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