How to submit Payroll:
To send time sheet information from the agency to the State Controller's Office the Central Payroll Officer (CPO) will need to select an option from 'Payroll Processing' on the left navigation.
Week 1 Internal Approval
Week 1 internal approval is to be used when all time sheets for the first week have a status of 'Week One Approved'. DOL will process time sheets for week 1 internally and time sheets will not be submitted to SCO for processing. Time sheets for week 1 will no longer have the edit capability.
When the week 1 internal approval button is pressed, the Central Payroll Officer (CPO) will get a payroll authorization form that displays the following information:
Set Week One As Completed
'Set Week One as Completed' allows the CPO to lock week 1 and change time sheet statuses to draft. 'Set Week One as Completed' can be done multiple times without impacting time sheets that already have week one locked.
Week 2 Payroll Processing
Week 2 payroll processing is to be used when time sheets are ready to be submitted to the State Controller's office. Distribution roll up and leave allocation happens during this process.
When the week 2 payroll processing button is pressed, the Central Payroll Officer (CPO) will get a payroll authorization form that displays the following information:
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
Work Week – work week to be processed
Total Week Hrs – total number of hours to be processed for the week
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)
Set Week One As Completed – Allows the CPO to lock week one on time sheets and set time sheets to draft status.
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.Found X uncompleted time sheets.Found X time sheets or employee profiles marked for no time:All profiles having NoTime = "Y" that do not have a time sheet with a status.All time sheets having NoTime = "Y" that do not have status of "Awaiting Completion by CPO" or "Awaiting Release"
Found X employees without time sheets.
Found X uncompleted time sheets.
Found X time sheets or employee profiles marked for no time:
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 Week 2 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 approved time sheets will be sent to the State Controller's office.
Payroll Information
Time sheets will not be locked, except for week one, 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.
Distribution Roll Up
When DSP uploads time sheets, all distributions (selected and allocated) will be rolled-up into defaulted PCAs according to a crosswalk table provided by DOL. The distribution roll up will be displayed at the bottom of the time sheet.
Leave Allocation
Leave allocation is done when week 2 payroll processing is submitted. Please see Leave Allocation for detailed information.
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 submit has been pressed by a CPO that the agency will be locked to new time sheet actions. Actions that were started prior to submit can be completed. An example, the approver is in the review when the CPO does 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".