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OSU Payroll Services(405) 744-6372 1409 Whitehurst Payroll Processing Karen McCombs HRStar.

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Presentation on theme: "OSU Payroll Services(405) 744-6372 1409 Whitehurst Payroll Processing Karen McCombs HRStar."— Presentation transcript:

1 OSU Payroll Services(405) 744-6372 1409 Whitehurst Payroll Processing Karen McCombs HRStar

2 OSU Payroll Services(405) 744-6372 2409 Whitehurst Payroll Processing Topics Biweekly Payrolls Monthly Payrolls On-Line ENP Paper ENP Labor Distribution Leave Payroll Advice Tax Treaties

3 OSU Payroll Services(405) 744-6372 3409 Whitehurst Biweekly Payrolls Responsibilities Processing Schedules Biweekly Time Screens Entering Biweekly Time Approving Biweekly Time Reviewing Biweekly Time BW Time Corrections

4 OSU Payroll Services(405) 744-6372 4409 Whitehurst Biweekly Responsibilities Employee Department Payroll Services State of Oklahoma

5 OSU Payroll Services(405) 744-6372 5409 Whitehurst Summary of Department Biweekly Responsibilities Prepare EA Prepare/Enter Exception to Normal Pays Input Time Approve Time Review UT4 or e~Print Reports Prepare Corrections & Adjustments Labor Distribution

6 OSU Payroll Services(405) 744-6372 6409 Whitehurst 1. HRStar Processing Calendar 2. Biweekly Payroll Schedule Biweekly Processing Schedules

7 OSU Payroll Services(405) 744-6372 7409 Whitehurst Biweekly Time Screens UT1 – Multiple Time Input UT2 – Individual Time Input UT3 – Approve Time Entry UT4 – Wage Reporting

8 UT1 MULTIPLE TIME INPUT GREAT OSU DEPARTMENT SCREEN: ___ ID: JOB: CODE: USER: 001 FY: 07 POS: DIV: AA DEPT: D0001 NAME: ADKINS,LESLIE J HOURS HOURS PAY COMP TOTAL WEEK1 WEEK2 OT? VAC SICK TAKEN OTHER HOLIDAY HOURS ADKINS,LESLIE J 12345678 W708 08/21 12/17 700871 6.60 30.00 30.00 Y 0.00 0.00 0.00 0.00 0.00 60.00 BLUE,ANGELA LYNN 23456789 Q710 07/01 09/24 639279 10.07 39.00 37.00 N 0.00 4.00 0.00 0.00 0.00 80.00 BONDS,HAZEL G 34567891 Q710 07/01 09/24 630035 8.54 20.00 12.00 N 0.00 8.00 0.00 0.00 0.00 40.00 COPPER,NATALIE B 45678912 Q710 07/01 09/24 630035 7.94 20.00 20.00 N 0.00 0.00 0.00 0.00 0.00 40.00 CROWE,ANITA C 56789123 W712 08/28 12/17 700769 6.05 9.00 11.00 Y 0.00 0.00 0.00 0.00 0.00 20.00 FINLEY,JAMES L 67891234 Q712 07/01 09/24 630337 12.10 37.00 40.00 N 0.25 2.75 0.00 0.00 0.00 80.00 GREER,TONYA A 78912345 Q704 07/01 09/24 639591 11.50 40.00 33.00 N 0.00 7.00 0.00 0.00 0.00 80.00 UT1 – Multiple Time Input

9 UT2 – Individual Time Input UT2 INDIVIDUAL TIME INPUT GREAT OSU DEPARTMENT SCREEN: ___ ID: JOB: CODE: ___ USER: 001 FY: POS: DIV: AA DEPT: D0001 NAME: BLUE,ANGELA LYNN JOB CD BEG END PAY NAME EMP. ID ASSN DATE DATE POS NO RATE BLUE,ANGELA LYNN 12345678 Q710 07/01 09/24 639279 10.07 HOURS HOURS PAY COMP TOTAL WEEK1 WEEK2 OT? VAC SICK TAKEN OTHER HOLIDAY HOURS 39.00 37.00 N 0.00 4.00 0.00 0.00 0.00 80.00 DISTRIBUTION: FRS ACCOUNT # RATE HOURS PERCENT AA-1-2XXXX-2400 10.07.00 100.000

