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Auditing Time & Labor Features and Processes to Help You Resolve Issues & Ensure Compliance.

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Presentation on theme: "Auditing Time & Labor Features and Processes to Help You Resolve Issues & Ensure Compliance."— Presentation transcript:

1 Auditing Time & Labor Features and Processes to Help You Resolve Issues & Ensure Compliance

2 Objectives Review Time & Labor features Payable Time Summary Audit Elapsed Time Audit Punch Time Review Paycheck Leave Accrual Balances

3 Objectives Discuss common issues & resolution Over-accrual and over-payment Under-accrual and under-payment Payroll adjustments Highlight adjustment forms Prior 60-day request form (Payroll) Balance adjustment form (HR) Hold open forum to discuss Time & Labors issues and concerns

4 Payable Time Summary & Detail Navigation Manager Self Service > Time Management Home > Payable Time Summary Purpose Review weekly time and leave entries Confirm payroll Solve problems!

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7 John Doe22223333 Shortcut to Details

8 John Doe22223333

9 John Doe22223333

10 Audit Punch Time Feature Navigation Time and Labor > Review Time > Audit Punch Time Purpose Detail view of time entry Who entered the time (punch) and when?

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14 A=Add D=Delete C=Change

15 This person entered the punch on this day and time

16 Audit Elapsed Time Feature Navigation Time and Labor > Review Time > Audit Elapsed Time Purpose Detail view of leave entry Who entered the leave and when?

17 Audit Elapsed Time works just like Audit Punch Time!

18 Review Paycheck Feature Navigation North American Payroll > Payroll Processing > Run Payroll > Review Paycheck Purpose Review employees paycheck to see how s/he was paid (regular time, vacation, sick, LWOP, etc)

19 CHECK 12341234 Smith, John Notice Y versus N and Advice versus Check Y

20 John Doe 22223333 Click on View All when there is more than one record

21 Leave Accrual Balances Feature Navigation Benefits > Manage leave accruals > Review Accrual Balances Purpose Review leave plan usage, balance, and service hours to diagnose problems

22 John Doe 22223333 Reflects how many hours the employee will be paid in the pay period after the accrual date; thus, it also reflect the hours used in leave accrual Unprocessed Data - reflects leave transaction that occurred within the pay period after the accrual date Service Hours reflect collectively how many hours the employee was paid since 6/18/04 or when the employee started after implementation; thus, it also reflects the number of hours used in leave accrual

23 Common Problems Over-accrual and over-payment Under-accrual and under-payment Payroll adjustments Helpful handouts Query results (generated from Central Leave) Service Hours spreadsheet

24 Query Results – Accrual Errors Helps solve over-payments, under-payments, dual employment issues, etc… Accrual Date = Pay Period Ending Date Exempt, Jane22335644 Administration Nonexempt, Debra44552233 Exempt, Jorge75521122 Nonexempt, Farouk55551212 Job TitleDept ID

25 Service Hours Calculations Pay Period FTE Service Hours FTE Service Hours FTE Service Hours Start DateEnd Date0.50.751.00 06/18/0407/01/041 40 60 80 07/02/0407/15/042 80 120 160 07/16/0407/29/043 120 180 240 07/30/0408/12/044 160 240 320 08/13/0408/26/045 200 300 400 08/27/0409/09/046 240 360 480 09/10/0409/23/047 280 420 560 09/24/0410/07/048 320 480 640 10/08/0410/21/049 360 540 720 10/22/0411/04/0410 400 600 800 11/05/0411/18/0411 440 660 880 11/19/0412/02/0412 480 720 960 12/03/0412/16/0413 520 780 1040 12/17/0412/30/0414 560 840 1120 12/31/0401/13/0515 600 900 1200 Saves time when using the Leave Accrual Balances feature!

