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Tools of Time Management - Excel

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					                  Projects - 9.0 OFF-CYCLE Payroll Processing Steps                                                                                                                 PayRun ID _______________
                       Task                                                                Navigation                                                                                                                        Instance
                                                                                           Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars
Payroll



                 1     Check for Off-Cycle Pay Calendar Setup                                Key in Pay Run ID and click on Search.
                                                                                             If off-cycle calendars are not found, contact Help Desk for CORE Team to set them up.
                 2     Enter Time in Time and Labor                                        Manager Self Service > Time Management > Report Time > Timesheet
                                                                                           Reporting Tools > Query > Query Viewer > GO_TL_WEEKLY_ELAPSED_TIME
                                                                                           Agencies using Time and Labor Manager Self Service:
                 3     Run Queries                                                         Reporting Tools > Query > Query Viewer > GO_MSS_REPORT_TIME_NO_PROJ
                                                                                           Reporting Tools > Query > Query Viewer > GO_MSS_NO_REPORTED_TIME
                                                                                           Reporting Tools > Query > Query Viewer > GO_MSS_MANAGER_W_TIME_TO_APP
                 4     Approve Reported Time (if Applicable)                               Manager Self Service > Time Management > Approve Time and Exceptions > Reported Time
                                                                                           Time and Labor > Process Time > Request Time Administration
                 5     Run Time Administration Process
Time and Labor




                                                                                              Process Date should always be the true Pay Period End Date.
                 6     Check Exceptions                                                    Manager Self Service > Time Management > Approve Time and Exceptions > Exceptions

                                                                                           Reporting Tools > Query > Query Viewer > GO_TL_PAYABLE_WITHOUT_CHARTFLD
                                                                                             Check for payable time without chartfields (All payable time must have chartfields)

                                                                                           Reporting Tools > Query > Query Viewer > GO_TL_PAY_TIME_DEFAULT_PROJECT
                 7     Run Queries                                                           Check for payable time with time charged to Default Project (i.e. 292_DEFAULT) - There should be zero hours reported
                                                                                             to project default for Monthly Off-Cycle payroll, Biweekly On-Cycle and Off-Cycle Payroll)

                                                                                           Reporting Tools > Query > Query Viewer > GO_MSS_PAYABLE_TIME_TO_APPROVE
                                                                                             Check for payable time that has not been approved

                 8     Approve Payable Time                                                Manager Self Service > Time Management > Approve Time and Exceptions > Payable Time
                 9     Check Payable Time Detail                                           Manager Self Service > Time Management > View Time > Payable Time Detail
                       Run Time & Labor Load Process
                       This process creates paysheets and loads the time from Time and
                 10                                                                        Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Load Time and Labor
                       Labor (but only for those employees that have data coming through
                       T & L).
                 11    Run Precalculation Audit Report                                     Payroll for North America > Payroll Processing USA > Produce Payroll > Precalculation Audit Report
                       Make any Pay Sheet Changes and Updates
                 12    Important: Except for changes to BEA/RBA, all changes must          Payroll for North America > Payroll Processing USA > Update Paysheets > By Payline Security
                       be done on timesheets
                                                                                           Payroll for North America > Payroll Processing USA > Produce Payroll > Pay Calculation (0509)
                                                                                             You can run Off-Cycle payrolls either on the LEFT side by Pay Run ID OR on the RIGHT side by Pay Group.
                 13    Run Calculation Process (CALC)
                                                                                           NOTE: If you start running the payroll by Pay Run ID (on the left), you MUST continue running by Pay Run ID until
                                                                                                   the payroll is confirmed. Do NOT switch sides.
                 14    Check Payroll Error Messages                                        Payroll for North America > Payroll Processing USA > Review Processing Messages > Review Payroll Error Messages
                                                                                           OK Custom > OK Reports > Payroll > Pre-CA Payline Time Audit 432)
                                                                                             Run this report to check for time from Time and Labor that is in a period prior to the Effective Date on
                                                                                             the Commitment Accounting Tables. Follow the steps below:
                 15    Run Pre-Commitment Accounting PayLine Audit Report (CA)
                                                                                                   - Turn off OK to Pay for all rows identified.
Payroll




                                                                                                   - Re-run Preliminary Calculation Process
                                                                                                   - Re-run Pre-Commitment Accounting PayLine Audit Report (CA)
                                                                                           Reporting Tools > Query > Query Viewer > GO_TL_PAYABLE_STATUS_SP
                 16   Run Query GO_TL_PAYABLE_STATUS_SP
                      Run GO_TL_PAYABLE
                                                                                             Checks for potential problems with SP payable status - Red Paper issue.
                                                                                           Reporting Tools > Query > Query Viewer > GO_TL_PAY_TIME_BY_PAY_PERIOD
                                                                                             Running this query will list any Time and Labor data that was 'Rejected by Payroll'.
                 17    Run Query - GO_ TL_PAY_TIME_BY_PAY_PERIOD                             Research and RESOLVE the issue(s) for any time that shows as 'Rejected'.

