PY - Payroll Calculation and Confirmation Processes - On-Cycle

GENERAL DESCRIPTION:

Calculating and confirming checks in HRS is a Payroll operational function involving manual and automatic processes that are internal to UWSS Service Operations. HRS - Payroll is a system that determines earnings, deductions, taxes, and net pay for all employees who have pay earnings in the specified pay period. On average, each pay period (2 biweekly and 1 monthly) processes about 40,000 paychecks.

There are several preliminary operational tasks that are conducted by all UWSS Service Operations staff to ensure the correctness of the paychecks which include payline adjustments and error resolutions.

The payroll process consists of preliminary batch jobs (compiled coding) that are 4-5 nights in a payroll processing week. On the final day of the payroll, usually Thursday, there are final calculation, confirmation, and post confirm jobs that are run. The Payroll team utilizes the payroll query checklist to resolve any outstanding errors that arise. Once the final calculation process has completed without any errors, the confirmation process can begin. Confirmation finalizes the calculated paycheck, so employees receive either a direct deposit or paper check. Once the payroll has confirmed, there are a series of post-confirm jobs that are run primarily for reports.

Nearly all of these jobs are executed by a batch processing tool, which include reports that campuses receive on those employees paid and the prenote files for direct deposit data to US Bank.

PROCESS CONSIDERATIONS:

You may click on the links below to navigate directly to a section:


PROCEDURE STEPS:

Preliminary Operational Tasks

During the payroll week UWSS Service Operations staff will enter in deductions, leave payouts, and other adjustments to the pay periods as well as fix exceptions, omissions, and errors (pay, benefits, leave, time and labor). Below is a typical week of tasks per day.

Monday – Thursday:  UWSS Services Operations staff will check the calculation errors from the previous night’s preliminary process and make appropriate fixes.  Payroll staff will check the log files for the “orphan” process from the previous night to see if there are any anomalies that need to be fixed (e.g. blank department ID).

Tuesday:  The deadline for campuses to submit requests (via WiscIts) to add paylines to the pay period is 4:30 pm.  Payroll staff will mass upload the requested payline adjustments into HRS.

Wednesday:  FICA processing is initiated in HRS in the late afternoon after campuses submit their spreadsheets.  In addition, Payroll staff manually add payline adjustments to employee checks that failed to load in the Tuesday night payline load.

Thursday:  Several audits are run in the morning before the noon deadline for final calculation and confirm.

Every night for Payroll, there are 4 jobs scheduled for prenote (direct deposit data), calculate retro payments, addl pay load, and load work study award data.


Preliminary Payroll Processes

There are two different streams of job processes for the biweekly-paid and the monthly-paid employees.  There are similarities but also important differences between the two.

Biweekly Preliminary Payroll

Biweekly payroll processing usually begins on the Sunday night of the payroll week through Wednesday (with the final calc/confirm on Thursday).  Key data for biweekly employees is the data from time and labor.

Sunday:  The nightly processes load Absence data into the Time and Labor module before the Payroll jobs start.  The first job loads in the data from Time and Labor and creates paysheets.  Subsequently, a preliminary payroll calc will run which calculates the pay check for the employees.  Two reports are generated, the payroll edit report and the payroll error message report.  There are also two runs of the addl pay load job to ensure all approved addl pay records will load appropriately to employee paychecks.

Monday: The first job creates paysheets for leave payouts for terminated employees, then there is the time and labor load into paysheets (loading any newly approved time), followed by the preliminary calc and reports as above.

Tuesday:  This is a big night of processing as paylines are loaded from the custom payline page, as well as calculated retro pay, benefits prepay and retro deductions are all loaded to paysheets. 

Wednesday: This night is very similar Monday night's processing except that a payroll "calc all" also runs, which re-processes all employee paychecks.

Monthly Preliminary Payroll

Monthly payroll processing usually begins on a Friday night, skip Saturday night, and continue Sunday through Wednesday nights (with the final calc/confirm on Thursday).

Friday: The first process creates paysheets for the pay period for active employees.  Any absence management overtakes (leave without pay) are loaded into the paysheets followed by a payroll preliminary calculation and the reports (payroll edit and payroll errors). There are also two runs of the addl pay load job to ensure all approved addl pay records will load appropriately to employee paychecks.

Sunday and Monday:  The same processes run both nights.  The same types of processes are run to create new paysheets, load deductions, absence takes, run the preliminary calc and reports.

Tuesday: This night has many processes running which include creating paysheets, pushing paylines from the custom payline page, absence LWOP takes, loading prepay deductions, and loading various retros to the paysheets. 

Wednesday: This night is similar to Sunday and Monday nights' processing except that a payroll "calc all" also runs, which re-processes all employee paychecks.


Final Calculation and Confirmation

Like the preliminary payroll processes, the final calculation and confirmation is similar for the biweekly and monthly paid employees but there are key differences.  Both types are manually monitored and run by UWSS Service Operations payroll staff usually at noon on Thursdays.  The monthly final calc and confirm payroll week is usually between the two biweekly weeks.  Exceptions are in the Payroll Calendar.

Biweekly Final Calculation and Confirmation

The first process loads all employees' time to payroll.The 11 am Time Admin jobs need to finish first. Time and Labor and Absence then check their entries after which Payroll runs the addl pay load and the first preliminary calculation.  If there are no errors or modifications needed, the payroll team continues the remainder of the process which includes parking/transit monthly limit monitoring, earnings code swap, another preliminary calculation. After those jobs, if there are no errors, the final calc and confirmation processes are run.

Automated, post confirmation jobs follow the final confirmation.These are primarily reports, some of which are sent to Cypress.  Two of the more important post confirm jobs are the earnings extract which populates the Earnings Statement and the Bank Files.

Monthly Final Calculation and Confirmation

The first process loads all employees' absence overtakes (LWOP) for the month of the payroll followed by the addl pay load and a preliminary calculation.  If there are no errors or modifications needed, the payroll team continues the remainder of the process which includes parking/transit monthly limit monitoring, earnings code swap, another preliminary calculation.  After those jobs, if there are no errors, the final calc and confirmation processes are run.

Automated post confirm jobs follow the final confirmation.  These are primarily reports, some of which are sent to Cypress.  Two of the more important post confirm jobs are the earnings extract which populates the Earnings Statement and the Bank Files.


ADDITIONAL RESOURCES

Related KBs:

Related Links: