Payroll Process

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Contents 1 Payroll Set Up 2 Four Days in Advance 3 Three Days in Advance 3.1 Joyce 3.2 Lori - HW & HV 3.3 Audrey - SV 3.4 Nancy - SW 4 Two Days in Advance 5 One Day in Advance 6 Payroll Day after 10 am 7 Payroll Assignments 7.1 Joyce 7.2 Audrey 7.3 Lori 7.4 Nancy 8 Payroll Steps 9 Day After Payroll 10 After Register 11 Day After Payroll 12 Between Payrolls 13 Notes, Lessons Learned,etc. 14 Error Messages 15 Link to Julie's file

Payroll Set Up

Don't forget!! Enter NRA 1042s Regulatory Information on PEAEMPL.

Four Days in Advance

Goal: Complete by 5 pm same day.

• Rachel runs report on Salaried FICA switch (summer only), posts report and sends to payroll - payroll changes records manually.
• Run reports for initial errors.
• Staff meeting to plan for payroll (ex: reassign staff, discuss possible problems)

Three Days in Advance

Goal: Complete by 12 noon of following day.

• Process W-4s and Direct Deposits
• Run PHPTIME – by 10 am
• Batch Memos – sort by type of action and payroll. Additionally sort Memos according to Julie’s list of what can be processed in advance. Distribute to team.
• Reassign payrolls to adjust for vacations, etc. (see table below)otherwise, keep assignments for present.

Joyce

Run Toad Queries 1-8a & b Check Audrey's Batch Memos Sort Query Issues - send HR issues to HR - call to verify - follow up.

Lori - HW & HV

Batch Memos for SW Check Joyce's, Nancy, Audrey Batch Memos

Audrey - SV

Direct Deposits & W-4s Batch Memos for HV & HW Resolve Issues Check Lori's, Nancy, Joyce Batch Memos

Nancy - SW

Batch Memos for SV Resolve Issues Check Audrey, Lori, Joyce Batch Memos (?)

Two Days in Advance

Goal: Complete by following day by 5 pm

• Joyce – Call HR to follow up outstanding Toad Queries. If HR hasn’t called, call and get status of issues.
• Joyce - Rerun first set of Toad Queries (1-8a & b)
• Sort and assign issues related to payroll.
• Call Tammy to confirm she is checking and fixing her errors.

One Day in Advance

Goal: Complete by day before payroll, 5 pm* Joyce rerun Toad Queries (1-8 a & b).

• Run DERR. Resolve errors.
• Resolve new Toad issues – sort according to payroll.
• Meet with payroll team to review payroll timeline, goals and remaining Toad issues.
• Follow up issues with Tammy.

Payroll Day after 10 am

Goal: All 4 payrolls to 40 and to HR for checking, back up as instructed by IT by 4 pm payroll day.

Phone calls: After 10 am phone calls go to Stacy. Messages only. No payroll questions directed to payroll team. Stacy’s script to callers: Payroll closed at 10 am today. Payroll people are working on the payroll and cannot answer your questions right now. Please give me your name and number and a brief description of your issue and I or someone else will call you back as soon as possible. Calls answered as time permits.

Manual Timesheets. Until resolved: Manual timesheets received after 10 am will be process after three days. Time adjustments, leave or pay additions/omissions will appear in the next pay cycle?

Payroll Assignments

Joyce

Run Toad Queries.

Sort issues by payroll, pass to team.

Superapprove (by order) HV, SV, HW, SW.

When Superapproving is complete, start payrolls.

Either Run MTIME for SW or give to person running SW.

Process remaining Batch Memos for SW only.

Back up as instructed by IT. All four payrolls must be to final 40 before backup. Dan has set up as job.

Audrey

Supperapprove timesheets for SV.

MTIME for SV. Call Rachel to run FOPAL - no need to wait for her to keep going.

Remaining Batch Memos for SV.

Go to 40, call and email HR to check register.

Lori

Hold Hourly only (other payrolls can go) until student switch script is run. At 10 am call and email Dan, Geri and Soon to run hourly FICA switch. This must be done when timesheets close. Wait for Aaron to call and give "Go" - expect a wait of 30 minutes. If you don't hear from him, call him.

Supperapprove timesheets for HW & HV.

Run MTIM for HV and HW - call Rachel to run FOPAL - no need to wait for her to call back to keep going.