                                                                                           WHEN YOU THINK ALL ISSUES HAVE BEEN RESOLVED, RE-RUN THE TIME AND LABOR LOAD (Step 5).




                 Page 1 of 3                                                                                                                                                                                   Revised 11/01/2010
                Task                                                                Navigation                                                                                                                  Instance
                If any corrections were made in Time & Labor and/or Payroll,        Payroll for North America > Payroll Processing USA > Produce Payroll > Pay Calculation (0509)
          18
                re-run Calculation Process                                           Due to rounding process, Pay Calculation must always be run twice for Off-cycle Payroll

                                                  Repeat Steps 14 through 18 until all errors and exceptions have been resolved!
                                                        When everything looks GREAT run reports below to reconcile your payroll.
                                                                                    Payroll for North America > Payroll Processing USA > Pay Period Reports > Payroll Register - Name (0233)
          19    Run Payroll Register
                                                                                      Reconcile register
          20    Run PreDistribution Audit Report (CA)                               Payroll for North America > Payroll Distribution > Commitment Accounting USA > Predistribution Audit Report

                Run Payroll Unsheet - - - - - ONLY if necessary - - - - -           Payroll for North America > Payroll Processing USA > Update Paysheets > Pay Unsheet
          21
                Go back to Step 5 and start over                                    You must unsheet by pay group in off-cycle payrolls.


                If the Payroll Confirmation process is not run until the following day, you must re-run Steps 13 through 20 again prior to
                running Payroll Confirmation (Step 22)!!!
                                                                                    Payroll for North America > Payroll Processing USA > Produce Payroll > CA Confirm Pay (0432)
                                                                                      - Enter PayRun ID and select On-Cycle in the box and click on Run.
                                                                                      - Click on the checkbox by Comm.Acctg Payrl Confirm and click OK. Run to Success.
                                                                                      - Check the Message Log for Check Messages!!!
          22    Run Pay Confirmation Process (CA)
                                                                                      - Check Payroll Error Messages and make corrections and re-run as necessary.

                                                                                    NOTE: If you are running the confirmation on the RIGHT side by Pay Group, you MUST repeat the steps above for
                                                                                          EACH Pay Group in this payroll.
                Check Pay Calendars for Payroll Confirmation Started and
                                                                                    Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars
          23    Payroll Confirmation Run checked for each Pay Group in this
                                                                                      If the checkmarks are missing for any Pay Group, STOP and call for help!!!!
                Pay Run ID.
                                                                                    Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck
                Check Paycheck Data for Advice and Check Numbers. They
          24                                                                          Under the paycheck number column heading, you should see numbers. If you don't, that person has not been
                must be present for you to continue to the next step.
                                                                                      confirmed. Re-trace your steps and make corrections.
                                                                                    Payroll for North America > Payroll Processing for USA > Update Paysheets > By Paysheet
          25    Check to be sure all Paysheets are gone!                              Enter Agency # and click on Search. You should get the message 'No matching values found '.
                                                                                      If paysheets are listed, STOP and call for help!!!

                                                           All Pay Groups must be confirmed before you can go to the next step!!!
          26    Run PY Pull Costs - Resets T&L Payable Statuses                     Payroll for North America > Payroll Distribution > Additional Integrations > Extract Time and Labor Costs

          27   Run PSPPFUN (CA)
               Run PSPPFUND (CA)                                                    Payroll for North America > Payroll Distribution > Commitment Accounting USA > Distribute Actuals
Payroll




          28    Run Funding Distribution Report and Budget Checking Report
                Funding Distribbution Report and Budget Checking Report (CA)        Payroll for North America > Payroll Distribution > Prepare GL Information > Funding Rpts (OCP400)

          29    Correct Employee Actuals Distribution (CA) (If Necessary)           Payroll for North America > Payroll Distribution > Commitment Accounting USA > Review Actuals Distribution


