HUMAN RESOURCES PROCEDURE

Size: px

Start display at page:

Download "HUMAN RESOURCES PROCEDURE"

Poppy Poole
6 years ago
Views:

1 HUMAN RESOURCES PROCEDURE Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Purpose: To outline procedures for reissuing a paycheck in the same calendar year Target Audience: Campus Payroll Office Mail delays are not uncommon. Therefore, a reasonable period of time should pass before payroll ordinarily takes action. Paychecks issued through the regular pay runs are mailed from Statewide in sufficient time for mail delivery on payday, (ordinarily every other Friday). One week from payday is considered a reasonable wait period to begin regular run check reissues. Paychecks issued through Payroll Adjustment are mailed the day after the adjustment run was processed. Ten days from the mail date is considered a reasonable wait period to begin adjustment run check reissues. Paychecks can be reissued sooner if warranted. 1. Payroll will be notified by the PPA/CCC or the employee to start the reissue process. 2. Verify that the correct HR address for the employee is in Banner. If not, notify personnel before reissuing paycheck. 3. Review the returned check log that is ed regularly from Statewide.(page 2) 4. Begin Stop Payment Procedures, if applicable. (page 3) 5. See specific procedures for the scenarios below: PROCEDURE A Never received/lost in mail... 4 Incorrect HR address/not returned to UA... 4 Check destroyed... 4 PROCEDURE B Check portion of a combined check/auto deposit PROCEDURE C Returned auto deposit PROCEDURE D Stop Pay Fee deducted from reissue Paycheck Reissue / Stop Pay Procedures for Same Calendar Year revised: 04/23/10 page: 1 of 1

2 Reviewing the returned check log: 1. If the check has been returned, no action is necessary. The check will be forwarded to the campus designee, who will notify the PPA/CCC or employee. 2. If the check has not been returned, contact the Financial Services Department for the MAU to see if the payroll check has cleared the bank. UAA UAF/ SW/GI UAS Direct phone call Send to Financial Services Contacts accounts receivable If the check has cleared the bank, notify the PPA/CCC or employee. No further action is required by payroll. Payroll can request a copy of the cleared check from MAU Financial Services Department if needed by the employee. If the check has NOT cleared see procedures for initiating a Stop Payment (page 3). Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 2 of 2

3 Stop Payment Procedures: 1. Department determines who will pay the stop pay fee, currently $ a. If department is paying, HR needs the Fund/Org information. b. If employee is paying, they will need to submit a check or money order to the University OR complete and sign the Employee Selected Deduction Form to setup a campus Accounts Receivable deduction and the fee will be deducted from a future payment. c. If the employee has no future pay or has no means of submitting a check or money order, the stop pay fee may be deducted from the reissued check through the ADJ deduction. A journal voucher (JV) will need to be sent to Statewide Payroll and Benefit Accounting to move the fee from the ADJ deduction to the correct designated MAU account. 2. Payroll completes the Stop Payment Request Form from Cash Management; the link to the form is available on the Payroll Forms (Internal) page at 3. Payroll faxes Stop Payment Request form to Statewide Cash Management, It takes 1 business day for the Stop Payment Request to take effect. Requests faxed after 3PM take an additional business day to process. 4. When you receive the Stop Payment Request form back from Cash Management indicating that the stop payment has been approved, proceed with reissuing the check using the appropriate procedure. 5. For an additional fee of $18.50, a stop payment on a check can be reversed using the following steps: Write Stop Pay Release on the top of the original stop payment request form. Indicate the accounting for the additional fee. Fax to Cash Management. Cash Management will notify us when the release has been approved and then the employee can cash the check. Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 3 of 3

4 PROCEDURE A Never received/lost in mail Incorrect HR address/not returned to UA Check destroyed 1. In Banner, go to PHAADJT 2. Type in the: a) Employee ID Number b) Year c) Payroll ID BW d) Payroll Number This needs to be the same payroll number of the check being voided e) Sequence Number This needs to be the same sequence number of the check being voided f) Adjustment Action - Reissue g) History Date and Posting Override Date Date of Adjustment Run (Always check payroll calendar for correct processing dates of runs being processed) Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 4 of 4

