Payroll

Departmental Business Manager should have working knowledge of items listed below. Some require in-depth knowledge, others require knowing who to contact for assistance.

STATEMENT OF EXPECTATIONS
1. THE EXPECTATION IS THAT EMPLOYEES WILL BE PAID ACCURATELY AND ON TIME. NO HIGHER PRIORITY EXISTS.
2. SALARY DISTRIBUTION AND CERTIFICATION ACCURATELY REFLECT WORK EFFORT.
3. TERMINATION OF EMPLOYEES IS DONE IN COMPLIANCE WITH UNIVERSITY PROCEDURES.
PAYROLL PROCESS
1. MONTHLY STAFF
  1. Faculty/Administrative/Professional Appointments
    1. Receive notification of new employment.
    2. Contract (Form 19A/P) may be processed as soon as offer is accepted. Contract is routed to appropriate departments for required signatures and submitted through appropriate channels to Gail Carlton/Human Resource Services (HRS).
    3. Request benefits package via the web to Compensation and Benefits for new regular employee (Monthly BeneFlex Enrollment Request Form). Benefit package will be generated and sent to Academic Business Office. Employee will complete and return to Compensation and Benefits.
    4. New employee receives and completes Forms I-9, W-4, WH-4, Personnel Form 13 and Direct Deposit Form.
    5. Payroll Change is routed to appropriate departments for required signatures and submitted through appropriate channels to central offices.
    6. Advance copy to Payroll and completed W-4 and WH-4 to Taxes/Disbursements.
    7. Payroll Change and Form 13 is sent to Information Systems Clerk (ISC)/HRS. Completed I-9 is sent to Employment Clerk/HRS.
    8. Prepare 1008 for RUP management as appropriate, route for departmental signatures and forward to Budget & Fiscal Planning.
    9. Transfer existing staff from one department to another includes old department filling “present” and new department filling “proposed” on Payroll Change.
    10. Process necessary documents for changes in status including promotions, increase, leave adjustments, reductions in effort, etc. Route to appropriate departments for required signatures.
    11. Maintain official University leave records.
  2. Graduate Students
    1. Receive notification of employment.
    2. New employee receives and completes Forms I-9, W-4, WH-4, Personnel Form 13 and Direct Deposit Form.
    3. Payroll Change is routed to appropriate departments for required signatures and submitted through appropriate channels to central offices.
    4. Advance copy to Payroll and completed W-4 and WH-4 to Taxes/Disbursements.
    5. Payroll Change and Form 13 sent to ISC/HRS.
    6. Transfer of existing staff from one department to another includes old department filling “present” and new department filling “proposed” on Payroll Change. Route to appropriate department for required signatures.
    7. Process necessary documents for salary adjustments.
    8. Maintain official University leave records.
    9. Utilize Graduate reappointment process.
2. BI-WEEKLY STAFF
  1. Clerical/Service
    1. Receive notification of new employment.
    2. Request benefits package via the web to Compensation and Benefits for new regular employee (Biweekly BeneFlex Enrollment Request Form). Benefit package will be generated and sent to Academic Business Office. Employee will complete and return to Compensation and Benefits.
    3. New employee receives and completes Forms I-9, W-4, WH-4, Personnel Form 13 and Direct Deposit Form.
    4. Payroll Change is routed to appropriate departments for required signatures and submitted through appropriate channels to central offices.
    5. Advance copy to Payroll and completed W-4 and WH-4 to Taxes/Disbursements.
    6. Payroll Change and Form 13 sent to ISC/HRS. Completed I-9 is sent to Employment Clerk/HRS.
    7. Process necessary documents for salary adjustments.
    8. Maintain official University leave records.
  2. Student Employees
    1. Receive notification of employment.
