|
|
... |
... | ... |  |
 |
Time, Leave, and Payroll Processing
This procedure covers the entire payroll process, including entering and processing time for employees using the Integrated System, entering time and leaving using Batch Element Entry (BEE), running the leave processes, and running the payroll process.
Discoverer - Source Document for Timecards [NAV7080P]
Discoverer - Leave Balance Report [NAV7082P]
Discoverer - Use or Lose Leave Report [NAV7081P]
Payroll - Automatic Time Card Generation [NAV7006P]
Payroll - Batch Process BEE [NAV7084P]
Payroll - Correcting Time Entry Errors [NAV7022P]
Payroll - Creating Outbound Interface Files for a Single Vendor [NAV7053P]
Payroll - Creating Payroll Absence Records [NAV7078P]
Payroll - Creating Statement of Earnings Outbound Interface Files [NAV7072P]
Payroll - Creating the Pay Leave Balances Table [NAV7070P]
Payroll - Deductions Report [NAV7095P]
Payroll - Disable/Enable UVA Responsibilities [NAV7056P]
Payroll - Federal and State Tax Remittance Manager [NAV7094P]
Payroll - Finding Time Entry Errors [NAV7021P]
Payroll - GRE Totals Report [NAV7096P]
Payroll - Payroll Message Report [NAV7097P]
Payroll - Rollbacks [NAV7025P]
Payroll - Running a Standard Payroll Process [NAV7011P]
Payroll - Running the Check Writer Process [NAV7015P]
Payroll Running the Cost Breakdown Report [NAV7073P]
Payroll- Running the Costing Process [NAV7018P]
Payroll - Running the Create Lost Leave Hours Process [NAV7064P]
Payroll - Running the Excess Gross Pay Report [NAV7068P]
Payroll - Running the Excess Gross Pay User-Defined Report [NAV7069P]
Payroll Running the External Process Archive [NAV7041P]
Payroll - Running the Full-time to Part-time Process [NAV7061P]
Payroll - Running the Gross to Net Report [NAV7067P]
Payroll - Running the Leave Payout Eligibility Report [NAV7059P]
Payroll - Running the Leave Reversion Process [NAV7063P]
Payroll - Running the NACHA Process [NAV7014P]
Payroll - Running the Overtime Leave Payout Process [NAV7065P]
Payroll - Running the Part-time Adjustment Accrual Process [NAV7060P]
Payroll - Running the Part-time to Full-time Process [NAV7062P]
Payroll - Running the Pay Element Recovery Process [NAV7066P]
Payroll - Running the Payment Register Report [NAV7017P]
Payroll - Running the Payroll Activity Report [NAV7048P]
Payroll - Running the Payroll Register Report [NAV7012P]
Payroll - Running the Positive Pay Process [NAV7071P]
Payroll - Running the PrePayments Process [NAV7013P]
Payroll - Running the Third Party Payment Register Report [NAV7091P]
Payroll - Running the Void Check Payment Process [NAV7016P]
Payroll - Tax Summary Listing Report [NAV7098P]
Payroll - Transferring Costs to the General Ledger [NAV7020P]
Payroll - Transferring Timecards to BEE [NAV7002P]
Payroll - UVA HR Final Process Ex-Employees [NAV7092P]
Payroll UVA HR Move Employees to Inactive Payroll [NAV7029P]
Payroll - UVA HR Tax Address Update Process [NAV7086P]
Payroll UVA HR Terminate Employees in Inactive Payroll [NAV7030P]
Payroll - UVA HR Wage Limit Exp Date Update Process [NAV7090P]
Payroll - UVA OTM Standard Hours Exception Report [NAV7079P]
Payroll - UVA PAY Assignments with Org Changes [NAV7093P]
Payroll - UVA PAY Copy Bank Information Process [NAV7089P]
Payroll - UVA PAY Copy Tax Information Process [NAV7085P]
Payroll UVA PAY Create Pay Method from AP [NAV7028P]
Payroll UVA PAY Employee US Bonds Purchase File Process [NAV7104P]
Payroll - UVA PAY LWOP Leave Adjustments Process [NAV7088P]
Payroll - UVA PAY Populate Annual Accruals Process [NAV7087P]
Payroll - UVA PAY Update Accrual Element Transaction Date [NAV7077P]
Payroll - UVA PAY UPD Tax Flag Process [NAV7083P]
Payroll - UVA Time and Leave Summary Report [NAV7003P]
Payroll - Validate BEE [NAV7008P]
Payroll - Validating Timecards [NAV7001P]
Payroll - Viewing Assignment-Level Results [NAV7023P]
Payroll - Viewing Process-Level Results [NAV7005P]
Time Management - Entering Time for Salaried Employees [NAV7000P]
Time Management - Entering Time for Wage Employees [NAV7004P]
Time Management - Manually Creating Timecards [NAV7027P]
Time Management - Updating an Employee's Earnings Policy [NAV7032P]
See the Payroll Policies section of the University Human Resources website [http://www.hrs.virginia.edu/Policies/payroll/index.html] for information on payroll policies.