10 UT3 – Approve Time Entry UT3 APPROVE TIME ENTRY SCREEN: ___ ID: JOB: CODE: USER: 001 FY: POS: DIV: AA DEPT: D0001 DEPARTMENT NAME: GREAT OSU DEPARTMENT TOTAL HOURS: 1,437.96 HRS/WK1 HRS/WK2 VACATION SICK COMP/TKN OTHER HOLIDAY 661.50 518.00 88.65 169.81 0.00 0.00 0.00 APPROVE: Y (Y/N) APPROVER NAME: AMY MAXWELL I have firsthand knowledge of the activity described above. I certify that it is a reasonable estimate of the work performed as recorded on clock cards or daily time and attendance reports maintained in this office. Note: Once time input has been approved, it cannot be changed unless approval is canceled.

11 UT4 – Wage Reporting UT4 WAGE REPORTING GREAT OSU DEPARTMENT SCREEN: ID: JOB: CODE: USER: 001 FY: POS: DIV: AA DEPT: D0001 FRS ACCT: AA12XXXX2400 ACCT NAME: GREAT DEPARTMENT ACCOUNT NUMBER EMPLOYEE NAME HOURS AMOUNT 01 AA-1-2XXXX-2400 LIME,JODY E 80.00 699.20 02 AA-1-2XXXX-2400 MCCLAN,JOY D 78.58 696.22 03 AA-1-2XXXX-2400 PERRY,BERTHA M 80.00 923.20 04 AA-1-2XXXX-2400 SMITH,MARILYN I 80.00 776.80 05 AA-1-2XXXX-2400 BONDS,HAZEL G 40.00 301.60 06 AA-1-2XXXX-2400 FEENY,JERRI L 80.00 968.00 07 AA-1-2XXXX-2400 WALTERS,RUBY E 64.00 645.12 08 AA-1-2XXXX-2400 WILLIAMS,REBA K 60.37 499.89 09 AA-1-2XXXX-2400 COPPER,NATALIE B 40.00 301.60 10 AA-1-2XXXX-2400 BLUE,ANGELA LYNN 80.00 805.60 11 AA-1-2XXXX-2400 MOON,CAROLYN S 80.00 811.20 12 SUBC TOTAL 7,428.43 13 AA-1-2XXXX0-2460 ADKINS,LESLIE J 60.00 396.00 14 SUBC TOTAL 396.00 Total Pages: 004 This Page: 001 Next Page: ___ ````

12 OSU Payroll Services(405) 744-6372 12409 Whitehurst Biweekly e~Print Reports OSU Trial Biweekly Report of Pay OSU Trial Biweekly Rpt of Pay by Dept OSU Trial Biweekly Report of Pay Index OSU Biweekly Completed Time Report OSU Biweekly Report of Pay OSU Biweekly Report of Pay by Dept OSU Biweekly Report of Pay Index

13 OSU Payroll Services(405) 744-6372 13409 Whitehurst Description: OSU *Trial* Biweekly Report of Pay Report Name: OSU Wage Rpt T Report ID: OSU Wage Rpt T Report Title: Report Of Biweekly Pay Used To: Verify hours reported and gross pay for the biweekly employees is correct for each account. OSU *Trial* Biweekly Report of Pay A

14 OSU Payroll Services(405) 744-6372 14409 Whitehurst OSU *Trial* Biweekly Report of Pay by Assignment Department Description: OSU *Trial* Biweekly Report of Pay by Department Report Name: OSU Wage Rpt by Dept T Report ID: OSU Wage Rpt by Dept T Report Title: Report Of Biweekly Pay By Assignment Dept Used To: Verify hours reported and gross pay for the biweekly employees is correct for department. B

15 OSU Payroll Services(405) 744-6372 15409 Whitehurst OSU *Trial* Biweekly Report of Pay Index Description: OSU *Trial* Biweekly Report of Pay Index Report Name: OSU Wage Rpt Index T Report ID: OSU Wage Rpt Index T Report Title: Report Of Biweekly Pay Index Used To: Verify gross pay in total for a department or for a department/account C

