Title: Payroll for Managers Training
1Payrollfor ManagersTraining
2Presented By
3Diagnostic 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.
4Diagnostic 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.
5TRAINING 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.
6Employee 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
7Diagnostic Questions
Have you delegated authority to lock in employee
time? YES NO
8Diagnostic Questions
What concerns or questions do you have about
delegating the time lock process?
9Delegating 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.
10How 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
11(No Transcript)
12(No Transcript)
13Locking 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)
14Verification 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
15(No Transcript)
16(No Transcript)
17(No Transcript)
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!!!
19Shift 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
20Payroll 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
21Overtime
- 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.
22Employee 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.
23When 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
24Things 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.
25Things to be Aware of
- Open Enrollment is every October.
26PAYROLL FAX NUMBER 503-378-8404
27Available Resources
- Payroll Staff Listing See Web site.
- Financial Services Web Page.
- http//www.dhs.state.or.us/admin/payroll/
- Other Payroll Services (see handout).
28Questions and Answers