    2. Student receives and completes Forms I-9, W-4 and WH-4. Completed I-9 is sent to Employment Clerk/HRS, while W-4 and WH-4 is sent to Taxes/Disbursements. Student may complete Direct Deposit Form, which is submitted to Payroll.
    3. New time slip is completed and processed as part of biweekly payroll.
    4. Administer work-study accounts and students.
  3. Management Reports
    1. Review Biweekly Audit Report
    2. Review Overtime Report
3. TEMPORARY EMPLOYMENT
  1. Through Payroll Process
    1. Overloads
    2. Regular staff with second unrelated appointment
    3. Limited-Term Lecturers
  2. Independent Contractors
  3. Human Subjects
  4. Lecturer Reappointment System
4. UNDERSTAND STAFF BENEFITS
5. DEPARTMENT SPECIFIC PROCEDURES
  1. Understand role and actions required.
  2. Other miscellaneous Business Office tasks for the benefit of a new hire: MERS request, business cards, parking permits, travel pocket guide (routine for A/P staff), blanket travel (optional), update Form 0009 (optional), telephone instructions, electronic access request, procedures to obtain University ID.
PAYROLL DISTRIBUTION PROCESS
1. MONTHLY STAFF (Faculty, Administrative, Graduate, both Academic-Year and Fiscal-Year)
  1. Gather salary distribution information for new and continuing employees.
  2. Enter salary distribution in PAIS.
  3. Distribute checks on payday.
  4. Resolve held checks (if any) in timely manner.
2. BI-WEEKLY STAFF
  1. Gather timecards from new and continuing employees.
  2. Transfer salary distribution information from timecard to certifying time slips.
  3. Business Manager/Account Assistant must certify payroll.
  4. Submit time slips and certification to payroll on appropriate date.
  5. Distribute checks on payday.
CERTIFICATION (PAR AND APC/APD PROCESS)
1. MONTHLY STAFF
  1. Distribute PARs to appropriate individuals.
    1. Faculty and A/P complete individual Personnel Activity Report (PAR).
    2. Graduate student effort certified by appropriate administrator with first-hand knowledge of effort.
  2. Business Manager reviews that salary distribution and PARs are in agreement and reconciles differences.
  3. PARs and PDCs are sent to the Costing Office in FREH.
  4. Reconcile Match Error Reports generated by Costing Office.
2. BI-WEEKLY STAFF
  1. Time slip serves as certification document.
  2. Corrections in certification done via APC/APD Form 1422A are sent to Accounting Services. If SPS funds are involved, APC/APD is sent to Business Manager Cluster Preauditor and then, if necessary, to SPS and Accounting Services.
TERMINATION OF EMPLOYMENT
1. MONTHLY STAFF (Faculty, A/P)
  1. Notification of termination.
  2. Understand Separation Pay Policy.
  3. Understand COBRA Policy.
  4. Payroll Change, including Terminal Vacation, processed with letter of termination, if available, to Gail Carlton/HRS.
  5. Form 4 prepared and submitted to HRS for processing along with letter of termination, if available. Ensure University’s property and access to University resources is terminated.
  6. Obtain mailing address for last payroll and W-2.
2. BI-WEEKLY STAFF
  1. Notification of termination.
  2. Understand Separation Pay Policy.
  3. Understand COBRA Policy.
  4. Final time slip processed including terminal vacation to Payroll.
  5. Form 4 prepared and submitted to HRS for processing with letter of termination, if available.
  6. Ensure University’s property and access to University resources is terminated.
  7. Obtain mailing address for last payroll and W-2.
RESOURCES TO ASSIST WITH BUSINESS MANAGER ROLE
1. MANAGEMENT REPORTS/RESOURCES
  1. Held Check List
  2. Biweekly Audit Report
  3. Overtime Audit Report
  4. Overload Report
  5. Transmittal Report
  6. Payroll Calendars
  7. University Pay Scale
  8. Graduate Employment Manual
  9. Data Retention Guidelines
  10. Biweekly Payroll Review Process
  11. I-9 Manuals
2. ELECTRONIC DATABASES/DSS
  1. Payroll Charge File/Data Model
  2. Employee Appointment Data Model/Fact Table
  3. Employee Fact Table
3. MAINFRAME ACCESS
  1. PEDB
  2. PATP
  3. PAIS

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