See the Leave Policies section of the University Human Resources website [http://www.hrs.virginia.edu/Policies/leave/index.html] on the University Human Resources website for information on leave polices.
The UVA HRMS Timekeeper is responsible for printing and collecting source documents from which time is entered, editing and reviewing time cards for the employees for whom they are responsible, correcting timecard errors when necessary, and generating applicable Discoverer Reports such as the Leave Balance Report and the Use or Lose Leave Report.
The UVA HRMS Payroll Specialist is responsible for updating employees' earnings policies as needed, AutoGenerating timecards, reviewing timecards entered by UVA HRMS Timekeepers, running the pre-payroll processes as necessary, validating the timecards, and transferring the timecards to Batch Element Entry (BEE).
The UVA Payroll Administrator is responsible for running all Pre-Payroll, Payroll and Post-Payroll processes, using the UVA Payroll Process Control Sheet as documentation, and for notifying the HRMS Payroll Specialist when the outbound interface files for other vendors may be processed.
Chief Human Resource Officer
HRMS Payroll Administrator*
HRMS Payroll Specialist*
HRMS Timekeeper*
The Chief Human Resource Officer is responsible for ensuring that this document is necessary, reflects actual practice, and supports University policy.
This activity is performed for each pay cycle, with the exception of the monthly pay cycle.
1. Update employee's earnings policy as needed.
Refer to Time Management - Updating an Employee's Earnings Policy [NAV7032P].
2. AutoGenerate Timecards for applicable employees.
Refer to Payroll - Automatic Time Card Generation [NAV7006P].
The status on the timecard when it has been AutoGenerated will be "hold".
3. Print and distribute UVA Time Management Forms, or other acceptable source documents, to employees.
The UVA Time Management Forms can be printed from Oracle Discoverer. The name of the Discoverer Report for the UVA Time Management Form is IS_PAY_Source Document for Timecard.
Employees are required to enter their time on a source document, from which the Timekeepers will enter the time and leave in the Integrated System. Departments may use the source document, Time Management Form that they can print from Discoverer, or they may use another source document as long as the required information is collected. The required information is:
Refer to Discoverer - Source Document for Timecard [NAV7080P].
Timekeepers may also choose to run and distribute the Leave Balance Report and the Use or Lose Leave Report from Discoverer, as needed.
Refer to Discoverer - Leave Balance Report [NAV7082P].
Refer to Discoverer - Use or Lose Leave Report [NAV7081P].
4. Collect Time Management Forms (or other source documents).
5. Edit the timecards in the Integrated System, using the source documents to enter employees' time and leave.
Refer to Time Management - Entering Time for Salaried Employees [NAV7000P].
Refer to Time Management - Entering Time for Wage Employees [NAV7004P].
Occasionally, an employee will not have an automatically generated timecard. When this happens, you must manually enter the timecard and the time and leave in the Integrated System.
Refer to Time Management - Manually Creating Timecards [NAV7027P].
Source documents must be kept on file for five years.
7. Review timecards, by running and reviewing the UVA Time and Leave Summary Report.
Refer to Payroll - UVA Time and Leave Summary Report [NAV7003P].
HRMS Payroll Specialist, HRMS Payroll Administrator
8. Run the Pre-Payroll Processes.
Refer to Payroll UVA PAY Update FICA Flag Process [NAV7103P].
Refer to Payroll - UVA PAY UPD Tax Flag Process [NAV7083P].
Refer to Payroll - UVA PAY Copy Tax Information Process [NAV7085P].
Run this process once for both the Semi-Monthly and the Semi-Monthly Paid Monthly payrolls.
Refer to Payroll - UVA PAY Update Accrual Element Transaction Date [NAV7077P].
Run this process once for both the Semi-Monthly and the Semi-Monthly Paid Monthly payrolls.
Refer to Payroll - UVA HR Tax Address Update Process [NAV7086P].
Both payrolls can be run simultaneously, and you can continue with other leave processes while these processes are running.
Refer to Payroll - UVA PAY Populate Annual Accruals Process [NAV7087P].
Refer to Payroll - Validating Timecards [NAV7001P].
