Payroll Processing - DEQ

How to submit Payroll:

To send time sheet information from the agency to the State Controllers Office the Central Payroll Officer (CPO) will need to select 'Payroll Processing' from the left navigation. Once it has been selected the CPO will be able to view a payroll authorization form, that will allow the CPO to certify that the time entered is accurate and correct.
   
 

 

 
Payroll Processing Authorization Form
 
When the Payroll Processing button is pressed, the Central Payroll Officer (CPO) will get a payroll authorization form that displays with the following information:
  • Verbiage certifying time sheet accuracy per Idaho Code 67-20
  • Pay period, number of batches and hours to be uploaded
  • Generate Executive Time will generate time sheets for employees who are not required to submit a time sheet (time Sheet Required = N on their record)
  • Warning information about employees without time sheets and uncompleted time sheets.  All error and alert messages for generated time sheets will be displayed after Generate Executive Time is selected.
 
 
 
 
Send Emails
 
Send Emails is an option on the Payroll Authorization Form that allows a CPO to send e-mails to employees who have not completed a time sheet, approvers who need to take action on an employee's time sheet.  This process is used when a CPO is verifying the last few time sheets that may need attention.
 
If the time sheet and the employee's I-Time profile is marked for no time, an e-mail notify will not be sent.
 
Note:  This process uses a considerable amount of processing resources, therefore it should not replace the use of the reporting verification, but in conjunction with the Uncompleted/Not Processed Report.
 
The e-mail notify process will happen only when Send Emails is pressed.

 

 

When the 'Send Emails' option is used, e-mails will automatically be sent to the users indicated with the radio buttons, this e-mail is very generic, regardless of which option is checked.
 


 

 

For verification, a screen similar to the one shown below will be displayed.



 


 
Prior to submission, the payroll authorization form will indicate the following items:
 
Pay Period - Number - current payroll number
Pay Period End Date - current payroll pay period end date
Number of Batches - the number of time sheets in Awaiting Completion by CPO status (including all time sheets that were generated.)
Number of Employees - the number of employees with time sheets in Awaiting Completion by CPO status (including employees with generated time sheets.)
Total Hours - total hours coded for all time sheets in Awaiting Completion by CPO status (including all time sheets that were generated)
Send Emails - Email Employees, Email Approvers, and Email Employees/Approvers - sends email notifications to employees and/or approvers that have time sheets that need an action from them.
 
Warning Messages:

 

Found X employees without time sheets.

All profiles having NoTime = "Y" that do not have a time sheet with a status.

 

Found X uncompleted time sheets.

All time sheets having NoTime = "Y" that do not have status of "Awaiting Completion by CPO" or "Awaiting Release"

 

Found X time sheets or employee profiles marked for no time.

All profiles having NoTime = "Y".  Employees marked for no time are not required to submit a time sheet.

 

GEORGE WASHINGTON – 245 has missing cross walk data for roll up. PCA(s): XXXXX

PCA data will need to be updated on the PCA table or the employee's timesheet must be retrieved/corrected, submitted for approval, and reprocessed.

 

ABRAHAM LINCOLN – 245 has missing charge code data. Charge Code(s): XXX.XXX.XXXX.XXXX.XXX

The employees timesheet needs to be retrieved/correct, submitted for approval and reprocessed or the charge code table may need to be updated.


 
 
Generated Time Sheet Errors:

Unable to generate Time Sheet for XXX XXX. The employee does not have an active I-Time Profile.
This message displays when an active I-Time profile was not found for an employee with TSR = N. This could be due to a new profile not yet set up or because a termination processed and they now have a terminated I-Time profile. Once the termination has processed after payroll, the TSR indicator on their position is automatically updated to 'Y' and they will no longer have a time sheet generated for them.

 
Unable to generate Time Sheet for XXX XXX. The I-Time profile position effective date must be equal to or prior to the pay period begin date.
This message displays when the employee’s active I-Time profile has a position effective date that is greater than the pay period begin date of the current payroll. A time sheet must be created and submitted for the employee on their first payroll if the effective date is not a pay period begin date.

 
Unable to generate Time Sheet for XXX XXX. Employee profile must have Charge Codes selected. 
This employee is Time Sheet Required = N and is required to have default charge codes selected on their I-Time profile so a time sheet can be generated for them if one is not entered.

 
Unable to generate Time Sheet. Distribution for XXX XXX is in error. Employee profile must have valid distribution. This message displays when the charge code selected on the employee's I-Time profile is no longer valid. It must be updated to a valid charge code before a time sheet can be generated.
 
Comments - Field for any comments that should be documented on the Payroll Authorization.
Final/Correction - Final or Correction must be selected to indicate the type of time sheets being submitted. The difference in selection is informational only and does not affect anything.
 
Submission of Payroll Processing
 
When the 'Submit' button is pressed, the CPO's name and date are added to the authorization form as documentation to verify that the time entered or generated is accurate and correct.  All generated and approved time sheets will be sent to the State Controller’s office.

Payroll Information
Time sheets will not be locked to other users until the CPO presses the 'Submit' button. 
 
When processing payroll, the CPO will be able to add comments to the authorization and will select with a radio button if the upload is final, or a correction before they press the submit button.  Comments will only be saved if the submit button is pressed.  The ‘Final’ button should be used when all time sheets are ready to be sent.  The ‘Correction’ button is used after time sheets have been sent and additional time sheets need to be sent.  The correction button can be used for corrected time sheets or missed time sheets that were initially not sent.

When Payroll Processing is submitted

  • Time Sheet data is loaded to a SQL Table
  • Leave is Allocated and Distributions are rolled up into PCAs and Index's according to a crosswalk table provided by DEQ
  • SQL Table is updated with the allocated leave and the rolled up PCA's
 
Verifying Time Sheets 

Before the CPO processes payroll, there are a number of reports that can be used to determine; completed time sheets, time sheets with no signatures and uncompleted time sheets. 
 
Please see Reporting to see detailed information displayed in each report.
 
Note:  There is a brief period of time after the submit has been pressed by a CPO that the agency will be locked to new time sheet actions.  Actions that were started prior to the submit can be completed.  An example, the approver is in the review when the CPO does a submit, since they are already in this action they can approve one time sheet.  Other time sheets that are awaiting approval will be locked.  This process happens very quickly and probably will go unnoticed. The message you will receive when the agency is locked will say "Agency ### is currently locked by XXXX XXXX".
 
Batch Numbers - each time sheet will be assigned a batch number during the upload process for each agency on every payroll - they will not be issued to the employee or displayed on their profile.  Batch numbers will be displayed on the Archive Time Sheets and the Total Time Report after the time sheet has been uploaded.  The batch number will remain with the time sheet through the payroll process.  When the time sheet is retrieved for a correction and submitted again as a corrected payroll, it will keep its original batch number.
 
The time sheets that are 'marked for no time' will be deleted when the payroll processing is done for that pay period.
 
When there are no time sheets to process and the payroll processing has been submitted, a message will display that says "There are no Time Sheets available for Authorization".