EDGE Supervisor Training

Payroll

Time and Attendance

Agenda

• Supervisory role in supporting the timekeeping and payroll function

• Time collection process

• Reviewing and approving time

• Departmental controls

• Gross Pay Register importance

• Additional resources

• Timesheet exercise

The Big Picture

• UM Health System Off-Cycles for FY2012

$7,980,000.00

• Annual overpayments average ~$400,000.00

The Big Picture

Department budgets

•Payroll reported incorrectly can cause overpayments which negatively impact the department

Employee satisfaction and retention

•Staff become dissatisfied when they are incorrectly paid, losing interest or leaving

Patients, families, and staff are directly impacted

•Dissatisfied employees are less likely to perform at a high level, fellow staff and co-workers

Key Takeaways

• Salaries equate to over half of the total operating expenses for UMHS

• Payroll Controls set guidelines for responsibilities to individuals and accurate pay

• Accurate pay for staff supports the institutional goals of employee satisfaction and retention

• Timekeeping and payroll should be a priority for all departments

Steps to a Successful Payroll

• Update static groups/schedules as needed

• Review leave balances

• Report time

• Run reported time query

• Next day run payable time query

• Make last minute changes on cutoff day

• Check gross pay register the day after payroll runs (requires manager authorization)

• Enter prior period adjustments – or – request off-cycle checks

• Review off-cycle gross pay register every Friday (requires manager authorization)

The Payroll Process

Time Reporting

• Non-Exempt Staff (biweekly)– All hours worked or absent from scheduled expectations

must be recorded utilizing the UM standard time, to the tenth of an hour

• Exempt Staff (monthly)– Report exception hours only to the nearest ½ day

Time Reporting

• Both Non-exempt & Exempt Employees– It is the Supervisor’s responsibility to ensure an employee

has sufficient PTO hours in their bank

• Flexed hours must be completed in: – Same week for non-exempt

– Same month for exempt

• All termination or LOA paperwork must be processed in a timely fashion to avoid overpayment of wages and benefits

• Retain time reports to reconcile with Gross Pay Registers

Approvals

• Time Approval Supervisor’s Role– Must review time records for accuracy

– Sign with an original signature

– Make sure employee signs timesheet

– Changes to employees’ timesheets must be discussed with employee prior to pay out

– Make sure timesheets are collected, reviewed, and delivered to the timekeeper by the agreed upon due date

Gross Pay Register

• Gross Pay Register (on-cycle GPR and off-cycle GPR)

• Data Mart

– http://www.med.umich.edu/i/hfs/datamart.htm• Contact Robin Caulkins for access and training

• Mpathways query

Payroll Controls

• Must have adequate internal “checks and balances” when verifying payroll

– All payroll entries approved and verified at the proper level (be able to show authorization of each payroll)

– Review the gross pay register after every payroll run (biweekly and monthly) to minimize overpayments and errors

– Paper timesheets should not be returned to employees after authorization in order to make delivery to timekeeper

– A backup timekeeper is required

Payroll Controls

• Separation of duties

– Approver

– Timekeeper

– Reconciler/reviewer

– Final authorization (not the timekeeper)

Record Retention

• For departments using paper timekeeping records: Internal time documents should be retained for seven fiscal years, plus the current fiscal year

• Time records must have authorization signatures included

• Departments reporting time electronically (self-service or punch) will have reported time saved automatically within MPathways, but supporting documentation must be saved for seven years.

Review Supervisor Responsibilities

• Understand how employees report time

• Check timesheets for accuracy

• Support the timekeeping function– Ensure proper training and access

– Give adequate time to process payroll

– Implement timekeeper backup, if one does not already exist

– Make sure payroll maintains documented authorization

We’re here to support you!

• It is highly recommended that every new supervisor attend the MyLinc course TLC112 Time Reporting/MPathways– Register through MyLinc on Wolverine Access

• Read monthly payroll newsletter and calendars

• Thoroughly review emails sent to the Timekeepers Network– Send a request to umhhcpayroll@umich.edu to join the

email group

• Let us know what you need

Helpful Contacts

• UMHHC Payroll Main line (734) 615-8722– Problem solving– Time reporting questions– Pay policy and practice questions (also: HR Consultant and

Generalist)

• Campus Payroll/Employee Service Center (734) 615-2000– Questions regarding salary transfers, special payment forms– Benefits, taxes, deductions– Where is my check?

• ITS Help Desk (734) 936-7000

– System issues and questions– How to register for payroll classes

Helpful Websites

• UM Payroll (Dates/Deadlines, TRC/Earn Code lists, Tax info, forms, etc…)– http://www.payroll.umich.edu/

• MyLinc (sign up for TLC112 class, step by step procedures for Mpathways)– http://maislinc.umich.edu/MAISlinc/

• HSHR Website, Bargaining Agreements– http://www.med.umich.edu/umhshr/supervisor/bargaining-

agreements.html

• UM Joint Implementation Team (nursing contract) (Holiday reporting scenarios, contract clarifications)– http://www.med.umich.edu/nursing/jit/docs/index.htm

Helpful Websites

• Standard Practice Guide (holiday, funeral, shift premium, tuition support, etc.)– http://spg.umich.edu/

– Searchable by topic

• UMHHC Policies (PTO)– http://www.med.umich.edu/i/policies/umh/

toc.html#GENERAL%20PERSON

• Timekeepers Network (TRC Manual, Timekeeping Basics Handbook, charts, reference materials and more)– http://www.med.umich.edu/umhshr/timekeepers/index.html

Thank You!

Questions?

Thank You!

Timesheet Exercise