5 3. Control Page Down to adjustment detail block Use this area to help you keep track of where you are and what needs to be done next. You can see that for check 4/0 - the gross amount is $ and the net amount is $ It s a good idea to verify again at this point that this is the correct check to be voided with the correct gross and net amounts. This void and re-issue is going to happen on 3/23/10. Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 5 of 5

While still in the Adjustment Detail tab, do the following: Calculation Method Leave as manual Print Method

6 4. F 10 to save Notice that the sequence number is now at 2 which means that: 4/0 is the original check 4/1 is the void for the original check 4/2 is going to be the re-issue 5. While still in the Adjustment Detail tab, do the following: Calculation Method Leave as manual Print Method Change to computer 6. F 10 To save DO NOT MISS STEP 5!!!! Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 6 of 6

When this WARNING window appears, select yes 9.

7 7. Control Page Down to Job Information tab Nothing needs to be done here. 8. Control Page Down a second time to Document Information tab: a. Check the Reissue box b. When this WARNING window appears, select yes 9. F 10 to save Do not be alarmed if document number has not been changed, it will change when adjustment processing is complete (disposition 70). Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 7 of 7

8 10. Shift F7 or use the Rollback Icon to get back to the Adjustment Action section 11. Adjustment Action Balance 12. Control Page Down 13. F 10 to save Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 8 of 8

9 14. Shift F7 or use the Rollback Icon to get back to the Adjustment Action section 15. Adjustment Action - Approve 16. Control Page Down 17. F 10 to save Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 9 of 9

10 Disposition 40 indicates that the adjustment is Awaiting Document. A check will be mailed after the adjustment processes. Review PHILIST to make sure that the Disposition is at 40 for both the void and reissue adjustments. WARNING!!!!!! If the void adjustment reaches disposition 50, this means that the check number had not been changed and Step 8 of these procedures was not done correctly. The reissued document will have to be voided and the original check reissued again. Note disposition 40 Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 10 of 10

11 PROCEDURE B Check portion of a combined check/auto deposit See Stale Dated check procedures if check is over 6 months old. If check is lost: Do Stop Payment procedures first. (page 3) Then go to step 1 below. 1. Setup PHAADJT as follows: a. The check will be reissued in the same payroll number b. Adjustment Action: Manual c. Calc. Method: Manual d. Print Method: Computer e. Entered Gross :.00 f. Entered Net: Net amount to be reissued Manual Computer (c.) (d.) Entered Gross:.00 (e.) Entered Net: Net amount to be reissued (f.) Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 11 of 11

Enter the net amount as a negative in the employee amount 8. F10 to save 9.

12 2. Control Page Down to Job Information tab 3. F9 to open Employee Job Changes window a. Select the correct PCN, click OK 4. F10 to save 5. Right click and select Deduction History PHCDEDN 6. Keep only the ADJ line, delete all the others 7. Enter the net amount as a negative in the employee amount 8. F10 to save 9. Exit out of the deduction screen Enter the net amount as a negative in the employee amount. F10 to save then balance and approve Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 12 of 12

10. Shift F7 or use the Rollback Icon to get back to the Adjustment Action section 11. Adjustment Action Balance 12. Control Page Down 13. F 10 to save 14.

13 10. Shift F7 or use the Rollback Icon to get back to the Adjustment Action section 11. Adjustment Action Balance 12. Control Page Down 13. F 10 to save 14. Shift F7 or use the Rollback Icon to get back to the Adjustment Action section 15. Adjustment Action Approve 16. Control Page Down 17. F 10 to save 18. Confirm that the disposition has reached After the adjustment processes (disposition 70), complete a Journal Voucher (JV) for the check number replacement and send the following to Payroll Benefit Accounting at Statewide: Original JV [refer to the "Check Reissue through Banner HR - JV template" at Copy of voided stale-dated check, copy of stop payment form, or PHICHEK print screen of original check Print screen of replacement check 20. Retain copies for payroll file Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 13 of 13

14 PROCEDURE C Returned auto deposit Statewide Payroll and Benefit Accounting usually receives notice of returned funds within the first week after a payday. Exceptions would include holidays or scheduled University closures. You will receive an from Statewide Payroll and Benefit Accounting indicating that the funds have been returned. The reissue can then be processed in the next available Adjustment run. If the PPA/CCC or employee notifies payroll of a closed account, we still need to wait for the from Statewide Payroll Benefit Accounting before reissuing a Returned Auto Deposit. 1. Use Statewide Payroll and Benefit Accounting as backup for the adjustment run check 2. Set up PHAADJT as follows: a. The check will be reissued in the same payroll number. b. Adjustment Action: Manual c. Calc. Method: Manual d. Print Method: Computer e. Entered Gross :.00 f. Entered Net: Net amount to be reissued Manual (c.) Computer (d.) Entered Gross:.00 (e.) Entered Net: Net amount to be reissued (f.) Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 14 of 14

