Auditing Time & Labor Features and Processes to Help You Resolve Issues & Ensure Compliance.
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Transcript of Auditing Time & Labor Features and Processes to Help You Resolve Issues & Ensure Compliance.
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Auditing Time & Labor
Features and Processes to Help You Resolve Issues & Ensure Compliance
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Objectives
Review Time & Labor featuresPayable Time SummaryAudit Elapsed TimeAudit Punch TimeReview PaycheckLeave Accrual Balances
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Objectives
Discuss common issues & resolutionOver-accrual and over-paymentUnder-accrual and under-paymentPayroll adjustments
Highlight adjustment formsPrior 60-day request form (Payroll)Balance adjustment form (HR)
Hold open forum to discuss Time & Labors issues and concerns
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Payable Time Summary & Detail
NavigationManager Self Service > Time Management
Home > Payable Time Summary
PurposeReview weekly time and leave entriesConfirm payrollSolve problems!
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John Doe 22223333
Shortcut to Details
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John Doe 22223333
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John Doe 22223333
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Audit Punch Time Feature
NavigationTime and Labor > Review Time > Audit
Punch Time
PurposeDetail view of time entryWho entered the time (punch) and when?
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A=Add
D=Delete
C=Change
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This person entered the punch on this day
and time
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Audit Elapsed Time Feature
NavigationTime and Labor > Review Time > Audit
Elapsed Time
PurposeDetail view of leave entryWho entered the leave and when?
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Audit Elapsed Time works just like Audit
Punch Time!
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Review Paycheck Feature
NavigationNorth American Payroll > Payroll
Processing > Run Payroll > Review Paycheck
PurposeReview employee’s paycheck to see how
s/he was paid (regular time, vacation, sick, LWOP, etc)
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CHECK
12341234 Smith, John
Notice “Y” versus “N” and “Advice” versus “Check”
Y
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John Doe22223333Click on
“View All” when there
is more than one record
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Leave Accrual Balances Feature
NavigationBenefits > Manage leave accruals > Review
Accrual Balances
PurposeReview leave plan usage, balance, and
service hours to diagnose problems
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John Doe22223333
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
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Common Problems
Over-accrual and over-paymentUnder-accrual and under-paymentPayroll adjustments
Helpful handoutsQuery results (generated from Central
Leave)Service Hours spreadsheet
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Query Results – Accrual Errors
Helps solve over-payments, under-payments, dual employment issues, etc…
Accrual Date = Pay Period Ending Date
Exempt, Jane22335644Administration
Administration
Administration
Administration
Nonexempt, Debra44552233
Exempt, Jorge75521122
Nonexempt, Farouk55551212
Job TitleDept ID
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Service Hours Calculations
Pay Period
Pay Period
FTE
Service Hours
FTE
Service Hours
FTE
Service HoursStart Date End Date 0.5 0.75 1.00
06/18/04 07/01/04 1 40 60 80
07/02/04 07/15/04 2 80 120 160
07/16/04 07/29/04 3 120 180 240
07/30/04 08/12/04 4 160 240 320
08/13/04 08/26/04 5 200 300 400
08/27/04 09/09/04 6 240 360 480
09/10/04 09/23/04 7 280 420 560
09/24/04 10/07/04 8 320 480 640
10/08/04 10/21/04 9 360 540 720
10/22/04 11/04/04 10 400 600 800
11/05/04 11/18/04 11 440 660 880
11/19/04 12/02/04 12 480 720 960
12/03/04 12/16/04 13 520 780 1040
12/17/04 12/30/04 14 560 840 1120
12/31/04 01/13/05 15 600 900 1200
Saves time when using the Leave Accrual Balances feature!
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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
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Jane Exempt22335644
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Service Hours should read “1680” for 4/7/2005 (use the
spreadsheet to confirm numbers)
How would you fix this issue?
Jane Exempt 22335644
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Over-accruals & Over-payments
Example #2: Debra Nonexempt Use “Review Paycheck” and “Leave Accrual
Balances” for detail
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Debra Nonexempt44552233
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Expanded Paycheck Screen for Nonexempt
Employee
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Service Hours should read “1680” for 4/7/2005 (use the
spreadsheet to confirm numbers)
How would you fix this issue?
Debra Nonexempt 44552233
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Under-accruals & Under-payments
LOA’s, 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
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Jorge Exempt75521122
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Jorge Exempt 75521122
Service Hours should read “1680” for 4/7/2005 (use the
spreadsheet to confirm numbers)
Is there a problem here?
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Under-accruals & Under-payments
Example #2: Farouk Nonexempt Use “Review Paycheck” and “Leave Accrual
Balances” for detail
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Farouk Nonexempt55551212
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Farouk Nonexempt 55551212
Service Hours should read “1680” for 4/7/2005 (use the
spreadsheet to confirm numbers)
Is there a problem here?
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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
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Steve Nonexempt33332222
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Steve Nonexempt 33332222
Service Hours are off by 8 hours
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Steve Nonexempt 33332222
Adjustment corrected the service hours
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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
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Carla Nonexempt77778888
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How should we fix this issue?
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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?
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Paylist
What is it?Delivered report from Enterprise Reporting Indicates employee compensation for
current pay period, including:Employee’s name and UFIDHourly rateEarnings codeTotal earnings hoursTotal gross and net pay
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Paylist
Why use it?Verify current employees are compensated
correctlyEnsure terminated employees are no longer
receiving compensation
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Paylist
When & where can I obtain it?Preliminary Report:
Wednesday prior to end of pay periodEnterprise 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
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Paylist
When & where can I obtain it?Final Paylist:
Monday following the end of pay periodEnterprise 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
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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)
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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
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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)
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Open Lab
Auditing Your Employee Records
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Open Lab
Using the query results, find your records Review the data – what’s 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
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Reminders
Review and update your instruction guides Please read the Leave Update newsletter &
InfoGator for Administrators Visit Central Leave’s 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
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Auditing Time & Labor
Central Leave is here to help you!
392-5732