Bi-Weekly Payroll Process

The Bi-Weekly payroll process provides guidelines on the

BI-WEEKLY PAYROLL PROCESS

For University Staff and Student Hourly appointments

The following refers to business days; weekends are not counted within payroll processes.

 

Payroll Coordinator:  To ensure that payroll processes and payroll deadlines are being adhered to; to assist supervisors with payroll processes and questions.  To run reports and respond to any discrepancies or errors shown on reports.  To respond to questions and issues regarding payroll as they arise. To work with Office of Human Resources and/or Service Center (System Payroll Experts) as appropriate when and where necessary.  To ensure year-end payroll issues are taken care of. 

 

Supervisor: To ensure time and absence requests are entered accurately and timely, to approve time, absence requests, and exceptions as appropriate.  To ensure deadlines are met and to work with payroll coordinator on any questions about payroll and on any unique situations.  To work with staff to resolve any issues as soon as possible as they surface.  To assist with any year-end payroll tasks.

 

Staff: To accurately and timely enter absence requests and time sheet information.  To communicate with supervisors any issues or problems with their time immediately upon discovering issues. To keep track of their leave allocations and balances. 


Supporting documents can be found here. Bi-weeklypayrollsupportingdocuments


 Day 1 (Friday)

Step 1: PAYROLL COORDINATOR: Send email to university staff members and students as a reminder to submit time and absences. Typically this is done 1.5 to 2 business days before supervisor approvals need to occur.

Step 2: PAYROLL COORDINATOR:  Review Payroll Calendar from the HRS Administration page to be aware of the Final Calc date.  Final Calc usually occurs on Thursday at noon but there are times where final calc happens on Wednesday.

Day 2 (Monday)

Step 1: PAYROLL COORDINATOR: Remind supervisors that student hours should be entered.  Ensure University Staff time is entered.

             SUPERVISOR: Ensure University Staff time is entered. 

Step 2: PAYROLL COORDINATOR: Runs and reviews TL Exception Query and sends exception emails to the SUPERVISOR.  Exceptions are created for time which meets specific criteria, such as a punch reporter with a missing OUT punch or a punch reporter with reported hours for a shift greater than 12 hours. Please view this link on how to Review and Approve Exceptions.

Step 3: PAYROLL COORDINATOR: Runs and reviews Duplicate Time query and sends duplicate time email to the SUPERVISOR and PAYROLL COORDINATOR of the other Department. Duplicate time identifies employees with multiple jobs where reported time overlaps for a specific time period for those jobs. 

             SUPERVISOR: Work with student to resolve the conflicting work hours and respond to PAYROLL COORDINATOR with updates.

Step 4: PAYROLL COORDINATOR: Sends approval emails to the SUPERVISOR. Approval emails remind SUPERVISORS to review time entered by an employee and approve time or work with an employee to correct time submitted when necessary. This includes ensuring that all full-time staff has submitted 40 hours for each week worked. For students, SUPERVISORS need to ensure that students do not work over 25 hours a week. Please view this link on Time and Absence Dashboard for assistance.

Day 3 (Tuesday)

Step 1: PAYROLL COORDINATOR: Runs and reviews TL Exception Query and sends exception emails to the SUPERVISOR.  Exceptions are created for time which meets specific criteria, such as a punch reporter with a missing OUT punch or a punch reporter with reported hours for a shift greater than 12 hours. Please view this link on how to Review and Approve Exceptions.

Step 2: PAYROLL COORDINATOR: Runs and reviews Duplicate Time query and sends duplicate time email to the SUPERVISOR and PAYROLL COORDINATOR of the other Department.  Duplicate time identifies employees with multiple jobs where reported time overlaps for a specific time period for those jobs. 

             SUPERVISOR:  Work with student to resolve the conflicting work hours and respond to PAYROLL COORDINATOR with updates.

Step 3: PAYROLL COORDINATOR: Reviews Underpaid report (email from UWSC Communications) and works with SUPERVISOR or the employee to address the issue.

Step 4: PAYROLL COORDINATOR: Runs and reviews Pending Absence Approval and Needs Approval queries and sends out the last of the approval emails.

             SUPERVISOR: Should review and approve outstanding time and absences.  Please view this link on the Time and Absence Dashboard for assistance.

Step 5: PAYROLL COORDINATOR: Runs and reviews Payroll Edit Reports (Cypress and Business Intelligence/OBIEE) and the Active Employees Report (Business Intelligence/OBIEE) to ensure all active university staff members are paid. 

Day 4 (Wednesday)

Step 1: PAYROLL COORDINATOR: Runs and reviews Pending Absence Approval, Needs Approval, and TL Exception queries.  Follows up with SUPERVISOR to get time and absences approved.

     SUPERVISOR: Work with employee/PAYROLL COORDINATOR to resolve any issues.

Step 2: PAYROLL COORDINATOR: Runs and reviews Payroll Edit Reports (Cypress and Business Intelligence/OBIEE) and the Active Employees Report (Business Intelligence/OBIEE) to ensure all active university staff members are paid.

Step 3: PAYROLL COORDINATOR: Runs and reviews Total 80 Report, Duplicate Time query, and checks Underpaid report to ensure all time is entered.

 Day 5 (Thursday)

Step 1: PAYROLL COORDINATOR: Runs and reviews all queries and reports (Total 80, Duplicate Time, Pending Absence Approval, Needs Approval, TL Exception) and resolve any issues.

Step 2: PAYROLL COORDINATOR: Runs and reviews Payroll Edit Reports (Cypress and Business Intelligence/OBIEE) and the Active Employees Report (Business Intelligence/OBIEE) to ensure all active university staff members are paid. 

ALL SUBMISSIONS ARE FINAL AT 11AM SHARP.  FINAL CALC BEGINS AT NOON.
Note: Final Calc may be a Wednesday.  Refer to the Payroll Calendar in the HRS Administration page.




Keywords:Bi-weekly; Payroll process, Exceptions, Duplicate time, Approvals, Payable Time   Doc ID:82205
Owner:Aaron M.Group:Division of Diversity, Equity & Educational Achievement
Created:2018-05-11 12:10 CDTUpdated:2019-09-04 12:41 CDT
Sites:Division of Diversity, Equity & Educational Achievement
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