16 OSU Payroll Services(405) 744-6372 16409 Whitehurst OSU Biweekly Completed Time Report Description: OSU Biweekly Completed Time Report Report Name: OSU Wage Time Rpt Report ID: OSU Wage Time Rpt Report Title: Biweekly Payroll Completed Time Report Used To: Verify time reported on the UT1 or UT2 screens. Does not include any specials pays or corrections. D

17 OSU Payroll Services(405) 744-6372 17409 Whitehurst Biweekly Time Corrections Current Corrections Prior Period Adjustments

18 OSU Payroll Services(405) 744-6372 18409 Whitehurst Mark Only One Current Correction Prior Period Adjustment X OKLAHOMA STATE UNIVERSITY TIMESHEET CORRECTIONS AND PRIOR PERIOD ADJUSTMENTS FOR THE BIWEEKLY PAYROLL HOME DEPARTMENT # HOME DEPARTMENT NAME PAY PERIOD FROM: TO: HOURS WORKED ANNUA L SICKCOMPENSATORYOTHER TOTAL WEEK 1WEEK 2 TAKEN EARNEDTAKENAPPROV ED HOLIDAYHOURS NAME: SSN: ASSGN CODE :......... EXPLANATION : PREPARED BY:PHONEDEAN/DIRECTOR/DEPARTMENT HEAD APPROVED: PAYROLL USE: AA D0001Great OSU Department 10-21-06 11-03-06 Cooper, Natalie12345678 Q710 40.0035.00 Sick Leave was reported as Hours Worked Jan Pratt4-1234 80.005.00

19 OSU Payroll Services(405) 744-6372 19409 Whitehurst OKLAHOMA STATE UNIVERSITY TIMESHEET CORRECTIONS AND PRIOR PERIOD ADJUSTMENTS FOR THE BIWEEKLY PAYROLL HOME DEPARTMENT # HOME DEPARTMENT NAME PAY PERIOD FROM: TO: HOURS WORKEDANNUALSICKCOMPENSATORYOTHER TOTAL WEEK 1WEEK 2TAKEN EARNEDTAKENAPPROV ED HOLIDAYHOURS NAME: SSN: ASSGN CODE :......... EXPLANATION: PREPARED BY:PHONEDEAN/DIRECTOR/DEPARTMENT HEAD APPROVED: PAYROLL USE: AA D0001Great OSU Department 10-07-06 10-20-06 Adkins, Leslie23456789 W708 12.00 Timesheet not turned in for prior period. Jan Pratt4-1234 Mark Only One Current Correction Prior Period Adjustment X 10.00

20 OSU Payroll Services(405) 744-6372 20409 Whitehurst Monthly Payrolls Responsibilities Processing Schedules Confirmation Screens Entering Leave/Confirming Pay Approving Confirmation Reviewing Test/Final Confirmation

21 OSU Payroll Services(405) 744-6372 21409 Whitehurst Monthly Responsibilities Employee Department Payroll Services State of Oklahoma

22 OSU Payroll Services(405) 744-6372 22409 Whitehurst Summary of Department Monthly Responsibilities Prepare EA Input Leave Confirm Pay Approve Confirmation Enter LWOP Review Test Confirmation Labor Distribution Prepare/Enter ENP Payment

23 OSU Payroll Services(405) 744-6372 23409 Whitehurst Monthly Processing Schedules 1. HRStar Processing Calendar 2. Monthly Payroll Schedule

24 OSU Payroll Services(405) 744-6372 24409 Whitehurst Monthly Confirmation Screens UC1 – Leave Input/Time Confirmation UC2 – Employee Confirmation Detail UC3 – Confirmation Approval

25 UC1 – Leave Input/Time Confirmation UC1 LEAVE INPUT/TIME CONFIRMATION GREAT OSU DEPARTMENT SCREEN: ___ ID: JOB: CODE: USER: 001 FY: POS: DIV: AA DEPT: D0001 NAME: BARKER,JAMES D --COMPENSATORY-- TOTAL CONF? VAC SICK TAKEN EARNED HOURS BARKER,JAMES D 12345678 G714 08/01 09/30 533109 2,507.00 Y 0.00 3.00 0.00 0.00 3.00 BEAMES,SARA E 23456789 E710 07/01 09/30 330865 3,573.00 Y 8.00 0.00 0.00 0.00 8.00 BROOMFIELD,DON D 34567891 G710 07/01 09/30 531991 2,858.00 Y 16.00 0.00 0.00 0.00 16.00 COOPER,KELLY A 45678912 G704 09/03 06/30 530191 2,800.00 Y 0.00 0.00 0.00 0.00 0.00 CROSBY,BELINDA 56789123 G710 07/01 09/30 533168 2,511.00 Y 0.00 8.00 0.00 0.00 8.00 CUNDLE,SHEILA L 67891234 E712 07/01 09/30 331289 2,782.50 Y 4.00 0.00 0.00 0.00 4.00 DAVIES,JOHN D 78912345 E710 07/01 09/30 331333 3,498.00 Y 8.00 2.00 0.00 0.00 10.00

