(NEW LAYOUT)

Purpose:  The agency CPO is responsible for processing payroll for their entire agency.   I-Time CPO's will have the 'Payroll Processing' option where they can process payroll or view authorizations.  Prior to processing payroll, there are specific reports that can be used to view completed time sheets, time sheets with no signatures, and uncompleted time sheets.  These reports are located under View/Print Reports in I-Time.     

Payroll Processing

When 'Payroll Processing' is selected in I-Time, a Payroll Authorization form will open displaying:

• Verbiage certifying time sheet accuracy per Idaho Code 67-2012
• Pay Period - Number, Pay Period End Date, Number of Batches, Number of Employees and Total Hours to be uploaded.
• 'Send Emails' option.
• Warning information about employees without time sheets, uncompleted time sheets, and time sheets or employee profiles marked for no time.

Note:  Time sheets that are 'marked for no time' will be deleted when payroll processing has been completed for that pay period.

When the CPO is ready to submit their agency Payroll Authorization, Form select 'Submit' at the top of the authorization.  Submit acknowledges that the CPO certifies the time entered for all employees is accurate and correct.        
 

After submit is selected, the CPO's name, agency, and date/time are added to the authorization form.

Send Emails

When a CPO is verifying the remaining time sheets that may need attention the 'Send Emails' option allows a CPO to send an e-mail to employees who have not completed a time sheet, Approvers who have not taken action on an employee's time sheet, or Reviewers and Time Entry Assistants (TEAs) with time sheets that require their attention.  If an employee's time sheet and I-Time profile are marked for no time, an e-mail notification will not be sent.  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 ProcessedReportUncompleted/Not ProcessedReport.

Note:  The 'Send Emails' selection will not be displayed if there are no outstanding time sheets. The Department of Transportation, Agency 290 does not utilize the 'Send Emails' option.

The e-mail notify process only occurs when 'Send Emails' is selected.  When the 'Send Emails' option is utilized, e-mails will automatically be sent to the users indicated with the radio button options below.

Example Email:

After 'Send Email' has been selected, an image similar to the one shown below will be displayed.

View Authorizations

When 'View Authorizations' is selected, a screen similar to the one shown below will be displayed.

• Select Pay Period:  Only one pay period can be selected at a time.  The authorization form defaults to the current pay period. However, any pay period can be selected. Information can be retrieved from the current and prior six month archive. 
• The following information will be displayed for authorizations for the pay period selected: Pay period, agency, create date, and status.
• If the status of the form is 'Awaiting Release' the create date will reflect when the payroll was submitted.
• If the status of the form is 'Archived' the create date will reflect when payroll was uploaded by the State Controller's Office.
• The available authorizations will be displayed by pay period.
• Select the blue pay period number to open the payroll Authorization Form for a specific date.
• The authorization form will display the pay period number, pay period end date, number of batches that were submitted, number of employees and total hours submitted.
• Note: The number of employees can be different from the number of batches if an employee has time sheets processing for multiple positions.