                Re-Run Funding Distribtuion Report and Buudget Checking Report
          30                                                                       Payroll for North Actual Distribution
                Re-Run Funding Distribution Report and Budget Checking Report to verify corrections toAmerica > Payroll Distribution > Prepare GL Information > Funding Rpts (OCP400)
                (CA) to verify corrections to Actual Distribution



                Finalize the Funding Distribution Report, Budget Check and Payroll
          31   Finalize the Funding Distribution Report, Budget Check and Payroll Claim Document
                                                                                      Payroll for North America > Payroll Distribution > Prepare GL Information >Finalize Funding Rpts (OCP400)
                Claim Document (CA)




          Page 2 of 3                                                                                                                                                                             Revised 11/01/2010
            Projects - 9.0 OFF-CYCLE Payroll Processing Steps                                                                                                        PayRun ID _______________
                  Task                                                         Navigation                                                                                                                    Instance
                                                                               Payroll for North America > Payroll Distribution > Provide GL Information > Commitment Accounting Actuals

                                                                               Step 1
                                                                               Click on PAYGL02A, Click on PAYGL02, Click on View Log/Trace. Click on paygl02….out. Print this report. The total Debits
                                                                               and Credits on this report MUST equal each other as well as match the total on the Payroll Budget Check Report and the
           32     Run GL Process (CA)                                          Payroll Claim Document.
                                                                                                    ---------- ALL numbers MUST match!!! ------------

                                                                               Step 2
                                                                               If the payroll was confirmed with a budget deficit, your Finance Officer MUST sign the "Notice of Deficit Statement' and
                                                                               make arrangements with OSF to be allowed to continue processing.
                  Check Pay Calendar for GL Interface Run checkmark for each
           33                                                                  Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars
                  Pay Group attached to this Pay Run ID.
                                                                               Fax GL Budget Check Report and signed Claim Document and Actuals INterface Log file to Elsa at Fax # 521-3383. Your
           34     Fax documents to Elsa at OSF by 3:00 pm                      paperwork MUST be at OSF by 3:00 PM on the day you confirm it for OSF to allow the checks to be sent on to OST on
                                                                               that day.
           35     Run Pay/Fringe to Projects                                   OK Custom Reports/Processes > Agency Processes > Pay/Fringe to Projects (0427)
           36     Run PY to AP Extract Process                                 Payroll for North America > Payroll Distribution > Accounts Payable Information > Extract CA Non-Tax Deductions
           37     Run Deduction Register Report                                Payroll for North America > Payroll Processing USA > Pay Period Reports > Deduction Register (0205)
           38     Print Check and Advice Statements                            OK Custom Reports/Processes > OK Reports > Payroll > Earnings Statement (0040)
                  Run Credit Union Report
           39                                                                  OK Custom Reports/Processes > Agency Processes > Deduction File (0104)
            4
                  ----- ONLY IF APPLICABLE TO YOUR AGENCY -----
                  After ALL (Main, Supplemental and Off-Cycle) Payrolls are
                  finished for the month
Benefits




           40     - Run the Leave Accruals Process -
                                                                               Benefits > Manage Leave Accruals > Calc Periodic Accrual (0446)
                  This process MUST be RUN before next month's
                                                                               --- Use Leave Accrual Check List for specific instructions ---
                  payroll processing begins!!!

           41     Run Leave Accrual Statements                                 OK Custom Reports/Processes > OK Reports > Benefits > Emp Leave Accrual Rpt (0053)


                  After the Treasurer prints your real checks and sends all the money to the bank , they will print Report OCPY040T - Payroll Warrant Register by
                  PayRun ID and send this report and the real checks to you. This report must be balanced to specific lines on your Payroll Claim Detail (OCPY0018 -
                  Step 31) - for the same PayRun ID.

                  Gross Pay on the Payroll Warrant Register must balance to the Payroll Claim Detail line of Salary and Earnings.
                  Net Pay on the Payroll Warrant Register must balance to the Payroll Claim Detail line of Net Pay.

                            If either does not balance, call for HELP IMMEDIATELY because some of your checks may not have
                            gone to the Treasurer!!!

                                                                       Somebody may not get PAID!!!

                  Call the Help Desk at 521-2444 and tell them the case is CRITICAL and assign it to the CORE PAYROLL TEAM.




            Page 3 of 3                                                                                                                                                                        Revised 11/01/2010

				
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