26 UC2 – Employee Confirmation Detail UC2 EMPLOYEE CONFIRMATION DETAIL GOOD OSU DEPARTMENT SCREEN: ___ ID: JOB: CODE: ___ USER: 001 FY: POS: DIV: AA DEPT: D0001 NAME: BARKER,JAMES D JOB CD BEG END PAY NAME EMP. ID ASSN DATE DATE POS NO FTE RATE BARKER,JAMES D 45678912 G714 08/01 06/30 533109 1.00 2,507.00 CONF? VACATION SICK COMP TAKEN COMP EARNED TOTAL HOURS N 0.00 3.00.00.00 3.00 COMMENT 1: NEED TO CHANGE FUNDING___________________________________________ COMMENT 2: _________________________________________________________________ DISTRIBUTION: FRS ACCOUNT # PAID PERCENT 001 AA-1-2XXXX-2220 2,507.00 100.000 TOTAL 2,507.00

27 UC3 – Confirmation Approval UC3 CONFIRMATION APPROVAL SCREEN:____ ID: JOB: CODE: USER: 001 FY: POS: DIV: AA DEPT: D0001 DEPARTMENT NAME: GOOD OSU DEPARTMENT TOTAL HOURS: 145.00 VACATION SICK COMP/TKN COMP/ERN 95.00 50.00 0.00 0.00 APPROVE: Y (Y/N) APPROVER NAME: JAN PRATT I have firsthand knowledge of the activity described above. I certify that it is a reasonable estimate of the work performed as recorded on clock cards or daily time and attendance reports maintained in this office. NOTE: Once confirmation time input has been approved, it cannot be changed until approval is canceled.

28 OSU Payroll Services(405) 744-6372 28409 Whitehurst Review Test Confirmation UC1 or UC2 Screense~Print Reports (During Monthly Test)

29 OSU Payroll Services(405) 744-6372 29409 Whitehurst Monthly e~Print Reports OSU Confirmation Payroll Preliminary Report OSU Confirmation Payroll Report

30 OSU Payroll Services(405) 744-6372 30409 Whitehurst OSU Confirmation Payroll Preliminary Report Description: OSU Confirmation Payroll Preliminary Report Report Name: OSU Conf Pre Report ID: OSU Conf Pre Report Title: Confirmation Payroll Report (Preliminary and Final) Used To: Verify monthly pay and labor distribution for employees in the department. A

31 OSU Payroll Services(405) 744-6372 31409 Whitehurst OSU Confirmation Payroll Report Description: OSU Confirmation Payroll Report Report Name: OSU Conf Rpt Report ID: OSU Conf Rpt Report Title: Confirmation Payroll Report Used To: Verify prior month pay and leave reported. Available after approving monthly confirmation. B

32 OSU Payroll Services(405) 744-6372 32409 Whitehurst On-Line ENP Payments On-Line ENP Pay Schedule On-Line ENP Pay Screens On-Line Input and Approve On-Line Approve by Dept On-Line ENP by Dept On-Line ENP by Employee

33 OSU Payroll Services(405) 744-6372 33409 Whitehurst On-Line ENP Pay Schedule Biweekly – Due same day as Time Input Regular Monthly – Due day we test Monthly Supplemental Monthly LWOP – Due day of the first test of the Regular Monthly Payroll

34 OSU Payroll Services(405) 744-6372 34409 Whitehurst On-Line ENP Pay Screens US1 – Input or Approve ENP Pay by Employee US2 – ENP Pay Approve by Dept US3 – ENP Pay Listed by Dept US4 – ENP Pay Listed by Employee US5 – ENP Pay Update/Approve Information

