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. 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 from the paper timesheet onto the online timesheet. 2) Supporting Documents Certain leaves require supporting documents in addition to the signed timesheet. The following leaves require supporting documents: a. Family Leave (See RCUH Policy 3.660) US Dept of Labor Form WH-380-F (Birth of a child/care for newborn; Care of child, spouse, or parent with a serious health condition) US Dept of Labor Form WH-380-E (Serious health condition of the employee not work related) US Dept of Labor Form WH-385 (Service member Leave for a spouse, son, daughter, parent or next of kin) US Dept of Labor Form WH-384 (Qualifying Exigency) Applicable Certification(s) (Adoption of a Child) Applicable Certification(s) (Placement of Employee s Child into Foster Care) b. Jury Duty Leave Jury duty certification w/ bailiff s or clerk s signature c. Military Leave Military Orders specifying dates of leave d. Workers Compensation Leave Physician s Certification (Dr. s note) from 1 st day of disability. e. Parent Teacher Conference Leave RCUH Form BEN-1 f. Leave Without Pay Include dates of leave and anticipated date of return on timesheet g. Funeral Leave Include name and relationship of eligible family member on timesheet. h. Sick Leave Timesheets required for ALL sick leaves, regardless of number of hours or days of sick leave taken Physician s Certification required for sick leave absences of 5 or more consecutive work days (regardless of number of hours) Advise employees of timesheet requirements User must collect supporting document(s) from employee prior to inputting payroll on the online timesheet. 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 Day. Created 4/20/05 (Revised 12/05, 4/06, 7/06, 2/07, 6/07, 2/08, 4/08, 8/08, 4/09, 06/12, 03/13) Page 59 of 112

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 (E.g., 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 or scan/ ) their own paper timesheet (certified by the PI) to RCUH s payroll department by Payroll Deadline (in addition to inputting their timesheet online) as well as the PI approved print screen of the online timesheet. Failure to submit timesheet will result in nonpayment. Created 4/20/05 (Revised 12/05, 4/06, 7/06, 2/07, 6/07, 2/08, 4/08, 8/08, 4/09, 06/12, 03/13) Page 60 of 112

3 A B C Navigating to the Timesheet/Payroll Section: A. Scroll over Timesheets B. Click on one of the 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 is correct (i.e., begin/end dates, project number(s) and allocation percent, leave balances). Preview Verification is normally available to view approximately 3-5 work days prior to the Web Time Input period each pay period. User should review information every pay period to ensure accuracy. B. Enter Timesheets Allows user to enter and approve employee payroll information during the Web Time Input period. The Web Time Input 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. Please note that the Enter Timesheets panel will not be accessible outside the Web Time Input 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, 06/12, 03/13) Page 61 of 112

4 A. THE PREVIEW VERIFICATION PANEL A B G C D E F H I J K L Preview Verification Panel We recommend that the timekeeper review the Preview Verification Panel during the Web Time Preview periods to ensure that all active employees are listed. This panel displays each unique combination of project number campus code sub project number budget category sub budget category percent distribution assigned to an employee. A. Dist Code Distribution Code for the project. B. Project Name 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 Shows the project number being charged for each employee. F. CC Campus code of the project number G. SubProj (optional) Shows the Sub-project number being charged for each employee. H. BC Shows the budget category being charged for each employee. I. SubBC (optional) Shows the Sub-budget category being charged for each employee. J. Pct Shows the distribution of each project number, Subproject number, budget category and sub-budget category being charged for each employee. K. Vac Shows the vacation balance (in hours) for each Regular employee. L. Sick Shows the sick leave balance (in hours) 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, 06/12, 03/13) Page 62 of 112

5 A B Employee Listing Each line will display each unique combination of project number campus code sub project number budget category sub budget category percent distribution assigned to an employee A. Salary Employees: Notice that Mariah Carey is a salaried employee and her name is listed twice for the same Beg-End Dt 03/01-03/15. This is due to the fact that her payroll is being charged to 2 project numbers, and at 50% distribution each. B. Hourly Employees: Notice that Michael Jordan is an hourly employee and his name is listed three times, but for different Beg-End Dt periods of 03/01-03/04, 03/05-03/11, 03/12-03/15. This is due to the fact that each week of work must be reported separately to calculate overtime hours. Michael Jordan s payroll is being charged to 1 project number at 100% distribution. Created 4/20/05 (Revised 12/05, 4/06, 7/06, 2/07, 6/07, 2/08, 4/08, 8/08, 4/09, 06/12, 03/13) Page 63 of 112

6 B. ENTERING TIME Navigating to the Enter Timesheets Section: A. Scroll over Timesheets B. Click on Enter Timesheets. 1 Step 1: (Multiple Distribution Codes Only) Click on the desired Distribution Code (aka Mail Drop ID). Upon clicking the link, the system will take the user to the Enter Time Screen. 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 up to 100 on the Distribution Code (Click on button to view listing of next 100 employees). 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, 06/12, 03/13) Page 64 of 112

