Entering, Approving, and Reconciling Payroll- Time

Transcript:Entering, Approving, and Reconciling Payroll- Time:
Entering, Approving, and Reconciling Payroll- Time and Labor APM 55.60.02 Course Objectives Gain an understanding of the policy Discuss recommended procedures Discuss segregation of duties for payroll activities Definitions EDR—Expense Distribution Report, a report listing employees and the ChartFields they were paid from Pay Comparison Report—Listing of employees whose rate of pay has changed from the previous period Payroll Duties Time Keeper Overview All employees enter their own time Exempt enter absences Non-exempt enter time and absences Paper timesheets not required May adjust time as necessary May review exception reports 5 Time Keeper Suggested Tasks Reasonability test data entered Monitor for expired appointments May review Payroll Comparison report 6 Time Keeper Required Functions Enter and maintain delegates Communicate with Payroll and HR offices 7 Approver Overview Should be a supervisor Authorized by Department Management Approval may be delegated Not the same person who performs the verification The system documents approval Approves time entered (not payroll amounts) 8 Approver Objectives Authorize time entered Ensure time entered is accurate Ensure all time is submitted Review for missed punches 9 Approver Activities Review Payroll Comparison Report Review EDR Review payroll amounts— View Gross Pay inquiry screen Review bi-Weekly time and monthly absences for accuracy and appropriateness 10 Approver Required Output Time and absences are approved in Time and Labor for monthly and bi-weekly 11 Verification / Reconciliation Overview Should not be performed by Approver or Timekeeper 12 Verification / Reconciliation Objectives Verify changes are appropriate and accurate Ensure payroll is complete Validate General Ledger Entries Validate on EDR Review for expired appointments 13 Verification-Verify Changes USHR0087 14 Verification-Verify Changes Verify Accuracy & Appropriateness of Changes Look for changes that are missing. 15 Verification-Verify Changes Print - Sign - Date and Retain 16 Verification-Verify Changes Research any unauthorized changes in pay amount for exempt employees 17 Verification-Verify Changes 18 Verification-Verify Changes Print – Sign – Date – and Retain 19 Verify– Validate Information USHR Reports Do not use USHR0112 Not Based on Payroll System USHR0173 Used for Employee Detail Expense Distribution Reports (EDR) Summary (e.g., USHR0193S) Detail (monthly and bi-weekly payruns e.g. USHR0193M/B) 20 Verify– Validate Information Expense Distribution Reports Three groupings within each EDR type USHR0193 summarizes by DeptID USHR0208 summarizes by Program USHR0209 summarizes by Project 21 Verify – Validate Information EDR USHR0193S 22 The total payroll expense for the department in total should be compared From the EDR To the Income