Refer to Payroll - Transferring Timecards to BEE [NAV7002P].
Refer to Payroll - Validate BEE [NAV7008P].
Refer to Payroll - Batch Process BEE [NAV7084P].
10. Run the UVA PAY Assignments with Org Changes process.
Refer to Payroll - UVA PAY Assignments with Org Changes [NAV7093P].
11. Run the following reports in Discoverer:
12. Run the UVA OTM Standard Hours Exception Report.
Refer to Payroll - UVA OTM Standard Hours Exception Report [NAV7079P].
If there are time entry errors discovered during the validation process, goto task #13. Otherwise, goto task #17.
13. Identify the time entry errors.
Refer to Payroll - Finding Time Entry Errors [NAV7021P].
Refer to Payroll - UVA Time and Leave Summary Report [NAV7003P].
14. Contact Departmental Timekeeper for correction or correct time entry errors.
HRMS Timekeeper, HRMS Payroll Specialist
15. Correct time entry errors.
Refer to Payroll - Correcting Time Entries [NAV7022P].
16. Run the validation process again.
Goto task #9.
HRMS Payroll Specialist, HRMS Payroll Administrator
17. Run the process to disable appropriate responsibilities.
The responsibilities that must be disabled include the following:
Refer to Payroll - Disable/Enable UVA Responsibilities [NAV7056P].
You must run this process separately for each of the responsibilities.
18. Run the Hours Processed (Change Listing) report in Discoverer.
Total Hours Processed is a summary of the total hours processed in OTM and in BEE.
Hours Updated and Changed shows the difference between hours entered in OTM and hours in BEE by employee.
19. Process leave in the Integrated System.
Refer to Payroll UVA PAY Leave Processing (Request Set) [NAV7099P].
If any of the processes (except the Leave Reversion process) must be rolled back, run the Pay Element Recovery Process.
Refer to Payroll - Running the Pay Element Recovery Process [NAV7066P].
If the Leave Reversion process must be rolled back, contact the on-call ISDS developer, who will manually delete the records from the recovery table. The Payroll Specialist or Payroll Administrator must then manually return the employee elements back to their original state based on the output from the recovery process.
The UVA PAY Leave Processing Request Set consists of the following processes. Refer to the individual navigation instructions for the process, if it is necessary to run it manually.
This process verifies the available leave balances for each leave element processed and, if insufficient leave balances exist, implements the reversion process.
Refer to Payroll - Running the Leave Reversion Process [NAV7063P].
Refer to Payroll - UVA PAY LWOP Leave Adjustments Process [NAV7088P].
Review
the LWOP Leave Adjustments process and print the output for the
The Integrated System automatically calculates each employee at full-time. This process calculates the accruals of leave based on the FTE % for each employee.
Refer to Payroll - Running the Part-time Adjustment Accrual Process [NAV7060P].
This process checks for comp expiration dates and creates an element entry for expired comp.
Refer to Payroll - Running the Create Lost Leave Hours Process [NAV7064P].
This process check for Overtime Leave balances greater than 240 hours, and converts the leave to pay when necessary.
Refer to Payroll - Running the Overtime Leave Payout Process [NAV7065P].
A hard copy of the output will be sent automatically to the printer.
20. Run the standard payroll process.
Refer to Payroll - Running a Standard Payroll Process [NAV7011P].
21. Review the Payroll Process.
Refer to Payroll - Viewing Process-Level Results [NAV7005P].
22. Determine if there are any errors in the payroll run.
Errors in the payroll run will be indicated by a status of incomplete in the Process Level Results window.
If there are errors in the payroll run, goto task #23. Otherwise (i.e., there are no errors in the payroll run), goto task #25.
23. View Assignment-Level Results to look at the assignments that are in error.
Refer to Payroll - Viewing Assignment-Level Results [NAV7023P].
24. Roll back, correct errors, or retry the payroll process.
Refer to Payroll - Rollbacks [NAV7025P].
Refer to Payroll - Retries [NAV7026P].
25. Run the Payroll Activity report.
Refer to Payroll - Running the Payroll Activity Report [NAV7048P].
26. Run the UVA PAY Copy Bank Information process.
Refer to Payroll - UVA PAY Copy Bank Information [NAV7089P].
27. Run the UVA PAY Create Pay Method from AP process.
Refer to Payroll UVA PAY Create Pay Method from AP [NAV7028P].
28. Run the PrePayments process.
After the successful completion of a standard payroll run, the Prepayments process is run to distribute employees' pay to all the payment methods requested by employees.
Refer to Payroll - Running the PrePayments Process [NAV7013P].