7 8 ENTERING TIME CONTINUED A B C D 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) 3 C. Vac Hrs Vacation Hours used D. Sick Hrs Sick Leave hours used 7 Step 3: Hourly Employees ONLY: Enter the hours worked in the PP Hrs Field. The user must enter hours worked during each work week (Monday Sunday). 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. Step 5: Enter any Vacation and/or Sick Leave hours taken by each employee during the current pay period. Overtime compensation is calculated based on the work week (by law); therefore, the user MUST enter hours for each work week separately. The user will notice that the hours for Salaried Employees are pre-populated in the PP Hrs Field. Step 6: Click on the Pay? box next to each employee that should be paid. Step 7: Next, click on the button at the bottom of the screen to ensure that no data is lost. Step 8: 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, 06/12, 03/13) Page 65 of 112

8 11 ENTERING TIME CONTINUED 9 10 This Other Earnings panel enables the user to enter any additional Leaves taken other than vacation and sick leave entered on the Pay Earnings Panel. Step 9: Enter the Leave Code. Use the magnifying glass ( ) to look up the appropriate code (E.g., FL = Family Leave. The user can enter up to 3 different codes per employee. Enter the hours taken per type of leave. Step 10: Click on the to ensure no data is lost. button Step 11: Click on the Special Earnings Tab. Upon clicking this tab, the system will take the user to the Special Earnings Panel. IMPORTANT REMINDERS: 1. Family Leave and Workers Compensation must be approved PRIOR to the leave by RCUH HR. 2. A copy of the manual (paper) timesheet and applicable supporting document must be submitted to RCUH Payroll (in addition to inputting time on HR AMP) for the following leaves: a. Family Leave (See RCUH Policy 3.660) US Dept of Labor Form WH-380-F(Birth of a child/care for newborn; Care of child, spouse, or parent with a serious health condition) US Dept of Labor Form WH-380-E (Serious health condition of the employee not work related) US Dept of Labor Form WH-385 (Service member Leave for a spouse, son, daughter, parent or next of kin) US Dept of Labor Form WH-384 (Qualifying Exigency) Applicable Certification(s) (Adoption of a Child) Applicable Certification(s) (Placement of Employee s Child into Foster Care) b. Jury Duty Leave Jury duty certification with bailiff s or clerk s signature c. Military Leave Military Orders specifying dates of leave d. Workers Compensation Leave Physician s Certification (Dr. s note) from 1 st day of disability. e. Parent Teacher Conference Leave RCUH Form BEN-1 f. Leave Without Pay Include dates of leave and anticipated date of return on timesheet g. Funeral Leave Include name and relationship of eligible family member on timesheet h. Sick Leave Timesheets required for ALL sick leaves, regardless of number of hours or days of sick leave taken Physician s Certification required for sick leave absences of 5 or more consecutive work days (regardless of number of hours). Created 4/20/05 (Revised 12/05, 4/06, 7/06, 2/07, 6/07, 2/08, 4/08, 8/08, 4/09, 06/12, 03/13) Page 66 of 112

9 13 ENTERING TIME CONTINUED 12a 12b Step 12a (optional): Enter any Special Earnings hours. (E.g., Deployment Compensation, Night Differential 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 12b: If you entered any Special Earnings hours, click on the is lost. button to ensure no data Step 13: Click on the Project Dist/Leave Bal Panel. Upon clicking this tab, the system will take the user to the Project Dist/Leave Bal Panel. Created 4/20/05 (Revised 12/05, 4/06, 7/06, 2/07, 6/07, 2/08, 4/08, 8/08, 4/09, 06/12, 03/13) Page 67 of 112

10 14 ENTERING TIME CONTINUED A B G C D E F H I J K L Project Dist/Leave Bal (Preview Verification) Panel We recommend that the timekeeper review the Preview Verification Panel during the Web Time Preview periods to ensure that all active employees are listed. This panel displays each unique combination of project number campus code sub project number budget category sub budget category percent distribution assigned to an employee. A. Dist Code Distribution Code for the project. B. Project Name 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 Shows the project number being charged for each employee. F. CC Campus code of the project number G. SubProj (optional) Shows the Sub-project number being charged for each employee. H. BC Shows the budget category being charged for each employee. I. SubBC (optional) Shows the Sub-budget category being charged for each employee. J. Pct Shows the distribution of each project number, Subproject number, budget category and subbudget category being charged for each employee. K. Vac Shows the vacation balance (in hours) for each Regular employee. L. Sick Shows the sick leave balance (in hours) for each Regular employee. Step 14: 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, 06/12, 03/13) Page 68 of 112

11 ENTERING TIME CONTINUED 15 Step 15: Double Check that all pay checkboxes next to each employee who should be paid are checked. REMINDER: Don t forget to click on the View All link to view all employees Step 16: Double check all information inputted to ensure accuracy, and then click on the button at the bottom of the screen. Before Submission 9 of 9 A B C D After Submission Step 17 (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 next to the Submit. 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 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: 9 of 9 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, 06/12, 03/13) Page 69 of 112