35 US1 INPUT OR APPROVE ENP PAY BY EMPLOYEE KRATER,DONALD B SCREEN: ___ ID: 12345678 JOB: CODE: 032 USER: 001 FY: POS: DIV: AA DEPT: D0001 (EMP DIV: AA DEPT: D4001 JC/ASSN: A 610 ) STATUS: _ P=PROC N=NOT PROC A=APPR U=UNAPPR BLANK=DISPLAY ALL E/C HRS WRKD RATE AMOUNT FROM DATE TO DATE CC FRS ACCT EXT CD 130 1.00 1750.00 07012006 08312006 AA 12XXXXX2000 _____ ___.00.00 __________ __________ __ ____________ _____ TOT: 0.00 0.00 COMMENT 1: FACULTY OVERLOAD – TAUGHT DISTANCE LEARNING SUMMER 2006 ___ COMMENT 2: ___________________________________________________________ APPROVE: Y (Y/N) APPROVED BY: JAN PRATT______________________________ I HAVE REVIEWED THE SPECIALS BEING APPROVED AS REPRESENTED BY THE DEPARTMENT TOTALS ABOVE. I CERTIFY THE PAYMENTS ARE A REASONABLE ESTIMATE OF THE WORK PERFORMED AND SUPPORTED BY PROPER DOCUMENTATION MAINTAINED IN THIS OFFICE. NOTE: ONCE SP'S ARE APPROVED THEY CANNOT BE CHANGED UNTIL APPROVAL IS CANCELED US1 – Input/Approve ENP Pay by Employee

36 US2 ENP APPROVE BY DEPARTMENT GREAT OSU DEPARTMENT SCREEN: ___ ID: JOB: CODE: USER: 001 FY: POS: DIV: AA DEPT: D0001 APPROVER NAME: JAN PRATT_____________________ APPR STATUS: _ P=PROC N=NOT PROC A=APPR U=UNAPPR BLANK=DISPLAY ALL Y/N EMP ID OCCR EMPLOYEE NAME TOTAL Y 12345678 001 SKELLY,DANA L 599.58- COMMENT: EXCESSIVE LEAVE WITHOUT PAY. Y 23456789 001 OPAL,LAURA P 203.00 COMMENT: SEMINAR SPEAKER THE STUDENT PERSPECTIVE y 23456789 002 OPAL,LAURA P 200.00 COMMENT: SEMINAR SPEAKER THE STUDENT PERSPECTIVE Y 45678912 001 SAMUELS,BRAD K 1,214.00 COMMENT: SEMINAR SPEAKER THE INDISPENSABLE EMPLOYEE Y 45678912 002 SAMUELS,BRAD K 300.00 COMMENT: SEMINAR SPEAKER THE INDISPENSABLE EMPLOYEE Y 67891234 011 FIGG,MONTY S 350.00 COMMENT: Speaker Assignment, Human Resources and the Law y 67891234 012 FIGG,MONTY S 350.00 COMMENT: SPEAKER ASSIGNMENT: HUMAN RESOURCES AND THE LAW Y 89123456 001 BURNS,STEPHANIE M 600.00 COMMENT: SPEAKER ASSIGNMENTS: DEALING WITH DIFFICULT PEOPLE US2 – ENP Approval by Department

37 US3 ENP PAYMENTS LISTED BY DEPARTMENT SCREEN: ___ ID: JOB: CODE: USER: 001 FY: POS: DIV: AA DEPT: D0001 LINE: __ STATUS: _ P=PROC N=NOT PROC A=APPR U=UNAPPR BLANK=DISPLAY ALL TOTAL A P PROC LN EMP ID OCCR EMPLOYEE NAME AMOUNT P R DATE 01 12345678 001 SKELLY,DANA L 599.58 Y Y 10-17-05 COMMENT: EXCESSIVE LEAVE WITHOUT PAY. 02 23456789 001 OPAL,LAURA P 203.00 Y Y 01-08-05 COMMENT: SEMINAR SPEAKER THE STUDENT PERSPECTIVE 03 23456789 002 OPAL,LAURA P 200.00 Y COMMENT: SEMINAR SPEAKER THE STUDENT PERSPECTIVE 04 34567891 001 SAMUELS,BRAD K 1,214.00 Y Y 01-08-05 COMMENT: SEMINAR SPEAKER THE INDISPENSABLE EMPLOYEE 05 34567891 002 SAMUELS,BRAD K 300.00 Y Y 03-06-05 COMMENT: SEMINAR SPEAKER THE INDISPENSABLE EMPLOYEE 06 45678912 011 FIGG,MONTY S 350.00 Y Y 05-07-05 COMMENT: Speaker Assignment, Human Resources and the Law 07 45678912 012 FIGG,MONTY S 350.00 Y Y 11-07-05 COMMENT: SPEAKER ASSIGNMENT: HUMAN RESOURCES AND THE LAW TOTAL PAGES: 002 THIS PAGE: 001 NEXT PAGE: ___ US3 – ENP Pay Listed by Department

