The Total Payroll Process

What Happens at Colleges for Payroll Input Job Information for Automatic Payments Input Time Transactions Input Adjustment Transactions Input Leave Transactions Run Test Payrolls Schedule Payrolls

On Payroll Cutoff Days Swing Shift Operators Check Payroll Scheduling at 3:00 PM If not Scheduled, PPMS Consultants Call and Remind Colleges

If Problems Occur PPMS Analyst is Called at Any Time Day or Night They Determine Cause of Problem If at Night, They Correct and Continue Payroll Processing If Problems are not Corrected, Consolidated Payroll Cannot Run

What Happens at the CIS Print Advices Print Checks

Printing Advices and Checks All Colleges Except Clark College Use all 12 Printers Colleges Start Printing at 10:00 AM Majority Print After 5:00 PM

What Happens at the CIS  Print Advices  Print Checks Schedule Consolidated Reporting

CIS Operations Schedules Central Payroll Processing, PG901S –Creates System Wide Tapes –Creates System Wide Reports –Sends the Electronic Funds Transfer (Direct Deposits and Vendor Payments)

What Happens at the CIS  Print Advices  Print Checks  Schedule Consolidated Reporting Balance Consolidated Payroll

Balancing the Consolidated Payroll Designated CIS Personnel Assures Total Payroll Balances on all Reports Checks out Signature Plate Observes Check Signing

What Happens at the CIS  Print Advices  Print Checks  Schedule Consolidated Reporting  Balance Consolidated Payroll Advices Burst and Trimmed

Sent Through Forms Imprinter –Bursts Apart –Trims off Tractor Feed Edges –Collates Please Note the front of the Forms Imprinter

What Happens at the CIS  Print Advices  Print Checks  Schedule Consolidated Reporting  Balance Consolidated Payroll  Advices Burst and Trimmed Checks Signed, Burst and Trimmed

Sent Through Forms Imprinter –Signs –Bursts Apart –Trims off Tractor Feed Edges –Collates Please Note the Signature Plate Section on Front of Forms Imprinter

If Problems Occur While Balancing Payroll Research Problem Contact College Understand/Correct Problem Rerun Reports, If Needed Can’t Sign Any Checks Until Resolved

Advices and Checks Sent To Colleges Voided Checks are Pulled and Sent to SBCTC Bundled and Packaged by College Sent to Colleges through Courier

If Advices and Checks not Received by College Trace Through Courier PPMS Consultants Call Other Colleges to Find If not Found, Reprint with new Numbers Reprint Reports Reflecting new Numbers

Other Duties of the Balancing Team Clark College Called to OK Check Signing EFT File Confirmed with US Bank –New Automated Phone Confirmation

Final Notes Process is Repeated 4 times per Month 2 Additional Times in July for 2 Special Payrolls Takes about 6 Hours for Balancing, If All Goes Well