Payroll Procedures
All references to days in process steps below relate to dates found in above payroll schedules.
State Payroll W2s
When employees paid via State Payroll request a reprint of their W2, this is handled via request through the State's Secure Portal to State Payroll. Note: State Payroll mails W2 reprints every Wednesday, only.
- Payroll employees are to download the appropriate template (300 for multi year requests, 299 for previous year) from the HR/Payroll group OneDrive folder and completes the information.
- Each request should be saved by employee name in the "Submitted Requests" folder.
- Payroll employees then send by email in the States Secure Portal to Nelia Benevides at [email protected].
Internal Payroll W2s
When employees paid via CCRI's internal payroll request a reprint of their W2, this is handled via banner PEIETOT.
- Input the employee's banner ID and year requested and click "go."
- Click "Retrieve."
- Select the W2 for the year requested.
- Click Export, and select "Use PDF Format."
- Click Export
- Save W2 in OneDrive folder: Payroll Processing_2021> Z-W2 Reprints > Internal Reprints
- Employee must be called and asked to verify security questions (last 4 of SSN and DOB) prior to sending to them.
- If they request to be emailed, it must be sent to them securely, using [SECURE] in the subject line.
State Payroll Paystub Reprints
Internal Payroll Paystub Reprints
- Internal Payroll (MN/PT/ST) paystubs are maintained in IntelleCheck
- Note: when working remote, payroll employees must be logged into VPN to access IntelleCheck.
- Select "Reprocess" and login using CCRI credentials when prompted (connection should be PROD(Intellecheck))
- In the Reprocess Screen:
- Select appropriate payroll from dropdown
- Input date range needed
- Input Payee Name (%last name%)
- Click "Next"
- Select appropriate payments for paystub reprocessing and click "Next"
- Enter a reason for reprocessing (Employee request)
- Check "Print file copies of direct deposits"
- Select "Microsoft Print to PDF"
- Check "Create PDF of file copies" and select "Individual File(s)"
- Click "Process"
- Save the files in Payroll network shared drive
Once the above steps are complete, they may be sent to the employee via [SECURE] email after first confirming with them basic scurity informaiton including last 4 digits of SSN and their DOB.
CALCULATION OF PROJECTED LEAVE BALANCES
Projected leave balances are calculated when an employee terminates so that CCRI HR can inform State HR, what the employee is eligible to recieve for payout. They are calculated and kept in the HR/Payroll Group OneDrive Folder.
- HR notifies Payroll of pending terminations via email, they are found in the payroll inbox in Pending Terminations folder.
- To identify the last pay period employee accrued leave, Payroll runs report in ARGOS: PRODUCTION>Payroll>Leave Accruals using employee's banner ID and current calendar year.
- If Termination date falls in a pay period that is beyond those that are currently
processed, projections are necessary. Accruals for each pay period are indicated on
the Leave Accruals Sheet, organized my employee Leave Category.
- An employee's leave category can be seen by viewing their PEALEAV record in Banner.
- Payroll creates a new Projected Leave Balances form from the template for each employee termination, and inputs the information as outlined.
- Payroll shares information with HR.
CALCULATION OF RETRO PAYOUTS
CCRI calculates the amount of retro payout for leave balances when it is time to do so. They submit a Payroll Adjustment Report to State Payroll for approval. Once approved, retro payouts are posted in the State Payroll System.
- Payroll inputs data for retro payouts into the Retro Payout Calculator Form.
- Prior to dates when retros are sent to State Payroll for approval, payroll populates the Payroll Adjustment Report for each employee.
- Each Payroll Adjustment Report should be saved as a PDF in the folder "1. Payroll Adjustment Reports_PENDING,"
CLASSIFIED TIME ENTRY
- On the date employees are to submit their timesheets, payroll emails all classified employees, reminding them to do so according to approrpiate timeline.
- Payroll forwards email to all supervisors of classified employees, asking they ensure time is reported correctly, accurately and is approved on time.
- At noon, on the date processing begins, payroll downloads the following report from ARGOS: PRODUCTION>Payroll>Classified Timesheets - Single Line (Peter B.)
- Any supervisors who have yet to approve timesheets should be reminded to do so ASAP.
- On processing date, Payroll logs into the state system and enters any exceptions.
- Once exceptions are entered, Payroll notifies controller to sign off on State Payroll.
RETROS
On the second Thursday of the pay period, Payroll sends pending Payroll Adjustment Reports to State Payroll (see "Calculation of Projected Leave Balances and Retro Payouts" process).
- As retros are calculated and Payroll Adjustment Reports are created by payroll team member, they are saved in the folder, "1. Payroll Adjustment Reports_PENDING."