38 US4 – ENP Listed by Employee ID US4 ENP LISTED BY EMPLOYEE ID SCREEN: ___ ID: 56789123 JOB: CODE: ___ USER: 001 FY: POS: DIV: DEPT: US1 LINE: __ US5 LINE: __ STATUS: _ P=PROC N=NOT PROC A=APPR U=UNAPPR BLANK=DISPLAY ALL PAYING TOT A P PROC LN EMP ID OCCR EMPLOYEE NAME DIV DEPT AMT P R DATE 01 56789123 001 KRATER,DONALD B AA CXX10 1,050.00 Y Y 08-07-04 COMMENT: TEACHING ETM 5211 TO 21 STUDENTS FOR SUMMER 2004. 02 56789123 002 KRATER,DONALD B AA CXX10 1,800.00 Y Y 12-05-04 COMMENT: ETM 5241 STRATEGIC PROJECT MANAGEMENT FOR THE MSETM PROGRAM. 03 56789123 003 KRATER,DONALD B AA CXX10 1,500.00 Y Y 12-05-04 COMMENT: FACULTY PAY FALL 2004 - IEM 5613 04 56789123 004 KRATER,DONALD B AA CXX10 1,750.00 Y Y 05-05-05 COMMENT: INSTRUCTION OF ETM 5371 FOR SPRING 2005 05 56789123 005 KRATER,DONALD B AA CXX10 50.00 Y Y 05-05-05 COMMENT: FOR INSTRUCTION OF CAPSTONE I & II FOR SPRING 2005. 06 56789123 006 KRATER,DONALD B AA CXX10 750.00 Y Y 06-04-05 COMMENT: FOR INSTRUCTION OF ETM 5251 TINKER SECTION FOR SPRING 2005. 07 56789123 001 KRATER,DONALD B AA CXX23 5,992.50 Y Y 07-08-05 COMMENT: DUE TO DR. SMITH UNEXPECTED RETIRMENT DR. KRATER WAS ASKED BY TOTAL PAGES: 002 THIS PAGE: 001 NEXT PAGE: ___

39 US5 – ENP Update/Approve Information US5 ENP UPDATE/APPROVE INFORMATION KRATER,DONALD B SCREEN: ___ ID: 56789123 JOB: CODE: 001 USER: 001 FY: POS: DIV: AA DEPT: CXX10 DATE TIME ID NAME MODIFIED: 09-14-06 14:01:38 4300 RIPLEY,DAWN S APPROVED: 09-14-06 10:27:20 8435 WINTERS,KARA J PROCESSED: 09-24-2006

40 OSU Payroll Services(405) 744-6372 40409 Whitehurst Paper ENP Payments Biweekly Paper ENP Monthly Paper ENP Completing Paper ENP

41 OSU Payroll Services(405) 744-6372 41409 Whitehurst Biweekly Paper ENP No Current Assignment – check A16 Screen Must meet biweekly payroll deadlines Workstudy ENP’s must be done on paper

42 OSU Payroll Services(405) 744-6372 42409 Whitehurst Monthly Paper ENPs No Current Assignment – check A16 Screen Paid on separate supplemental payroll Must meet monthly payroll deadlines

43 OSU Payroll Services(405) 744-6372 43409 Whitehurst Paper ENP Payment Employee Information Employee CWID Number Employee Name Division/Paying Department Class Code Class Code (Working) Title

