BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.1 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing OVERVIEW University departments use online Department Payroll Processing
Application (DEPTPAY) to perform the following payroll functions:
• Report hours worked or pieces completed for temporary
employees. • Report hours worked for permanent employees of University
Dining Services and the WSU Energy Program. • Review and certify payroll expenses. Departmental Payroll Processing is a secured application within the DEPPS (Departmental Personnel Payroll System) and HEPPS
(Higher Education Personnel Payroll System) sections of the Administrative Information System (AIS). After obtaining access to DEPPS or HEPPS, users must obtain separate approval from Payroll to access DEPTPAY. See BPPM 85.33 to obtain access to AIS applications.
Designated Users Each department using online Department Payroll Processing must
designate and authorize one primary user and at least one secondary user per account. Each department may have up to four secondary users per account.
The department may authorize faculty, classified, and/or
administrative professional employees as DEPTPAY users. Students and nonstudent temporary employees are not eligible to access DEPTPAY.
Consider appropriate separation of duties when choosing someone
to enter positive pay data and to review payroll data (see BPPM 55.03).
Approval to use Departmental Payroll Processing does not require
expenditure authority or temporary employment appointing authority.
Access Request See BPPM 85.33 for authorization procedures for access to DEPPS
and HEPPS. Route a completed Administrative Information Systems (AIS) Access Request to the Data Administrator in the
Office of the Vice President for Finance and Administration. NOTE: Most authorized departmental personnel use the DEPPS
application to enter data into the University's payroll system. HEPPS access is restricted to employees working in central University offices such as Human Resource Services (HRS),
PAYROLL BUSINESS POLICIES AND PROCEDURES MANUAL 55.22.2 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Access Request (cont.) Payroll Services, and other employees with demonstrated business
needs for access to all personnel data. After receiving notification of access to DEPPS or HEPPS, contact Payroll Services and request a training session for DEPTPAY
access. Requirements for Access Electronic Mail In order to receive notifications from Payroll Services, each authorized user must have a University electronic mail account
that is listed in the WSU Electronic Phonebook. A Network ID is required to send and receive e-mail. Refer to BPPM 85.37 to obtain a Network ID.
For advisory guidelines regarding establishing e-mail accounts,
refer to the Information Technology Services (ITS) website at: cougtech.wsu.edu/FacultyStaff/FacultyStaff.aspx E-Mail Address in Phonebook Information Technology Services automatically enters the user's e-
mail address into the WSU Electronic Phonebook when they establish an e-mail account and set up e-mail forwarding.
NOTE: The ITS self-service e-mail account system automatically sets forwarding for e-mail accounts established on the central ad.wsu.edu server. Various colleges and departments run separate mail servers, e.g., vetmed.wsu.edu, tricity.wsu.edu. Forwarding is not automatically set up for e-mail accounts on non-central servers. In order to have e-mail addresses listed in the Electronic Phonebook, such users must manually set up e-mail forwarding.
Users may access the following websites to set up and/or verify e-mail forwarding: • http://my.wsu.edu/ Select myProfile from the Main Menu, then Select Update Personal Information, then Select Email Forwarding • https://webutil.wsu.edu/apps/emailforwarding/Default.aspx Accessing the WSU Users may access the WSU Electronic Phonebook through the Electronic Phonebook Search WSU Web/People link at the top of all main WSU
webpages.
BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.3 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Training Payroll Services requires that each new user attend a training
session before using Department Payroll Processing. Changing Accounts Notify Payroll Services when adding or changing accounts used to
support wages and salaries for the department. Checking Existing Accounts Review accounts for positive pay transactions by accessing QRYSCAN in DEPPS or HEPPS. Press PF3, enter the department's mail code, and press <Enter> to view a list of
accounts. Review accounts for payroll expenses by accessing QRYPEAR in DEPPS or HEPPS. Press PF3, enter the department's mail code, and press <Enter> to view a list of accounts. User Changes/Terminations Send e-mail to Payroll Services when a user terminates, changes
positions, or changes duties. Payroll Services makes appropriate changes to the security files.
QUERY AND DOWNLOAD In addition to temporary employee time entry and payroll expense
certification, users may query and download data (Figure 1). Data is available on the system until one or two days before the
end of the current pay cycle.
