave The employee must mark if the unpaid leave is personal or medical. If the leave is less than 10 consecutive days it may be entered as unpaid leave in the timekeeping panels. Unpaid leave should also include a breakdown by day of the time used. If the leave is 10 or more consecutive days the unpaid leave is to be entered as a leave of absence in job data. System Entry Timekeeping needs to be entered into the system early enough to allow time for running the data entry verification report and making any necessary changes before the deadline. Ex: The timekeeping deadline is Wednesday. Timekeeping should be entered by Monday and the data entry verification reports run on Tuesday. If there are any necessary system changes these should be made on Tuesday as well. On Wednesday the reports should be run again, if needed, before system approval. To minimize unnecessary changes please tab or click out of the dropdown timekeeping code menu before moving over to select submit. This will keep from accidental scrolling and the code changing.

3 System entries require overnight processing to appear on the data entry verification reports. Timekeeping for ORBO entry If timekeeping needs to be sent to ORBO for entry please refer to the calendars on the ORBO website for the deadlines. Please remember we support many units fully in our office and have timekeeping of our own to process. We are working on creating an OR Human Resources to send all timekeeping, but in the meantime please send timekeeping for entry to Liz Reynertson and Cc Libby Groeber. Timekeeping Grayed Out If timekeeping is grayed out for certain days, please change the date showing in the system to the date the timekeeping is grayed out and change time period to day view. This should allow you to enter the timekeeping in the system. This happens due to job data entries. Please be sure you are checking for exceptions in the exception screen. Data Entry Verification Reports After timekeeping has run overnight, run and print the Data Entry Verification Reports (HRB710 & HRB720) reports in ereports. For biweekly verification, you only need to run the summary or the detailed report. It is not necessary to run both. For monthly verification, if sending to ORBO for approval, please use the detailed report only as this makes it easier for us to approve. For every pay period, you must run and print the prior pay period report. Please run report even if you did not enter any prior pay period adjustments. Verify the entry against the actual timesheets. If there are any corrections needing made, make the changes in the HR system and then note on the report that the correction has been made. Sign and date that the report has been verified. If corrections were made, let the system process overnight and re-run and print the report to verify that all entries are now correct. If a change is made on the deadline day, please print the timekeeping panel in the HR system and submit this with all timekeeping documentation for approval. This will let Stacie Brewer or the approver for your unit know a change was made and that the entry is now correct. Termination of Employment Termination should be entered into job data as soon as possible, but after timekeeping has been entered and processed overnight. Vacation and sick leave payouts should be sent to Heidi Mandelkorn utilizing the leave payout spreadsheet. Termination rows must be entered in job data before the leave payout will be processed.

4 Job Data and Additional Pay Reports These reports need to be run and verified by each unit and submitted with timekeeping documentation if ORBO approves your unit s timekeeping. Stacie Brewer does review this report for all of OR, but since she is not aware of all unit decisions (i.e. JED changes, standard hours changes, etc.) she would like to have all administrators review the reports as well for accuracy. System Approval If timekeeping needs to be sent to ORBO for approval please refer to the calendars on the ORBO website for the deadlines. The deadline for submission is 11:00am on the day of the department deadline. Please remember we support many units fully in our office and have timekeeping of our own to process. As with entry submissions, please send timekeeping for approval to Liz Reynertson and Cc Libby Groeber. Paycheck Review If there are any unusual situations with an employee s pay please review the paycheck in the HR system while timekeeping is still processing. There are often errors for employees switching from biweekly to monthly so review of the paycheck during processing can reduce the time spent on correcting the error. By doing so we can be proactive in correcting any problems and an off-cycle check will not need to be done. If any problems arise please contact ORBO and/or Heidi Mandelkorn for assistance. Check Advice/Distribution Reports Check Advice/Distribution Reports should be printed from ereports and reconciled before the pay periods paydate. OR funds are the only funds needing reconciled. However, if an employee s base pay is paid from other orgs we do need to verify they are receiving the full base pay. The employee may be paid on grants or through agreements with other departments. This only needs to be done for employees in your unit. Reports must show some sign of being reconciled and have the signature and date of the person reconciling the report. Off-Cycle Check Requests Off-cycle check requests should be kept to a minimum and require the approval of Stacie Brewer in ORBO. Off-cycle checks should only be processed if there is a significant overage, a shortage that will cause a hardship to the employee, or if they are a student employee.

5 If an off-cycle is determined to be appropriate, complete the online form and submit to payroll. Then, Stacie Brewer with a copy of the confirmation page attached asking her to approve the off-cycle request. Status of Leave Reports Status of leave reports should be printed and reconciled before the system entry of the following pay period in case corrections to balances need to be made. Reconciliation of these reports includes verifying accrual and usage of each individual. It is not necessary to verify the exact ending balance, but please check to make sure the number is increasing or decreasing appropriately. If there are corrections needing made to an employee s balance please note the reason for the correction on the report. Reports should show some sign of being reconciled and have the signature and date of the person reconciling the report for the pay period. Payroll Certifications Payroll certifications should be completed before the next pay period. Ideally, these would be completed before the pay period s paydate. Certifications should be signed and dated by the appropriate supervisor. If the supervisor is not an OR employee, an OR employee should sign the certification as well stating it is OK for the employee to be paid from OR funds. HR/GL Reconciliation At the beginning of each month, the HRB130 report should be run and printed from ereports. The report should be reconciled against the reconciled Check/Advice Distribution reports. This report must show signs of being reconciled and must have the signature and date of the person reconciling the report. Record Retention Biweekly timesheets are to be retained for 5 years for staff and non work-study students and 6 years for work-study students. Check/Advice Distribution reports, Payroll Certifications, and Leave Slips should be kept for current fiscal year plus the 2 previous fiscal years. Though it is required by the Record Retention Schedule to maintain for 1 year, OR recommends maintaining these records longer for auditing purposes. Payroll Checklists must be maintained for 4 years.