26 Over-accruals & Over-payments Leave is often entered and then not reduced when the employee works more regular hours than normal Example #1: Jane Exempt Use Review Paycheck and Leave Accrual Balances for detail The Fix: Change directly in elapsed/punch time *or* complete form and submit to payroll if over 60 days

27 Jane Exempt 22335644

28 Service Hours should read 1680 for 4/7/2005 (use the spreadsheet to confirm numbers) How would you fix this issue? Jane Exempt22335644

29 Over-accruals & Over-payments Example #2: Debra Nonexempt Use Review Paycheck and Leave Accrual Balances for detail

30 Debra Nonexempt44552233

31 Expanded Paycheck Screen for Nonexempt Employee

32 Service Hours should read 1680 for 4/7/2005 (use the spreadsheet to confirm numbers) How would you fix this issue? Debra Nonexempt44552233

33 Under-accruals & Under-payments LOAs, failure to enter sick, vacation, or regular pay are common causes Example #1: Jorge Exempt Use Review Paycheck and Leave Accrual Balances for detail The Fix: Change directly in elapsed/punch Time *or* complete form and submit to payroll if over 60 days

34 Jorge Exempt75521122

35 Jorge Exempt75521122 Service Hours should read 1680 for 4/7/2005 (use the spreadsheet to confirm numbers) Is there a problem here?

36 Under-accruals & Under-payments Example #2: Farouk Nonexempt Use Review Paycheck and Leave Accrual Balances for detail

37 Farouk Nonexempt55551212

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39 Farouk Nonexempt55551212 Service Hours should read 1680 for 4/7/2005 (use the spreadsheet to confirm numbers) Is there a problem here?

40 Payroll Adjustments Incorrect pay check needs to be corrected Example: Steve Nonexempt Use Review Paycheck and Leave Accrual Balances for detail The Fix: Change directly in elapsed/punch Time *or* complete form and submit to payroll if over 60 days

41 Steve Nonexempt 33332222

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43 Steve Nonexempt 33332222 Service Hours are off by 8 hours

44 Steve Nonexempt33332222 Adjustment corrected the service hours

45 Double Check Payroll Adjustments A quick check of the screens can ensure all the data is listed correctly after the payroll adjustment Example: Carla Nonexempt Carla entered sick leave without reducing time worked, leading to an over-payment

46 Carla Nonexempt77778888

47 How should we fix this issue?

48 Prior 60 Day Request Form Form for payroll to make adjustments to pay and leave Examples: Overpayment (Jane Doe) Incorrect TRC used (John Doe) PeopleSoft system error (Gina Doe) Prior 60 Day Form versus the Balance Adjustment Form – how are they different?

49 Paylist What is it? Delivered report from Enterprise Reporting Indicates employee compensation for current pay period, including: Employees name and UFID Hourly rate Earnings code Total earnings hours Total gross and net pay

50 Paylist Why use it? Verify current employees are compensated correctly Ensure terminated employees are no longer receiving compensation

51 Paylist When & where can I obtain it? Preliminary Report: Wednesday prior to end of pay period Enterprise Reporting > Access Reporting > Human Resources Information > Pay Information > Current Pay Cycle > Delivered Payroll Paylist Reports > Preliminary Payroll Listings > Click on the report for your VP area

52 Paylist When & where can I obtain it? Final Paylist: Monday following the end of pay period Enterprise Reporting > Access Reporting > Human Resources Information > Pay Information > Current Pay Cycle > Delivered Payroll Paylist Reports > Final Payroll Listings > Click on the report for your VP area

53 Paylist Pay Check Number Employee ID Check Dept Earnings Dept Paycheck Status Name FTE Dates Hourly Rate Earnings Code & Hours Dollar Amounts (Gross, Taxes, Deductions, & Net Pay)

54 Segregation of Duties Issued in Deans, Directors, & Department Heads Memorandum (DDD) on May 31, 2006 If possible, segregate duties such that job action (ePAF) approvers and time/labor approvers do not have access to payroll checks

55 Segregation of Duties When segregation of duties and role conflicts cannot be avoided, establish compensating controls Independent, documented review of the paylist (print, secure review & approval, archive approved paylist)

56 Open Lab Auditing Your Employee Records

57 Open Lab Using the query results, find your records Review the data – whats is going on? Log into the production system – myUFL Use the tools to diagnose problems Payable Time Summary Audit Elapsed Time Audit Punch Time Review Paycheck Leave Accrual Balances

58 Reminders Review and update your instruction guides Please read the Leave Update newsletter & InfoGator for Administrators Visit Central Leaves website: www.hr.ufl.edu/_newsite/policies/default.htm#leave Keep working with supervisors and managers to review and approve time and leave on a regular basis

59 Auditing Time & Labor Central Leave is here to help you! 392-5732


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