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University departments are responsible for entering
hours worked for all hourly employees into the Peoplesoft
software. Departments are encouraged to review the PHIETIM form (screen) in Banner after data entry is
completed. This screen will show you the number of hours or units that is entered for payment for each person and the transaction status of that entry. Departments are encouraged to review PHIETIM for each organization code that they enter data to check their work before payroll processes.
Due dates for data to be entered inBanner are
posted on the Payroll web page, for each calendar
year. Occasionally these dates are modified slightly
and final versions are e-mailed to all banner users monthly.
When a department makes an error entering the data
into the Banner software or does not enter the data
by the cut-off deadline, then a manual off-cycle check
may need to be done to pay the employee correctly.
If the department needs a special check to be completed,
they will need to fill out the Non-Scheduled
Payroll Check Request form, providing a FOAP number that a $45.00 charge may be applied to.
The form requires information about whom the check is
for, and the reason for the manual check. It
also requires an authorized signature on the FOAP
to be charged. A COPY of the timesheet should
be attached (the department keeps the original timesheets)
if paying for an hourly employee. In some cases
if the department feels they entered the data correctly,
the Payroll office may review data screens in order to waive the $45.00 charge.
Departments are allowed one free manual
check each fiscal year. this may be used in case of an error made by the department and should be requested on the Non-Scheduled Payroll Check Request form to get the $45.00 charge waived.
In many cases the department may work with the employee
to have the correction made on the next paycheck. If
the employee is underpaid for the pay period, according
to Federal Labor Standards Act, we must pay them the
amount owed upon request, and the department may be
charged.
If an employee is overpaid, the department should contact
Payroll immediately and a collection process will be
started, or the next paycheck will be adjusted.
The Payroll office will work out the details of overpayments
according to State Fiscal Rules and work with each employee
on an individual basis. There is no charge to
the departments for collections of overpayments.
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