Payroll Processing and Time Entry

1. Supervisors submit unit time sheets to FASS Payroll.

   DUE DATES
   FORECAST & OA EMPLOYEES	1st of the month (ie. Time represented for March is due April 1)
   HOURLY, TEMP, and STUDENT EMPLOYEES	11th of each month
   OVPFA & OVPFA-IT	18th of each month

STEPS FOR FASS AGENT

1. Collect time sheets and check for accuracy / errors: * If there are errors, make adjustments then have employee and supervisor initial changes on time sheet, or attach email documentation.

   1. Ensure total hours match payroll schedule
   2. Ensure hours are added correctly on time sheet
   3. Confirm differentials
   4. Confirm signatures: employee & supervisor

   5. Forecast employees:

      Check for doc pay (send payroll an email at the end of payroll open window with explanations or if they need to doc pay and why there was a deletion of a time sheet)

2. Calculate differentials:

   CODE	DESCRIPTION
   DHV	High Voltage
   DLW	Lead Worker
   DWC	Work Out of Class
   DSH	Shift Differential
   OTP1	Lead Worker or WOC, Overtime
   DAD	Police academic degree
   DCP	Police training certificate
   DAA	Police other assigned duties
   DFT	Police field training
   DDE	Police Officer assigned as Detective

3. Run Reports: *Before Open Window

   TYPE	DESCRIPTION
   UO Employee Roster	Current listing of employees in department This report will list: T (termination), L (leave), and A (active) Make sure that the status is correct.
   Job Changes Report	Use this report for merit increase. Hourly employees – you will split the time at the first day of the month, you will have an old rate and a new rate. Forecast employees – you only need to be concerned when there is overtime. Pay the overtime using OTP as the earn code but with the old rate. If there is PSB, issue MCR at the old rate. *Rerun this report on the first day of open window in order to catch any changes that have been added.
   Work Study Report	Provides award amount and source, confirm balance is available for use and make sure you are using the right work study indices.
   Student Credit Hours Report	Provides list of credit hours for each student, confirm eligibility to work.
   Leave Balance Report	Provides all leave balances per employee, confirm leave balance vs. leave used.
   Leadworkers & WOC Employees	Lists employees that receive lead work differential or work out of classification differential.

4. Enter Time Sheet Record Into Banner.
5. Proceed to PHAHOUR form and ENTER: 

   1. Payroll Year

   2. Payroll ID-(always MO for monthly pay frequency)

   3. Payroll Number (i.e. 4 is April)

   4. Hit TAB after entering the pay number to produce a pop-up filter screen. You can enter an ORG code to filter records. If this is left blank, all time sheets you have access to will appear.

   5. Click OK to begin the query of time sheets. Navigate between time sheets using the up and down arrow keys while the cursor is on the ID (UO ID Number) field.

   6. Enter pay codes and hours.

   7. Review the labor distribution. You may change the FOAPL elements and percent distribution to affect the coding of the current payroll. Use this to change the labor distribution for Work Study Students, or if you need to change the index.

   8. If "Insufficient Hours" appears when entering leave, click on OPTIONS tab and choose LIST LEAVE BALANCES. Note the available hours. Request employee and supervisor come in, correct, and initial adjustment.

6. Run Report: "Hours Entered Report". Use this to double check all time sheet entries, line by line. 

7. Send Payroll Notes to Central Payroll (Mindy Schmidling): On last day of open window, send details regarding any doc pay, deleted time sheets, or miscellaneous issues.
8. Additional Reports: See KB Article, Banner Report Creation, to run any additional reports after time entry.