29. Review the Prepayments Process.
Refer to Payroll - Viewing Process-Level Results [NAV7005P].
30. Run the process to create the UVA Pay Leave Balances table.
Refer to Payroll - Creating the Pay Leave Balances Table [NAV7070P].
This process feeds the Leave Balances Report in Discoverer, and can be run after each payroll or once after both payrolls are processed.
31. Review the UVA Pay Leave Balances table.
32. Run the standard payroll reports as necessary including:
Refer to:
HRMS Payroll Specialist, HRMS Payroll Administrator
33. Run the process to enable the responsibilities that were disabled in task #17.
The responsibilities that must be enabled include the following:
Refer to Payroll - Disable/Enable UVA Responsibilities [NAV7056P].
You must run this process separately for each of the responsibilities.
34. Run the UVA HR Move Employees to Inactive Payroll process
Refer to Payroll UVA HR Move Employees to Inactive Payroll [NAV 7029P].
Send the output from this process to the Records Group.
35. Run the UVA HR Terminate Employees in Inactive Payroll process.
Refer to Payroll UVA HR Terminate Employees in Inactive Payroll [NAV7030P].
Refer to Payroll - Running the NACHA Process [NAV7014P].
Refer to Payroll - Viewing Process-Level Results [NAV7005P].
Refer to Payroll - Running the NACHA Process [NAV7014P].
39. Run the UVA HR Wage Limit Exp Date Update Process.
Refer to Payroll - UVA HR Wage Limit Exp Date Update Process [NAV7090P].
40. Run the Check Writer process, including third party payments.
Refer to Payroll - Running the Check Writer Process [NAV7015P].
41. Review the Check Writer process.
Refer to Payroll - Viewing Process-Level Results [NAV7005P].
If there are errors on any of the checks, goto task #43. Otherwise, goto task #44.
Run the Void Check Payments process to void checks you have issued using the Oracle Check Writer process. You may need to do this if any checks are lost. The process does the following:
Refer to Payroll - Running the Void Check Payment Process [NAV7016P].
Goto task #40.
44. Run the Payment Register Report.
Refer to Payroll - Running the Payment Register Report [NAV7017P].
This report lists payment information for individuals who receive paper checks.
45. Run the Third Party Payment Register Report
Refer to Payroll - Running the Third Party Payment Register Report [NAV7091P].
Refer to Payroll - Running the Costing Process [NAV7018P].
This process creates a journal entry to send to the General Ledger.
47. Review results of the Costing process by running the Cost Breakdown Report.
Refer to Payroll Running the Cost Breakdown Report [NAV7073P].
48. Transfer costs to the General Ledger.
Refer to Payroll - Transferring Costs to the General Ledger [NAV7020P].
49. Review the Transfer process.
Refer to Payroll - Viewing Process-Level Results [NAV7005P].
50. Transfer the NACHA Files to the bank by running the UVA PAY NACHA File Transfer to Bank process.
Refer to Payroll - Running the NACHA Process [NAV7014P].
51. Run the Positive Pay Process and transfer the Positive Pay file to the bank.
Refer to Payroll - Running the Positive Pay Process [NAV7071P].
52. Run the UVA HR Final Process Ex-Employees process.
Refer to UVA HR Final Process Ex-Employees [NAV7092P].
53. Run the UVA PAY - FICA to HSF Outbound Interface process.
Refer to Payroll - Creating Outbound Interface Files for a Single Vendor [NAV7053P].
54. Run the External Archive Process.
For the Semi-monthly Paid Monthly (SMPM) payroll, run this process twice, once for each pay period, during the second payroll processing of the month.
Refer to Payroll Running the External Process Archive [NAV7041P].
55. Run the UVA Pay 3rd Party Earnings Statement Outbound Interface process.
Refer to Payroll - Creating Statement of Earnings Outbound Interface Files [NAV7072P].
56. Run the UVA PAY Create Payroll Absence Records process.
Refer to Payroll - Creating Payroll Absence Records [NAV7078P].
57. Run the UVA PAY Employee
Refer to Payroll UVA PAY Employee US Bonds Purchase File Process [NAV7104P].
58. Notify Payroll Specialist that Outbound Interface Files may be processed.
59. After Outbound Interface Files have been created and processed, notify General Ledger of transfer and amount.
Goto Payroll - Processing Outbound Interfaces [PRO7006P].
Effective: 09/03/04
Copyright 2004 University of Virginia and Oracle Corporation. All rights reserved.
Oracle® Tutor Copyright © 1997, 2009, Oracle. All rights reserved.