DEPTPAY 16:09:04 05/01/11
Please select one of the following commands:
1
DDEEPARTMENTAL PAYROLL PROCESSING
2 PPPPAYENT
3 PPPPAYQSSN
4 PPPPAYDNLD PPEEARCERT
5 6
PPEEARQSSN PPEEARDNLD
Positive Pay Time Entry Positive Pay Query by ID Positive Pay Time Download
PEAR Certification PEAR Query by ID
PEAR Download
Page 11 of 11
Command ==> PF9P = Help PF1P 22 = Menu
Figure 1
PAYROLL BUSINESS POLICIES AND PROCEDURES MANUAL 55.22.4 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing QUERY AND Departments are to download any required data before the data is DOWNLOAD (cont.) replaced. Users may query time entry or payroll expense data for one or
more accounts, one budget, or one individual. POSITIVE PAY In Positive Pay Time Entry (PPAYMENT) departmental TIME ENTRY representatives: • Enter hours worked or pieces completed.
• Mark No Time if no hours or pieces are reported.
• Cancel appointments.
• Create time transactions for prior pay periods.
Departmental representatives enter positive pay data twice a month
in accordance with the Payroll Documents Schedule. Appointing Employees Completion of the Appointment section of the online Temporary
Employment System (TEMPS) or a personnel action directs Payroll Services to include an employee's name in DEPPS or HEPPS. See BPPM 60.25, 60.26, 60.27, or 60.42 for instructions.
Entering Data Payroll Services notifies primary and secondary users when it is
time to enter hours or pieces for positive pay employees. Departments initially collect information entered into DEPTPAY
on Daily Activity Reports (see BPPM 60.61) or Time Reports (see BPPM 60.60).
Check the Positive Pay Time Entry screen for errors or omissions
(see Figure 2). Ensure that the screen accurately reflects employee and appointment data submitted in the most recent entry to the Appointment section of the online TEMPS. If not, contact Payroll Services.
If an employee is not listed on the Positive Pay Time Entry screen, check DEPPS or HEPPS to ensure that the appointment exists. If
the appointment is not in DEPPS or HEPPS, the online TEMPS entry (or Personnel/Position/Payroll Electronic Routing Management System (PERMS) transaction for employees of
Dining Services or the Energy Program) may not have arrived in HRS and/or Payroll Services in time for the current pay cycle or the appointment may have expired during the last pay cycle. If the
appointment expired, submit a new appointment through the online
BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.5 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Entering Data (cont.) TEMPS (or PERMS transaction for employees of Dining Services or the Energy Program) to establish another appointment. Enter the
data from the time reporting document, e.g., Daily Activity Report, during the next pay cycle.
POSITIVE PAY TIME ENTRY
11:00:55 04/02/11 PPDP5140 PPAYENT ALL
DEPPS SystemPositive Pay Time Entry
Page: 2 Cncl Pay
NameUnits N Appt Cycle
WSU ID Worked T (C) EndPay Job
Rate Typ Cls E/T Account
012345678 ___.___ N _ 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME 023456789 23.000 _ C 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME 045678901 12.000 _ _ 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME 056789012 24.000 _ _ 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME 067890123 10.000 _ _ 03/31/03 8.00 HR 9001 SHR 1205-0010 EMPE NAME 078901234 14.000 _ _ 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME 089012345 14.000 _ _ 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME 090123456 ___.___ _ _ 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME 001234567 35.000 _ 03/15/03 7.50 HR 9001 SHR 1110-0001 EMPE NAME 001234567 10.000 _ C 03/31/03 7.50 HR 9001 SHR 1110-0001 EMPE NAME 012345678 20.000 _ _ 03/31/03 7.00 HR 9001 SHR 1115-0010 EMPE NAME 023456789 12.000 _ _ 03/31/03 7.01 HR 8001 HRY 1215-0002 EMPE NAME 034567890 12.000 _ _ 03/31/03 8.00 HR 9019 SHR 1156-0901 EMPE NAME
PF9 =Help PF1=Prior Pd PF2=Search PF3=Right PF6=Picklist PF10=Fwd PF11=Back PF12=Exit
11:03:37 04/02/11 DEPPS SystemPositive Pay Time Entry
PPDP5140 PPAYENT ALL
Page: 2
Sem Posn/ Monitored Term WS Name WSU ID Tmp ID Hrs
To see the rest of the screen press PF3.