- The Payroll Manager is to review folder "1. Payroll Adjustment Reports_PENDING," print, sign, and send hard copies via interoffice mail to State Payroll for review and approval.
- The Payroll Manager moves approved forms to folder, "2. Payroll Adjustment Reports_APPROVED."
- No later than the last Friday of the pay period. Payroll team member reviews folder "2. Payroll Adjustment Reports_APPROVED."
- Team member enters approved retros in State Payroll system.
- Once posted, each approved Payroll Adjustment Report is moved to folder, "3. Payroll Adjustment Reports_POSTED."
LEAVE WITHOUT PAY
- No later than the last Friday of the pay period, Payroll reviews Redbook and makes entries into the state system as appropriate.
- Team member is to indicate their initials in "Processed" column, enters date processed, and notes whether or not the issue will continue into next pay period.
- LIAs may be requested and submitted until one week prior to MN payroll processing date. LIAs requested and/or recieved after, will be processed for payment in the next MN payroll.
- Payroll inputs LIAs into banner up to two days prior to processing date.
- LIAs are inputed in NBAJOBS
- On processing date, Payroll processes MN payroll according to checklist.
- LIAs are captured in PHAHOUR during MN payroll processing
Honorarium Set-up
- Honorariums recieved up to one week prior to PT payroll processing date are to be processed in the upcoming PT payroll. Honorariums recieved after, will be processed for payment in the next PT payroll.
- Payroll inputs Honorariums into banner up to two days prior to processing date.
- Honorariums are inputed in NBAJOBS
Part-Time Payroll Processing
- After 2pm, on the date supverisors are to approve timesheets, payroll runs the following report
from ARGOS: PRODUCTION>Payroll>PR-Active Leave and Timesheet Reporting
- Timesheets in "In progress" status are those that have been started but not submitted by employees
- Timesheets in "Pending" status are those that have been submitted by employees and are awaiting approval from supervisor
- Payroll notifies employees and supervisors as appropriate, via email, to take necessary actions.
- On the processing date, payroll repeats steps 1 and 2.
- Payroll processes PT payroll according to checklist.
- Any timesheets that were not submitted and/or approved from previous PT payroll's are captured and manually adjusted in PHAHOUR during PT payroll processing.
- See "Off Cycle Timesheets" process.
- After 2pm, on the date supverisors are to approve timesheets, payroll runs the following
report from ARGOS: PRODUCTION>Payroll>PR-Active Leave and Timesheet Reporting
- Timesheets in "In progress" status are those that have been started but not submitted by employees
- Timesheets in "Pending" status are those that have been submitted by employees and are awaiting approval from supervisor
- Payroll notifies employees and supervisors as appropriate, via email, to take necessary actions.
- On the processing date, payroll repeats steps 1 and 2.
- Payroll processes ST payroll according to checklist.
- Any timesheets that were not submitted and/or approved from previous ST payroll's are captured and manually adjusted in PHAHOUR during ST payroll processing.
- See "Off Cycle Timesheets" process.
When employees require wage verification for a lender, they send a form to HR. HR requires information including the employee's base salary, total gross pay and breakdown of any other pay for various years requested.
- HR uploads Requests for Verification of Employment in the HR/Payroll Group OneDrive Folder.
- Payroll reviews requests at least 2 times per week and provides information accordingly.
- Payroll provides the information in below format using identified banner sources:
Template may be found here
As changes to employee status arise, they are inputted into Payroll's Redbook. This is most commonly used for State/Bi-weekly employees as banner is not the true system of record for these employees and changes done in banner do not automatically feed processes; rather, they require manual entry into State Payroll System. The Redbook is used to track and maintain issues as seamlessly as possible. Most common changes to manage include:
- Terminations: (CS-5) may result in posting LWOP and/or Code 6 in future pay periods, leave balance calculation and retro payouts
- Promotions: (CS-3) may result in retro payments
- FFCRA: (Notifications from HR) result in creation of C19 leave balance additions
Payroll employees should refer to 2021 Period Information to note potential dates where certain activities must be performed.
- Hourly employees (Part-time and Student) and/or their supervisors may inform payroll that due to an emergency, the were unable to enter or approve their Web Time, according to CCRI Policy.
- Payroll re-opens the timesheet in Banner, PTRCALN and informs both parties of the time they have to submit and/or approve and requests confirmation from the parties.
- Once confirmation is recieved, Payroll closes submission times in PTRCALN.
- Payroll is to save screenshot of the submitted and approved timesheet in the appropriate
folder in Payroll shared drive for manual adjustment in the next upcoming PT/ST payroll.
- See step 4.a. in "Part-Time Payroll" and "Student Payroll" processes.
- Payroll logs requests for Off Cycle Timesheets as they are made using the form found here. After payroll is processed, information is shared with supervisors and appropriate VP/AVP(s).