Process remaining Batch Memos for HV and HW.

Go to 40 and call/email HR to check.

Nancy

Supperapprove timesheets for SW.

Run MTIM - after running call Rachel to run FOPAL - do not wait for her to call back.

Go to 40 and call/email HR to check register.

Payroll Steps

• PHPTIME – generate default hours in PHAHOUR
• Key retros, manual time sheets and any other outstanding issues on PHAHOUR
• Run PHPMTIM
• Run PHPPROF, PHPLEAV, PHPCALC to take payrolls to 40 (do not check DERR & CON until 40)
• Check reports when at 40: DERR, and CONN – record results, resolve issues?
• Run PHRPREG – Post register for HR to check – email and call to assure it is received. [Only final register with check numbers should go to ePrint – others are sent to “Database”]
• HR completes check, returns to Payroll. Look at errors, fix or find answers.

Day After Payroll

Complete steps after HR checks register. Goal: complete by 2 pm.

After Register

Moving to point of no return. CALC has been run. Everything that prints must print to ePrint.

• Run PWULEAV in report, review, repeat until error free. Either the earnings run in update (matching comp and leave - changes accrual code needs to be changed or the FLSA method needs to be changed.

• Run PWULEAV in update mode.

Parameters: Payroll Number and Year.

• Run PWPBKUP.

Point of no return. Calculate checks and direct deposit (42)

• PHPDOCM – NOTE: PARAMETER 5 should = "N" - If you enter "Y" for yes no one will get Direct Deposit.

• PWPCHKS - Parameter 4 = "D" for Direct Deposit before PHPCHKL. Note: Run Direct Deposit first - order is critical.

• PHPCHKL (44)

1. Verify "D" Direct Deposit
2. Verify beginning Doc. Number

• PWPCHKS - Parameter 4 = "C" for Checks before PHPCHKL. Note: Run Direct Deposit first - order is critical.

• PHPCHKL

1. Verify "C" for checks
2. Verify beginning Doc. Number

1. Call Jackie Carter – 12829 when all four have run - print checks and direct deposits out of intellicheck.

Order of the following doesn't really matter except for the last one - must be done after all others.

• PHRCISS

• PHRDIRD

• PHRCDST

• PWPDIRD - This is most important. Not optional.

Creates the bank file. File to be transmitted. NOTE: Do not enter a date.

• PHRTREG - Prints direct deposit tape register, verify totals, compare to DIRD, phone transmit to bank later.

Complete all voids and adjustments transactions (up to 50) before update.

• Run PHPUPDT - Parament 3 = "Y" - update all YTD fields - leave balance, etc. Disposition 60 after run.

Reports

• PHRDREG – deduction register
• PHRPREG – payroll register
• PXRP941 – for 941 tax detail - print after all payrolls are done.
• PWPBOND - Specific individual runs.
• PXRTDEP - print after all payrolls are done.
• PXRW2US - print after all payrolls are done.
• PXR1042 - print after all payrolls are done.

• Run PHPFEXP – Parameter 1 = "Y", Parameter 2 = "N", Payroll year required, 5 = leave blank, Parameter 6 = Current payroll number. Stores on NHRDIST.
• Run PHRDCON checking for Disposition 62.

• Run NHPFIN2 (70)
• Run PHRDCON

• Run PWPCARS - must balance with register before transmitting.

Call Sherry 12835 – feed to finance.

• Data Control runs FURFEED, FGTRINI, FGRTRNR, FGRACTG (70)

• Run PWPANNU after everything is done.

Verify transmittal to bank.

Day After Payroll

Between Payrolls

1. Clean up ePrint.
2. Follow up Superapproved Timesheets (is time correct? How did error occur? Etc).
3. Rearrange office so Stacy or new person is at front desk.
4. Link Manual Timesheets to Employee Self-Service page.
5. Clean up error reports on Q drive.
6. Team Debrief Meeting. What worked? What didn't?

Notes, Lessons Learned,etc.

• Only look at errors at 40.
• Only call about errors at 40 (don’t try to resolve before that point).
• Call and email HR as soon as the payroll is at 40.
• Once Rachel is called to run FOPAL, don’t wait for her – keep going.
• Back up as instructed with IT.
• If your process is complete and you are waiting, pick up messages from Stacy or help team members resolve their problems.
• ePrint: change to Database during trials – not ePrint. Only send final register to ePrint.
• Ask questions: If an IT report (ex: students with FICA issues) lands on your desk and you don’t understand it, pick up the phone and call - ask who, what, where, when and why. Same goes for errors. Take the initiative – don’t wait for instructions to come to you!