Since Date Limit Balance Pgm Fnd Ap
EMPE NAME 15F 570 06 EMPE NAME 15F 570 06 EMPE NAME 15F 570 06 EMPE NAME 15F 570 06 EMPE NAME 15F 570 06 EMPE NAME 17G 840 13 EMPE NAME 15F 570 06 EMPE NAME 570 06 15F EMPE NAME 06 570 15F EMPE NAME 01 01A 001 EMPE NAME 01 001 01A EMPE NAME 08 840 17F EMPE NAME 01E 01 001 EMPE NAME 15F 570 06
PF9 =Help PF3=Left PF12=Exit
05/03 05/03
02/01 05/03 05/03 05/03
09/16 06/03 05/03
08/01 05/03 05/03 12/03 12/03 06/99 05/03 05/03
012345678 840030 023456789 840072 034567890 835761 045678901 840018 056789012 835758 067890123 845757 078901234 840005 089012345 840029 090123456 840001 001234567 841167 001234567 841167 012345678 828051 012345678 808886 023456789 840071
Figure 2
PAYROLL BUSINESS POLICIES AND PROCEDURES MANUAL 55.22.6 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Prior Period Transactions If an employee's appointment was active in a prior pay period but
hours or pieces were not entered, press PF1 (Prior PD) and complete the online form.
Complete a Request for Positive Pay Report form if the
appointment has expired and the department must pay hours from a previous pay cycle.
Own Time Employees may not enter their own time or piece work into DEPPS or HEPPS. Timing Enter positive pay for hours or pieces worked during the pay
period just ended. Data entry should be completed by the date required by the Payroll Documents Schedule.
Temporary Employment Limits Review the accumulated hours and the Monitoring Begin Date for
nonstudent temporary employees. Do not exceed the 1,050-hour limit (see BPPM 60.26).
Position Number Verify the temporary employee position number shown under the
Tmp ID column. Be sure the numbers on the Position Description form, the online TEMPS Appointment section, and the entry screen are all the same.
Overtime The employer must mark the appropriate box in the Appointment
section of the online TEMPS to generate an overtime pay line for the employee. For permanent employees of Dining Services or the Energy Program, the employer indicates overtime eligibility by
marking the appropriate workweek designation on the PERMS transaction. Time and one-half is paid for overtime hours worked.
Create Overtime Payment If an hourly employee worked unanticipated or unscheduled Transaction Line overtime, press PF5 (OT) to create an overtime time transaction
line. Selecting the PF5 (OT) key creates an overtime transaction line for the current pay cycle only.
Be sure that the rate of pay correctly reflects the time and a half
rate of pay and that the appropriate earnings type is displayed. See E/T for earnings types.
Standby Pay The employer must mark the appropriate box in the Appointment
section of the online TEMPS to generate a standby pay line for the employee. Standby pay is authorized when the employee is directed to restrict off-duty activity to be available for duty.
BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.7 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Completing Entry After adding or changing data, press <Enter> before paging
forward. Pressing <Enter> saves the data into the system. When data entry is complete, press PF12 to exit. Mark the status with an X for Complete or Incomplete. Press PF12 again to exit. If status is Complete, departments can modify time until the announced cut-off hour of noon or 2:00 p.m.
Online Help Press PF9 to access online help for positive pay time entry. Positive Pay Description The following describes certain parts of the Positive Pay Entry
screen that may not be self-explanatory. NT Completion is optional. Mark this column with an N if the
employee recorded no time for the pay period or did not turn in a time reporting document.
CNCL APPT Mark this column with a C to cancel the appointment in DEPPS or
HEPPS. (To reactivate the appointment submit an online action in TEMPS.)
PAY TYP Payment Type
Code Definition
HR Hourly MO Monthly PC Piece PQ Perquisite SD Shift differential
JOB CLS Job Classification E/T Earnings Type Table 1 – Earnings Type
Code Name Definition
ADR additional responsibility for faculty
ALF federal annual leave payoff for federal employees
ALP annual leave payoff for state employees
AWD award extra taxable compensation
AWF award extra compensation federal not subject to OASI
AWN award extra compensation nonfederal not subject to OASI
BUF buyout of tenure rights federal employees
PAYROLL BUSINESS POLICIES AND PROCEDURES MANUAL 55.22.8 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Table 1 – Earnings Type (cont.)
