Payroll Hot Topics January 2014 Welcome Back!
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- Hubert Dean
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1 Payroll Hot Topics January 2014 Welcome Back! The first semester of the school year had several changes in payroll. The personnel in our department changed, with Kathy s retirement and the addition of Shannon. The ASCD and accrued comp time procedures were updated. Thanks to the school board, we processed the first bonus payment to qualifying employees. For this session of Hot Topics, we asked for suggestions from our timekeepers regarding what you thought you needed help with on the dashboard reports available to your location. Out of 95 timekeepers, we received 11 surveys. That could mean: a. The training that the payroll department provides is working b. That you are too busy to help us help you c. You research the dashboard reports yourself and are comfortable in utilizing the reports in the best manner to accomplish your goals The tally of the returned surveys showed a wide range of interest in all 4 sections of the HR/Payroll area on your dashboard. Response Tally to Dashboard Report Survey.docx We are going to go over the following reports today: Leave Summary with Running Balance Non-Rolling Leave Plan Balances Payroll Time Records Report by Accounting Organization (Org. or Resp.) or Batch
2 Leave Summary with Running Balance This report is a useful tool if an employee has a discrepancy with their leave balances from the ESS Leave Balances / Detail or their check stub totals. By running this report, you will see each transaction and how it applied to all leave plans that the employee has available. Once you have set the parameters and click ok, you will see the next screen and you can export the file into a PDF file. This report can be run for the current school year and/or previous years. Each year is a separate report.
3 How many of you know how to export a dashboard report? Once it has been exported you can save it and/or print it so you can review all entries to verify the accuracy of the data. You may find entry errors that caused a discrepancy. All corrections need to be entered into the system. You can correct current year errors on the next payroll batch. Contact your payroll specialist for all previous year corrections.
4 Non-Rolling Leave Plan Balances (Required for Audit) This is a mandatory report that must be run during each payroll cycle to verify beginning comp time, trade hours, vacation and FMLA balances. Who is eligible for comp time? Trade hours? Vacation? What if there is a discrepancy on the comp time balance shown on the Non-Rolling Leave Plan report and the time card that the non-exempt employee turned in? Why do you need to know the available balance of FMLA hours? What happens when someone has used all FMLA hours but is unable to return to work? (See June 2013 Hot Topics)
5 Payroll Time Records Report by Accounting Organization (Org. or Resp.) or Batch (Required for Audit) You can run this report as many times as you deem necessary during the payroll data entry and prior to cut-off date. How many of you run this by account/organization? What error/warning do you want in-depth explanation of? Record May Be Duplicated This warning is asking the timekeeper to verify if the employee actually worked two different 3 hour shifts on 12/4/13. Or, is there a typo on the date. In many cases, it s a typo and the timekeeper needs to correct the entry on the PS33 screen before the payroll cut-off. Please send the time card to your payroll specialist for any error/warning that you have questions about.
6 1. ASCD Approved Temporary Aide/Clerical Please send the approval to your payroll specialist.
7 Accrued Comp Time Changes TRS sent us reminders regarding the ineligibility of accrued comp time that is paid out as overtime earnings. If someone is not using their accrued comp time for absences and wants to be paid for the overtime, you must use pay code C13. If the comp time is earned in one week and the employee wants to be paid overtime in that same week, you will continue to use pay code 213.
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