44 OSU Payroll Services(405) 744-6372 44409 Whitehurst Paper ENP Payment Information Job Code Period From/To Dates Earnings Code Hours/Amount/Total/Rate Account Number Description of Work

45 OSU Payroll Services(405) 744-6372 45409 Whitehurst Paper ENP Payment Certification Information Remarks Preparation Information Certification/Approval

46 OSU Payroll Services(405) 744-6372 46409 Whitehurst Labor Distribution Labor Distribution Screens Labor Distribution Add/Maint Labor Distribution List Labor Dist List by Div/Dept

47 OSU Payroll Services(405) 744-6372 47409 Whitehurst Labor Distribution Screens UL1 – Labor Distribution Add/MaintUL2 – Labor Distribution ListUL3 – Labor Distribution List by Division/Department

48 UL1 LABOR DISTRIBUTION ADD/MAINT ASSOCIATE PROFESSOR ASO PROF SCREEN: ___ ID: JOB: A CODE: ___ USER: 001 FY: 06 POS: 21XXXX DIV: AA DEPT: CXX23 EARN CODE: 000 ADD DETAIL RCDS AS DISPLAYED (Y): _ BEGIN DATE: 07-01-2006 DELETE ENTRY (Y): _ ACCOUNT TITLE CC LGR ACCT SUBC PERCENT --------------------------------------------------------- GENERAL CORE CURRICU AA 1 3XXX1 2000 0.40000 GENERAL STUDIES AA 1 3XXX2 2000 0.35000 GENERAL GRANTS AA 5 8XXX3 2110 0.25000 __ _ _____ ____ ________ TOTAL: 1.00000 THIS SYSTEM DOES NOT GENERATE REALLOCATION TRANSACTIONS UL1 – Labor Distribution Add/Maint

49 UL2 – Labor Distribution List UL2 LABOR DISTRIBUTION LIST ASSOCIATE PROFESSOR SCREEN: ___ ID: JOB: A CODE: USER: 001 FY: POS: 21XXXX DIV: AA DEPT: CXX23 SELECT DATE: 08-01-2006 EARN CODE: 000 LINE: __ DISPLAY: B (A=ACTIVE, B=BOTH, P=PROPOSED) LINE SRCE ACCOUNT TITLE CC ACCOUNT # PERCENT BEG DATE ---- ---- ------------------------- -- ------------ ------- ---------- 01 ACTV GENERAL CORE CURRICU AA 1-3XXX1-2000 0.40000 12/01/06 01 ACTV GENERAL STUDIES AA 1-3XXX2-2000 0.35000 12/01/06 01 ACTV GENERAL GRANTS AA 5-8XXX3-2110 0.25000 12/01/06 02 ACTV GENERAL CORE CURRICU AA 1-3XXX1-2000 0.40000 04/01/06 02 ACTV GENERAL STUDIES AA 1-3XXX2-2000 0.46500 04/01/06 02 ACTV GENERAL RESEARCH AA 1-5XXX6-2110 0.13500 04/01/06 TOTAL PAGES: 001 THIS PAGE: 001 NEXT PAGE: ___

50 UL3 – Labor Distribution List by Department UL3 LABOR DIST LIST BY DIV DEPARTMENT SCREEN: ___ ID: JOB: CODE: USER: 001 FY: POS: DIV: AA DEPT: CXX23 LINE: __ LN POSITION POSITION TITLE WORKING TITLE -------------------------------------------------------------------------- 01 1XXXX6 PROFESSOR & HEAD PROF/HEAD 02 21XX41 ASSOCIATE PROFESSOR ASSOC PROF 03 21XX09 ASSISTANT PROFESSOR AST PROF 04 21XX55 ASSOCIATE PROFESSOR ASO PROF 05 21XX58 ASSOCIATE PROFESSOR ASO PROF 06 21XX94 ASSOCIATE PROFESSOR ASO PROF 07 21XX71 ASSOCIATE PROFESSOR ASO PROF 08 21XX73 ASSOCIATE PROFESSOR ASO PROF 09 21XX74 REGENTS PROFESSOR REGENTS PROF 10 21XX75 ASSOCIATE PROFESSOR ASO PROF 11 21XX91 REGENTS PROFESSOR REGENTS PROF 12 21XX34 PROFESSOR PROF 13 22XX99 INTERIM FACULTY ADJ AST PROF 14 63XX68 ADMIN SUPP CONTRIBUTOR SR FIN AST 15 63XX44 ADMIN SUPP CONTRIBUTOR STAFF AST TOTAL PAGES: 010 THIS PAGE: 001 NEXT PAGE: ___