Code Name Definition
BUY buyout of tenure rights nonfederal employees
C/B call back for classified staff
CHR chair differential pay for academic chairs
CPA cell phone allowance extra taxable compensation
CPF cell phone allowance extra taxable compensation federal not subject to OASI
CPN cell phone allowance extra taxable compensation nonfederal not subject to OASI
CTP comp time pay compensatory time payoff
DFC deferred compensation non-staff month gross pay to highly compensated employees with WSU employment agreements
E/C extra compensation faculty with retirement plan code
ECF federal extra compensation federal faculty extra pay
FCH federal chair differential pay to federal chairs
FDR federal additional responsibility
earnings for certain federal faculty
FED federal regular earnings regular pay to federal employees
FFV fair market value value of insurance premiums for same-sex domestic partnerships is taxable and subject to Medicare for federal employees
FHR faculty hourly faculty and exempt deduct OASI and Medicare
FLS federal meals taxable meals for federal employees
FMS fair market value students taxable value of items; such as gift cards, housing
FMV fair market value value of insurance premiums for same-sex domestic partnerships is taxable and subject to OASI and Medicare for nonfederal employees
FRO federal earnings federal earnings subject to OASI and Medicare
FTO field training officer temporary upgrade for classified employees in bargaining unit 4
FTU federal tuition value of tuition for faculty and staff who take graduate level courses at WSU on space available basis is taxable for federal employees
FWS federal work study student employees on federal work study
GVA graduate vet assistant for graduate assistants in College of Veterinary Medicine
HOP hourly nonstudent temporary overtime subject to PERS, OASI, and Medicare
HPP hourly nonstudent temporary piece work subject to PERS, OASI, and Medicare
HPW hourly piece work nonstudent piece work non-PERS enrollee subject to OASI and Medicare
BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.9 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Table 1 – Earnings Type (cont.)
Code Name Definition
HRO hourly overtime nonstudent temporary overtime non-PERS enrollee subject to OASI and Medicare
HRP hourly nonstudent temporary subject to PERS,OASI, and Medicare
HRY hourly nonstudent temporary non-PERS enrollee subject to OASI and Medicare
IND industrial compensation deductions for industrial compensation payments
JDF federal jury duty deductions for civil duty
JDY jury duty deductions for civil duty
L/D location differential pay to employees stationed in foreign countries
LDF federal location differential pay to federal employees stationed in foreign locations
LPA sick leave payoff sick leave payoff at retirement or death due to age or length of service subject to OASI
LWO leave without pay
MLS meals reimbursement reimbursement of taxable meals for nonfederal employees
MOF federal moving expense reimbursement of certain taxable moving expenses for federal employees
MOV moving expense reimbursement of certain taxable moving expenses for nonfederal employees
OPW other piece work faculty, and exempt piece work subject to OASI and Medicare
OVT overtime time and one-half pay for classified employees
PER perquisite noncash fringe benefit, e.g., meals and lodging
PLF federal partial professional leave
federal faculty employee on less than 100% professional leave
PPL partial professional leave faculty on less than 100% professional leave
PRO professional leave faculty on professional leave
PRF federal professional leave federal employees on professional leave
REF relocation compensation federal employees
REG regular pay salaried earnings
REL relocation compensation nonfederal employees
RET retirement supplementation retirement earnings
RGA regular academic academic regular earnings
RGC regular cyclic cyclic earnings
PAYROLL BUSINESS POLICIES AND PROCEDURES MANUAL 55.22.10 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Table 1 – Earnings Type (cont.)
Code Name Definition
R/T ra/ta earnings research, teaching and staff assistants and graduate associates regular pay
S/B standby standby pay for classified staff
S/D shift differential shift differential pay
SHL shared leave
SHO student hourly overtime
SHR student hourly
SPW student piece work student piece work not subject to OASI or Medicare
S/S special skills payment for special skills
SSB student standby pay
S/T straight time overtime time pay at straight time rate
SUM summer session academic summer appointment
SWS state work study student earnings on state work study
TIP tips to students tips collected in University restaurants and paid to
students; not subject to OASI and Medicare
TUG temporary upgrade temporary upgrade for classified employees in bargaining units 2 and 3
TUI tuition value of tuition for faculty and staff who take graduate level courses at WSU on space available basis is taxable for nonfederal employees
VPA sick leave payoff value of cashout of compensable unused sick leave at retirement to nontaxable VEBA medical expense trust account
POSN/TMP ID Position Number or Temporary Job ID MONITORED HRS Total Monitored Hours for nonstudent hourly employees. WS LIMIT Current semester limit for work study funds. SEM BALANCE Remaining earnings that may be charged to work study. PAYROLL EXPENDITURE Prior to each payday, departments are to verify that employee pay AUDIT REPORT (PEAR) corresponds to the approved pay-affecting personnel documents. CERTIFICATION University departments use the online PEAR certification function
to approve and certify upcoming pay for departmental employees. The online PEAR function identifies employees by name and position number and indicates the payment and budgets charged.
BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.11 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Notice Pears Ready Payroll Services prepares PEAR data after the last working day of
the pay cycle. Payroll Services sends an e-mail message to primary and secondary users when PEAR data is ready for certification.
The Payroll Documents Schedule provides the completion date. Status DEPTPAY defines the status of a PEAR review as Incomplete,
Certified, or Payroll. The user indicates the status of the review when he or she exits the PEAR Review function.
Certified When the review is completed, the user enters X for Certified.
This causes the status column on the Selection Screen to be updated from Incomplete to Certified.
Once the user has certified the PEAR, the change in status prevents
him or her from adding or correcting any additional records. The user may query PEAR but may not update the data after the status has been set to Certified (see Figure 3).
Changes If a change is required, contact Payroll Services (telephone
509-335-1610) prior to the review deadline to unlock the certified account.
Payroll The status of Payroll means that the user has entered at least one
correction and Payroll Services staff has reviewed the correction/ comment. All additions for employees not paid and any corrections/comments will cause a Y to appear under Corr on the Selection Screen. The Y is an indicator to Payroll Services that at least one correction/comment or addition exists for this account. The AIS User ID of the Payroll staff member appears under Last Access.
Last Access The columns under Last Access indicate the User ID, date and
time of the last person to access the account. If these three columns are blank at the PEAR certification deadline, no one has reviewed the PEAR and some employees may not be paid correctly (see Figure 3).
PEAR Description The following describes certain parts of the PEAR certification
screens that may not be self-explanatory. Parts Each part is designated by a number under the P column. Salaried Employees (Part 1) Salaried employees are paid the same each pay period unless some intervention occurs to change the payroll, e.g., a PERMS
transaction changing the salary. These employees are designated by a "1" in the P column.
PAYROLL BUSINESS POLICIES AND PROCEDURES MANUAL 55.22.12 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing
PEAR CERTIFICATION
13:32:50 04/07/11 DEPPS SystemPEAR Certification
PPDP5050 PEARCERT STRT
Page: 2 Select ALL Accounts _ or select ONE Account (A) or ONE Budget (B), then press PF1 or PF2
L a s t A c c e s s Corr User ID Date Time ———— —————— ———————— —————
ROBERGE 04/06/03 13:32 Y ROBERGE 03/25/03 19:32 Y
Y
A Primary B User ID Account Status
- ——————— ————————— —————————— _ ROBERGE 6542-6048 Incomplete _ ROBERGE 6542-6049 Payroll _ ROBERGE 6542-6052 Payroll _ ROBERGE 6542-6053 Certified _ ROBERGE 6542-6054 Incomplete
Y Y
_ ROBERGE 6542-6055 Certified _ ROBERGE 6542-6056 Certified _ SMYTHES 1110-0001 Incomplete _ SMYTHES 1110-0005 Certified
Y _ SMYTHES 1112-0001 Incomplete _ SMYTHES 1113-0001 Certified
Command ==> PF9 = Help PF1 = All Records PF2 = Limited PF10 = Forward PF11 = Back PF12 = Menu
ROBERGE 03/25/03 19:23ROBERGE 03/25/03 19:15ROBERGE 04/06/03 13:31 ROBERGE 03/25/03 19:15ROBERGE 03/25/03 19:15ROBERGE 04/06/03 13:31
SMYTHES 04/04/03 15:28ROBERGE 04/06/03 13:32
SMYTHES 04/04/03 15:04
13:56:32 04/07/11 DEPPS SystemPEAR Certification
Page: 38
PEAR CERTIFICATION
PPDP5180 PEARCERT ALL
Pay Cycle C End - ———————— ————————— ——— ——— ————— ————— ————————
Staff Payroll Account E/T P/T Hours Months Expense R P Name WSU ID
- - ————————— ————————— 012345678 _ 1 EMPE NAME 03/31/03 1170-7913 REG CUR 8.80 .0500 157.25 012345678 03/31/03 1170-9209 REG CUR 17.60 .1000 314.50 023456789 03/31/03 1133-0001 REG CUR 88.00 .5000 3682.67 034567890 03/31/03 1210-0001 REG CUR 88.00 .5000 2660.55 045678901 056789012
03/31/03 1133-4400 REG CUR 88.00 .5000 1114.50
067890123 03/31/03 1193-0001 REG CUR 88.00 .5000 1404.92 03/31/03 1171-0001 REG CUR 32.00 .2000- 434.44-
067890123 4558.59 03/31/03 1171-0001 ALP CUR 333.23 078901234 03/31/03 1133-9901 REG CUR 88.00 .5000 1727.50 089012345 03/31/03 6542-6045 RGC CUR 88.00 .5000 992.50 090123456 001234567
03/31/03 6542-6052 RGC CUR 88.00 .5000 1141.00
000123456 03/31/03 1113-0001 REG CUR 88.00 .5000 4458.34 03/15/03 1145-0001 REG CUR 3.00 .0170- 50.80-
Subtotal Part 1: 757,163.56 Part 2: 156,191.30 Total: 913,354.86 PF6=Picklist PF9 =Help PF1=Corr PF2=Search PF3=Right PF4=Nonlisted PF10=Forward PF11=Back PF12=Exit
_ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME _ 1 EMPE NAME R 1 EMPE NAME
Figure 3
BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.13 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Positive Pay Employees Positive pay employees are paid on the basis of hour or pieces (Part 2) reported to Payroll Services (see Positive Pay Time Entry). These
employees are designated by a "2" in the P column. Below nonstudent temporary employee names, the PEAR indicates
the monitor begin date (MBD) and the hours charged against the 1,050 maximum. See BPPM 60.26 for more information about temporary employment limits.
