auditing time & labor features and processes to help you resolve issues & ensure compliance

Auditing Time & Labor

Features and Processes to Help You Resolve Issues & Ensure Compliance

Objectives

Review Time & Labor featuresPayable Time SummaryAudit Elapsed TimeAudit Punch TimeReview PaycheckLeave Accrual Balances

Objectives

Discuss common issues & resolutionOver-accrual and over-paymentUnder-accrual and under-paymentPayroll adjustments

Highlight adjustment formsPrior 60-day request form (Payroll)Balance adjustment form (HR)

Hold open forum to discuss Time & Labors issues and concerns

Payable Time Summary & Detail

NavigationManager Self Service > Time Management

Home > Payable Time Summary

PurposeReview weekly time and leave entriesConfirm payrollSolve problems!

John Doe 22223333

Shortcut to Details

John Doe 22223333

John Doe 22223333

Audit Punch Time Feature

NavigationTime and Labor > Review Time > Audit

Punch Time

PurposeDetail view of time entryWho entered the time (punch) and when?

A=Add

D=Delete

C=Change

This person entered the punch on this day

and time

Audit Elapsed Time Feature

NavigationTime and Labor > Review Time > Audit

Elapsed Time

PurposeDetail view of leave entryWho entered the leave and when?

Audit Elapsed Time works just like Audit

Punch Time!

Review Paycheck Feature

NavigationNorth American Payroll > Payroll

Processing > Run Payroll > Review Paycheck

PurposeReview employee’s paycheck to see how

s/he was paid (regular time, vacation, sick, LWOP, etc)

CHECK

12341234 Smith, John

Notice “Y” versus “N” and “Advice” versus “Check”

Y

John Doe22223333Click on

“View All” when there

is more than one record

Leave Accrual Balances Feature

NavigationBenefits > Manage leave accruals > Review

Accrual Balances

PurposeReview leave plan usage, balance, and

service hours to diagnose problems

John Doe22223333

Reflects how many hours the employee will

be paid in the pay period after the accrual

date; thus, it also reflect the hours used

in leave accrual

Unprocessed Data -

reflects leave transaction that occurred within the pay period

after the accrual date

Service Hours reflect collectively how many hours the employee was paid since

6/18/04 or when the employee started after implementation; thus, it also

reflects the number of hours used in leave accrual

Common Problems

Over-accrual and over-paymentUnder-accrual and under-paymentPayroll adjustments

Helpful handoutsQuery results (generated from Central

Leave)Service Hours spreadsheet

Query Results – Accrual Errors

Helps solve over-payments, under-payments, dual employment issues, etc…

Accrual Date = Pay Period Ending Date

Exempt, Jane22335644Administration

Administration

Administration

Administration

Nonexempt, Debra44552233

Exempt, Jorge75521122

Nonexempt, Farouk55551212

Job TitleDept ID

Service Hours Calculations

Pay Period

Pay Period

FTE

Service Hours

FTE

Service Hours

FTE

Service HoursStart Date End Date 0.5 0.75 1.00

06/18/04 07/01/04 1   40   60   80

07/02/04 07/15/04 2   80   120   160

07/16/04 07/29/04 3   120   180   240

07/30/04 08/12/04 4   160   240   320

08/13/04 08/26/04 5   200   300   400

08/27/04 09/09/04 6   240   360   480

09/10/04 09/23/04 7   280   420   560

09/24/04 10/07/04 8   320   480   640

10/08/04 10/21/04 9   360   540   720

10/22/04 11/04/04 10   400   600   800

11/05/04 11/18/04 11   440   660   880

11/19/04 12/02/04 12   480   720   960

12/03/04 12/16/04 13   520   780   1040

12/17/04 12/30/04 14   560   840   1120

12/31/04 01/13/05 15   600   900   1200

Saves time when using the Leave Accrual Balances feature!

Over-accruals & Over-payments

Leave is often entered and then not reduced when the employee works more regular hours than normal

Example #1: Jane Exempt Use “Review Paycheck” and “Leave Accrual

Balances” for detail

The Fix: Change directly in elapsed/punch time *or* complete form and submit to payroll if over 60 days

Jane Exempt22335644

Service Hours should read “1680” for 4/7/2005 (use the

spreadsheet to confirm numbers)

How would you fix this issue?