3. Control Page Down to Job Information tab 4. F9 to open Employee Job Changes window 5. Select the correct PCN, click OK 6. F10 to save 7. Right click and select Deduction History PHCDEDN 8.

15 3. Control Page Down to Job Information tab 4. F9 to open Employee Job Changes window 5. Select the correct PCN, click OK 6. F10 to save 7. Right click and select Deduction History PHCDEDN 8. Keep only the 790 deduction, delete all the others 9. Enter the net amount of check as a negative in the employee amount 10. F10 to save 11. Exit out of deduction screen The only deductions used is 790 and ADJ. Enter the net amount as a negative in the employee amount. F10 to save then balance and approve. 12. Shift F7 or use the Rollback Icon to get back to the Adjustment Action section 13. Adjustment Action Balance 14. Control Page Down 15. F 10 to save 16. Shift F7 or use the Rollback Icon to get back to the Adjustment Action section 17. Adjustment Action Approve 18. Control Page Down 19. F 10 to save 20. Confirm that the disposition has reached After adjustment processes, confirm that check has reached disposition 70 Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 15 of 15

16 PROCEDURE D Stop Pay Fee deducted from reissue It may be impossible for an employee to pay the stop pay fee. They may be terminated and have no future pay and or may have already left the country. In these rare instances the stop pay fee can be deducted from the check being reissued. 1. Repeat all steps necessary to insure that the check has not been either cashed or already reissued. (pages 1-3) 2. Make a print screen of the original check to be reissued. Copy gross pay and deductions from PHICHEK and labor distribution from PHAHOUR. These copies will be the back up for the Void and Reissue of the original check. 3. Once the stop pay has been confirmed, void original check. 4. Use Void Procedures, confirm that the adjustment reaches Disposition To Reissue - set up PHAADJT as follows: a. The check will be reissued in the same payroll number. b. Adjustment Action: Manual c. History Date and Posting Override Date Date of Adjustment Run d. Calc. Method: Manual e. Print Method: Computer f. Entered Gross : Gross amount from the original check g. Entered Net: Net amount of original check LESS the Stop Pay Fee 6. F 10 to save Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 16 of 16

17 7. Control Page Down to Job Information Tab 8. F9 to open Employee Job Changes window a. Select the correct PCN click OK 9. F10 to save 10. Right click and select Earnings History (PHAHOUR) from drop down menu: Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 17 of 17

Right click and select Deduction History (PHCDEDN) from drop down

18 11. Key the PHAHOUR screen exactly the same as the check to be reissued: 12. F10 to save 13. Exit out of PHAHOUR 14. Right click and select Deduction History (PHCDEDN) from drop down menu: Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 18 of 18

19 15. Key deductions exactly as original check. Remember to include the Stop Pay Fee in the ADJ deduction: 16. F10 to save 17. Exit out of deduction screen 18. Shift F7 or use the Rollback Icon to get back to the Adjustment Action section Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 19 of 19

20 19. Adjustment Action Balance 20. Control Page Down 21. F 10 to save 22. Shift F7 or use the Rollback Icon to get back to the Adjustment Action section Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 20 of 20

21 23. Adjustment Action Approve 24. Control Page Down 25. F 10 to save 26. Confirm that the disposition has reached 40 Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 21 of 21

22 27. After adjustment processes, confirm that check has reached disposition A journal voucher (JV) will need to be completed to move the money from ADJ to correct accounting codes 29. Send original JV and backup documentation to Statewide Benefits and Payroll Accounting Retain copies for file Paycheck Reissue / Stop Pay Procedures for Same Calendar Year Revised: 6/2/15 page: 22 of 22

Correction Payroll Processing Procedures Manual

South Dakota Board of Regents Human Resources/Finance Information Systems Correction Payroll Processing Procedures Manual Version Number 1.1 Updated 8/19/2010 Table of Contents HRIS Module Introduction...