Below work study employees' names, the PEAR reports the work
study dollar limit and the balance in dollars which the student may earn during the rest of the current semester.
Added Employees (Part 3) Employees added by users during the PEAR review are designated
by a "3" in the P column. Name Employees are listed alphabetically within parts 1, 2, or 3. When
reference is made to an employee, use the name as printed on PEAR. See BPPM 90.75 for name change procedures and coding conventions.
Class The job class is the classification code or the title code for the employee's position(s). Job Class codes are on the PERMS
transaction. E/T (Earnings Type) For code definitions refer to Table 1. P/T (Payment Type) Code Definition CAN Cancellation of a check CUR Payments included in current check E/T Expenditure transfer HDC Hand-drawn check OVP Recovery of an overpayment Hours Hours paid in pay period for each employee. Appointed Employees The number of hours in pay status. Positive Pay Employees The number of hours paid. For piece workers, Payroll applies a
formula to arrive at an hourly equivalent. Staff Months The staff month equivalent for the pay period. Appointed Employees To determine staff months divide actual hours paid by the total
hours within the pay cycle times the semi-monthly factor of .5.
PAYROLL BUSINESS POLICIES AND PROCEDURES MANUAL 55.22.14 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing Positive Pay Employees To determine staff months, divide hours by 174. Payroll Expense The gross amount paid in dollars for each earnings type for each
employee. Hourly employees calculation is based on the number of hours
times the rate of pay to equal gross pay. Piece work employees calculation is the number of units times the
unit rate for the gross pay. Corrections Review each payroll expense amount for overpayments or
underpayments. If there are errors, request corrections as follows: 1. Place the cursor on the payment line requiring correction.
2. Press PF1.
3. Enter a comment in the dialogue box describing the error.
4. Press PF8 to enter the comment into DEPTPAY. Payroll Services reviews the comment and initiates appropriate action.
The above action results in a "C" (for correction) appearing on the
payment line. Social Security Number See BPPM 55.05. Corrections Make corrections as indicated above. Submit a copy of the
employee's social security card to Payroll Services. Omissions If there are omissions, press PF4 to report unlisted individuals who
should be paid. Pay-Affecting Action If pay-affecting action is required, route the appropriate document, Required e.g., personnel action processed through PERMS, online TEMPS
entry, Position Action, or Expense Assignment Action form. Reference the document in the PEAR comment. Terminating Employees Pay special attention to PEAR data for a terminating employee to
ensure that the employee is not paid beyond the last day of employment.
PEAR Retention The department is to retain a copy of each PEAR in accordance
with University records retention requirements (see BPPM 90.01). The department downloads the PEAR file and retains a copy in either digital media or paper.
BUSINESS POLICIES AND PROCEDURES MANUAL PAYROLL 55.22.15 Revised 2-12 Payroll Services 509-335-9575 Departmental Payroll Processing PEAR Retention (cont.) Perform the following steps to download a copy of the PEAR file
for retention purposes: 1. Select PEAR Download from the Departmental Payroll
Processing screen. 2. Select the account(s). 3. Select the Document download file type. 4.• Select the PEAR data plus comments download record
format. 5. Select the download method, either Entire Connection or
FTP. NOTE: The department may download PEAR data in the
Spreadsheet file format for internal recordkeeping purposes. However, the department must retain either a paper copy or a digital copy of the PEAR data plus comments record format in the Document file type.
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