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Payroll for Managers Training

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Internal Leave Calendar or - Other method(s) of recording time. ... Tell Payroll contact about Retirements and Terminations well before last day worked. ... – PowerPoint PPT presentation

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Title: Payroll for Managers Training


1
Payrollfor ManagersTraining
2
Presented By
  • DHS Payroll

3
Diagnostic Questions
How long have you been approving employee
time? A Never B Less than 1 year C 1 to
2 years D Since the earth cooled.
4
Diagnostic Questions
How long have you been locking employee time? A
Never B Less than 1 year C 1 to 2 years D
Since the earth cooled.
5
TRAINING OBJECTIVES
  • Know the expectations for verification and
    locking of employee time.
  • Be able to delegate Time Lock Authority.
  • Be able to access the Time Lock Screen (P006)
    verify / lock an employees time.
  • Know the available Payroll Resources.
  • Know when to contact Payroll.
  • Know the Payroll retention time.

6
Employee TimeVerification Locking
  • Managers are responsible for ensuring employees
    time is correct locked monthly.
  • Refer to current policy included in your
    handouts. Policy is on the Financial Services
    website
  • http//www.dhs.state.or.us/policy/admin/fs/04
    0_007.htm

7
Diagnostic Questions
Have you delegated authority to lock in employee
time? YES NO
8
Diagnostic Questions
What concerns or questions do you have about
delegating the time lock process?
9
Delegating Time Lock Authority and How to Obtain
Access
  • Time lock authority can only be delegated to a
    management service employee.
  • You can however, delegate the review process for
    comparison of leave taken.
  • To obtain access to the P006 screen provide
    Payroll with a current listing of employee(s)
    name and employee identification number (begins
    with OR) for which you have management
    responsibility.

10
How to Verify and Lock an Employees Time
  • Gather all recorded leave and overtime
    information including
  • - DHS 46
  • - Internal Leave Calendar or
  • - Other method(s) of recording time.
  • Log into DHS or DAS for Mainframe Access.
  • Access P006
  • - P006, Your SSN, Agency , Lock Code, Enter
  • Practice Locking Time

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13
Locking Codes
In Verify Time Field L Locks the timesheet,
then moves on to the next timesheet B
Bypasses to next employee U Unlocks the time
sheet (U, enter, U enter needs to be done
twice)
14
Verification Information
Lower Right Corner Information Y (Blank)
Timesheet Unlocked, not touched by employee Time
entered by system forecast Y (YYMMDD)
Timesheet unlocked, last touched by employee on
date showing L(YYMMDD) Timesheet locked, date
shown
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18
Key Locking Points
Regular Leave w/o Pay Forecast
( for part time employees) Regular hours can NOT
exceed forecast hours. Work schedule changes
when a month ends in midweek. BEWARE of
holidays!!!
19
Shift Differentials
  • Employees salary range 22 and below are eligible
    to receive a shift differential pay if they work
  • Prior to 600 a.m.
  • After 600 p.m.
  • Saturday or Sunday

20
Payroll Deadlines and Retention Schedule
  • Retention Schedule All payroll documentation
    including
  • - Leave Requests Calendars
  • - Time Sheets
  • - All Other Payroll Documentation
  • This information must be retained in a central
    location for 4 years.
  • Payroll Deadlines
  • http//www.dhs.state.or.us/admin/payroll/deadlines
    .htm

21
Overtime
  • Payment for overtime will be included in the
    employees next paycheck, unless the time is
    entered after payroll cut off.
  • Employees can be compensated with pay or
    compensatory time off.
  • Compensatory time cant exceed 80 hours per
    employee.
  • Employees can request a comp time payoff but may
    not exceed one request per quarter.

22
Employee Overpayments
  • Overpayments that result from time being
    forecasted for purposes of payroll are recovered
    from the employees next paycheck.
  • Overpayments created by an administrative error
    are recovered at 5 of the employee gross rate of
    pay.

23
When to Contact Payroll
  • Final Checks (including Employee Terminations,
    Retirements, Transfers)
  • Pay Advances
  • Employee Wage Garnishments
  • Employment Verifications
  • Leave Without Pay
  • Employees on FMLA / OFLA Leave

24
Things to be Aware of
  • Enroll new employees in Netlink training within
    30 days of hire. Make sure they have the basic
    concept of entering their time upon hire.
  • Inform Payroll of schedule changes
  • Tell Payroll contact about Retirements and
    Terminations well before last day worked.

25
Things to be Aware of
  • Open Enrollment is every October.

26
PAYROLL FAX NUMBER 503-378-8404
27
Available Resources
  • Payroll Staff Listing See Web site.
  • Financial Services Web Page.
  • http//www.dhs.state.or.us/admin/payroll/
  • Other Payroll Services (see handout).

28
Questions and Answers
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