• Customer Service: avoid referrals. Take names and numbers and find answers for questions - that's how you learn.

• Worker's Compensation: do a "Manual, Manual" - create manual check, add check - can change any paramenters. Manual: Calculate, Manual: Print, Adjustment. (No real difference between manual and adjustment.) Must adjust taxable gross. Easier to audit on manual check.

Error Messages

1. (E) Approver's position has multiple incumbents.-From old payrolls – stays in error log even when fixed.
2. (E) Approver's position is vacant for the pay period.-HR/B runs/fixes.
3. (E) Employee's total hours do not match hrs breakdown. -P/B.
4. (E) No approval routing queue established.-HR/B.
5. (E) No hours entered.-HR/B
6. (E) No jobs found.-HR or P – D = can’t do in advance – look at job to see why not found. Benefits?
7. (E) PHPTIME - Ben/Dedn not in effect. See PTRBCAT dates.-Contact Benefits.
8. (E) PHPTIME - Employee not active, Reactivate to pay.-Submitted timesheet and person was terminated. Look at job, contact HR. If termination is correct, timesheet should be removed.
9. (E) PHPTIME - No Deduction record for required deduction-Proper deduction not set up. Contact transactions.
10. (E) PHPTIME - No labor dist. record for this job.-Contact transactions.
11. (E) PHPTIME - Null Encumbrance Num in NBRJLBD. Run nbpbudm"-Never clears out of table.
12. (E) The user ID for all approvers must be defined on GOAEACC.-Usually Grants w/o benefits or Assistantships. Exclude those that are payroll time entry.
13. (E) Time sheet not extracted; verify job setup. -Look at job, but contact HR.
14. (W) x.xx Hours of DOCK earning generated.-HR should review for proper entry.
15. (W) Exception Earnings exceed Base Salary.-P/Check before payroll. Getting paid more than usual. Could be entry error. Could be payoff. Run early.
16. (W) FLSA Earn Code not found (FC/FA).-HR/B. eclass incorrect. FLSA category needs to be “None”. Contact HR to change.
17. (W)Generated earn code not eligible for emps ECLS.-Discrepancy on set up. HR needs to fix.
18. (W)Insufficient Leave Balance for this job; Balance taken from another job.-Should never see this. Contact HR.
19. (W) PHPTIME - Employee is deceased.-Call HR.
20. ( (W) PHREARN_HRS should not be 0 or NULL.-Person has taken pay period off – verify STP. Entry error?
21. (W) Time sheet not complete; in "Error" status.-P/B
22. (W)Time sheet not complete; in "In Progress" status.-Can’t fix. Notify.
23. (W) Time sheet not complete; in "Pending" status.-Supervisors can approve after deadline. P can superapprove.
24. (W)Time sheet not complete; in "Return for Correction" status.-Review ahead for these – can’t be changed or approved after payroll is closed.
25. PHPMTIM (E) Affected Leave Ineligible for Employee's Leave Category-Faculty putting in sick leave when aren’t eligible. Payroll starts and work with HR.
26. PHPMTIM (E) Hours exists beyond termination date.-
27. PHPMTIM (E) Posn/Suff/Eff Date not found. Extract Emp ?-Look at NBAJOBS or PHAHOUR for missing information #(hours trying to come in, but no job to come into.
28. PHPMTIME (W) Employee is not Active.-If don’t clean up in MTME shows on PTIME.
29. PHPMTIM (W) Regular Hrs for Employee exceeds hrs/pay.-Compare base hours should show these earlier.

Link to Julie's file

I have created a spreadsheet - Q:\26. HIT\Payroll Processes\PHAHOUR-BatchProcessing.xls that can be used by the payroll staff to determine whether or not a batch memo can be processed on PHAHOUR before PHPMTIM. Basically, until we go live with Banner 7, any job that is designated as exception time only that has time coming in from the web will have the PHAHOUR wiped clean; therefore we should not enter the batches for those ECLS’s until after the “final” running of PHPMTIM. Please let me know if you have any questions or concerns. Thanks!!