Jane Exempt 22335644

Over-accruals & Over-payments

Example #2: Debra Nonexempt Use “Review Paycheck” and “Leave Accrual

Balances” for detail

Debra Nonexempt44552233

Expanded Paycheck Screen for Nonexempt

Employee

Service Hours should read “1680” for 4/7/2005 (use the

spreadsheet to confirm numbers)

How would you fix this issue?

Debra Nonexempt 44552233

Under-accruals & Under-payments

LOA’s, failure to enter sick, vacation, or regular pay are common causes Example #1: Jorge Exempt

Use “Review Paycheck” and “Leave Accrual Balances” for detail

The Fix: Change directly in elapsed/punch Time *or* complete form and submit to payroll if over 60 days

Jorge Exempt75521122

Jorge Exempt 75521122

Service Hours should read “1680” for 4/7/2005 (use the

spreadsheet to confirm numbers)

Is there a problem here?

Under-accruals & Under-payments

Example #2: Farouk Nonexempt Use “Review Paycheck” and “Leave Accrual

Balances” for detail

Farouk Nonexempt55551212

Farouk Nonexempt 55551212

Service Hours should read “1680” for 4/7/2005 (use the

spreadsheet to confirm numbers)

Is there a problem here?

Payroll Adjustments

Incorrect pay check needs to be corrected Example: Steve Nonexempt

Use “Review Paycheck” and “Leave Accrual Balances” for detail

The Fix: Change directly in elapsed/punch Time *or* complete form and submit to payroll if over 60 days

Steve Nonexempt33332222

Steve Nonexempt 33332222

Service Hours are off by 8 hours

Steve Nonexempt 33332222

Adjustment corrected the service hours

Double Check Payroll Adjustments

A quick check of the screens can ensure all the data is listed correctly after the payroll adjustment Example: Carla Nonexempt

Carla entered sick leave without reducing time worked, leading to an over-payment

Carla Nonexempt77778888

How should we fix this issue?

Prior 60 Day Request Form

Form for payroll to make adjustments to pay and leave

Examples:Overpayment (Jane Doe) Incorrect TRC used (John Doe)PeopleSoft system error (Gina Doe)

Prior 60 Day Form versus the Balance Adjustment Form – how are they different?

Paylist

What is it?Delivered report from Enterprise Reporting Indicates employee compensation for

current pay period, including:Employee’s name and UFIDHourly rateEarnings codeTotal earnings hoursTotal gross and net pay

Paylist

Why use it?Verify current employees are compensated

correctlyEnsure terminated employees are no longer

receiving compensation

Paylist

When & where can I obtain it?Preliminary Report:

Wednesday prior to end of pay periodEnterprise Reporting > Access Reporting >

Human Resources Information > Pay Information > Current Pay Cycle > Delivered Payroll Paylist Reports > Preliminary Payroll Listings > Click on the report for your VP area

Paylist

When & where can I obtain it?Final Paylist:

Monday following the end of pay periodEnterprise Reporting > Access Reporting >

Human Resources Information > Pay Information > Current Pay Cycle > Delivered Payroll Paylist Reports > Final Payroll Listings > Click on the report for your VP area

Paylist Pay Check Number

Employee ID

Check Dept

Earnings Dept

Paycheck Status

Name

FTE

Dates

Hourly Rate

Earnings Code & Hours

Dollar Amounts (Gross, Taxes,

Deductions, & Net Pay)

Segregation of Duties

Issued in Deans, Directors, & Department Heads Memorandum (DDD) on May 31, 2006

If possible, segregate duties such that job action (ePAF) approvers and time/labor approvers do not have access to payroll checks

Segregation of Duties

When segregation of duties and role conflicts cannot be avoided, establish compensating controls Independent, documented review of the

paylist (print, secure review & approval, archive approved paylist)

Open Lab

Auditing Your Employee Records

Open Lab

Using the query results, find your records Review the data – what’s is going on? Log into the production system – myUFL Use the tools to diagnose problems

Payable Time Summary Audit Elapsed Time Audit Punch Time Review Paycheck Leave Accrual Balances

Reminders

Review and update your instruction guides Please read the Leave Update newsletter &

InfoGator for Administrators Visit Central Leave’s website:

www.hr.ufl.edu/_newsite/policies/default.htm#leave

Keep working with supervisors and managers to review and approve time and leave on a regular basis

Auditing Time & Labor

Central Leave is here to help you!

392-5732