51 OSU Payroll Services(405) 744-6372 51409 Whitehurst Leave & Leave Corrections Annual and Sick Leave E~Print Reports Leave Corrections

52 OSU Payroll Services(405) 744-6372 52409 Whitehurst Annual & Sick Leave Leave Accrual Leave Taken Record Keeping Lump Sum Payments Transfers & Leave

53 OSU Payroll Services(405) 744-6372 53409 Whitehurst Leave Accrual Based on Job Code, Length of Service, and FTE All or Nothing Accrual Monthly – Active Assignment on 16th Biweekly – Active Assign on first Friday Accrual continues during Absences with Pay

54 OSU Payroll Services(405) 744-6372 54409 Whitehurst Leave Taken Biweekly – Accrued and Reported Taken in same Pay Period Monthly – Accrued one Month; Reported Taken in the next Month Classified – Can’t take Annual Leave in the First 90 Days

55 OSU Payroll Services(405) 744-6372 55409 Whitehurst Leave Record Keeping Department’s Responsibility HRS Screen 046e~Print Leave Reports Leave Corrections

56 OSU Payroll Services(405) 744-6372 56409 Whitehurst Lump Sum Pmts of Leave Prohibited for Annual Leave except at Separation Death/Layoff = 2 Yr Separation/Retirement = 1 Yr Reported on a Separation EA Taxed at the Higher Flat Rate Prohibited for Sick Leave

57 OSU Payroll Services(405) 744-6372 57409 Whitehurst Transfers and Leave Balances should be included on Transfer EA New Department unwilling to Accept Leave Balance Negotiate Start Date Transfer Funds

58 OSU Payroll Services(405) 744-6372 58409 Whitehurst Leave Reports on e~Print Description: OSU Departmental Leave Report Report Name: OSU Dept Leave Rpt Report ID: OSU Dept Leave Rpt Report Title: Employee Payroll Statements for Pay ID Used To: Verify leave is correct for each of their employees. A

59 EMPLOYEE LEAVE CORRECTIONS OKLAHOMA STATE UNIVERSITY HOME DEPT. ALPHA/NUMERIC DEPARTMENT TITLEDATE DD/MM/YYYY AA D0001 Great OSU Department EMPLOYEE ID NUMBER EMPLOYEE NAMEEARNED AS OF DD/MM/YYYY TAKEN AS OF DD/MM/YYYY ANNUAL LEAVE BALANCE SICK LEAVE BALANCECOMPENSATORY LEAVE BALANCE COMMENTS THIS FORM PREPARED BY PHONESIGNATURE OF THE DEPARTMENT HEAD 89123456 Andrews, Diana J 10/13/2006 10/31/200609/30/2006 OK1492.68NA 4 hours of sick leave not on confirmation Jan Pratt 4-1111

60 OSU Payroll Services(405) 744-6372 60409 Whitehurst Overpayments Common Causes Notification Recovery

61 OSU Payroll Services(405) 744-6372 61409 Whitehurst Common Causes Bi-Weekly time input incorrectly Duplicate ENP’s or ENP’s to the wrong person ENP’s for work that was never performed Late separation EA forms

62 OSU Payroll Services(405) 744-6372 62409 Whitehurst Methods of Recovery Cancel/Reversal Reduce Next Check Recovery from Employee Billed to Bursar Account

63 OSU Payroll Services(405) 744-6372 63409 Whitehurst Notification Department’s Responsibility Oral/Written Follow-up

64 OSU Payroll Services(405) 744-6372 64409 Whitehurst Payroll Advice Basic Pay Information Benefit Section Employee Leave Statement Notifications/Announcements

65 OSU Payroll Services(405) 744-6372 65409 Whitehurst Tax Treaties International Students and Scholars Office Form 8233 Annual Election

66 OSU Payroll Services(405) 744-6372 66409 Whitehurst Questions ??? Call Payroll Services at (405) 744-6372


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