CU Payroll Data Entry

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2 Lg int PepleSft Human Resurces: Open brwser G t: Enter yur Nvell ID and Passwrd Click Sign In A. Paysheets are created by the Payrll Department. B. The Payrll Department s all apprved users that paysheets are available by Mnday 10:00 AM. C. Department Administratrs have access t Payrll Data Entry until Wednesday 3:00 PM. Budget Center Administratrs have access t Payrll Data Entry until Thursday 11:00 AM. An is sent t each grup infrming them f this cut ff time. D. Paysheets can still be viewed in PepleSft until they have been cnfirmed (paychecks are cut). Lag paysheets are cnfirmed first (Thursday), then current paysheets (Friday). Steps fr Cmpleting Payrll Data Entry: 1) Run CU Paysheet Reprt use as wrksheet fr entering payrll. (Refer t directins n pages 3-6) 2) Department/Budget Centers enter infrmatin. (Refer t directins n pages 7 11) 3) Run CU Paysheet Reprt when finished t verify data entered and t submit t Budget Centers with signatures, if needed. (Refer t directins n pages 3-6) 4) Budget Centers verify infrmatin entered by Departments 5) Once paychecks are cnfirmed (paychecks are cut), the PAY_SHEET_FOR _DEPARTMENT_USE query can be run (Mnday mrning f paycheck week). This will shw all that was prcessed and all t be paid thrugh Payrll. One last check and balance fr any necessary crrectins. (Refer t directins n pages 11-13) 03/16/11 Page 2

3 Run CU PaySheet Reprt Run the CU PaySheet Reprt t use as a wrksheet befre entering time. The CU Paysheet Reprt allws a user t view all Emplyees and Emplyee pay infrmatin that he/she has security access. Navigatin: Payrll fr Nrth America > Payrll Prcessing USA > CU Payrll Prcessing > CU PaySheet Reprt The first time yu run the CU PaySheet Reprt, yu must click the tab Add a New Value t enter a Run Cntrl ID. Run Cntrl ID, is anything yu wuld like (EX: Initials, date, etc.). Once yu enter a Run Cntrl Id, yu will nt be required t enter anther ne, unless yu wuld like a different ne. 03/16/11 Page 3

4 Belw is the page received when Run Cntrl ID has been added (Reprt Request Parameters). If yu leave all fields blank, the reprt will have all departments, all paygrups, all OK t Pay and all recrds wheather updated r nt that yu have security access t view. Reprts may be individualized by inserting data in ne r all f the fields. See multiple ways belw fr running the reprt. Once yur reprt request parameters have been defined, click the Run buttn t start reprt request. Multiple Ways t run the reprt: Specific department r fr all departments Specific pay grup r all pay grups Fr everyne with Ok t Pay either checked Y fr yes r N fr N Only want updated recrds yu wuld nly use this nce Payrll Data Entry was cmpleted t see all recrds yu made updates t. When checked the reprt will nly shw updated recrds. When unchecked, the reprt will shw all recrds. Select Server Name, PSUNX, if the field is blank. Place check mark beside PaySheet Reprt and click OK 03/16/11 Page 4

5 T view reprt results, click Prcess Mnitr Click the Refresh buttn until Run Status is Success and Distributin Status is Psted. When the run status and distributin status has cmpleted, yu may click Details at the end f the rw t view reprt results. 03/16/11 Page 5

6 Click View Lg/Trace and the PDF file (pay604cu) t view results Sample f the reprt 03/16/11 Page 6

7 Enter data in CU Payrll Data Entry in PepleSft Departments/Budget Centers enter infrmatin in CU Payrll Data Entry pages (paysheets) using the CU PaySheet Reprt as the wrksheet fr entering data. Payrll Department will als begin entering special pays, insurance refunds and charges. These entries can be seen by Departments/Budget Centers. Navigatin: Payrll fr Nrth America > Payrll Prcessing USA > CU Payrll Prcessing > CU Payrll Data Entry Enter the apprpriate infrmatin and click Search. Yu can leave all fields blank r search fr a specific Pay Grup, specific department and/r specific persn. Select the first persn t enter Payrll infrmatin data. 03/16/11 Page 7

8 Fr Annual paid emplyees, if there has been n activity, then payrll shuld match the previus payrll. Make sure t verify that salary is crrect. The OK t Pay cmes in already checked De,Jane Bi Weekly Rate shuld match Reg Salary. If a raise ccurs in the middle f a pay perid, the Bi Weekly and Reg Salary may nt match. T eliminate a special pay, update the Reg Salary infrmatin t match the Bi Weekly, prviding Database and Recrds Management Department in HR has apprved. Meaning they have updated Jb Data Recrd with new salary. Updating Reg Salary sectin can be dne by highlighting the current figure and typing new salary t match the Bi Weekly Rate. **Keep in mind, this can nly be dne if the change is fr a full pay perid. ** De,Jane /16/11 Page 8

9 Yu can click the Edit Cde t temprarily edit accunt cde string. If the new accunt cde string is a permanent change, must be crrected n the Jb Data recrd. If yu shuld need t insert a rw t add multiple accunt cde string, ther earnings, etc. make sure yu are n the crrect page t enter the data. Accunt cde sectin will be blank. De,Jane T insert a new Accunt Cde String Rw T insert a Other Earnings Rw 03/16/11 Page 9

10 Never delete the Reg Earnings rw if emplyee is in a n pay status fr any reasn. If in a n pay status, uncheck Ok t Pay and delete salary frm the Reg Salary field De,Jane Fr a better audit trail, d all adjustments in the Other Earnings sectin. (Example) Annual paid emplyee s adjustments can be entered in Other Earnings as a negative in either the Hurs (-3.00) r Amunt ( ) sectin. Annual Salary Adjustment Example Using Negative Hurs De,Jane 03/16/11 Page 10

11 Annual Salary Adjustment Example Using Negative Amunt De, Jane An hurly paid emplyee may need an adjustment due t verpay in a previus pay perid. Fr a better audit trail, d all adjustments in the Other Earnings sectin. Adjustments fr hurly emplyees can nly be dne in the Hurs sectin. Hurly Example with Negative Hurs De, Jane Hurs being paid this pay perid Crrectin f verpaid Hurs frm a previus pay perid 03/16/11 Page 11

12 Hurly (12H) emplyees will nly have hurs field displayed. 80 is the highest value t be entered in the hur s field fr any 1 earnings cde. **Only FLSA cdes Nnexempt and N FLSA emplyees are eligible fr vertime. This indicatr is lcated in the tp right crner f the data entry screen. If yu receive an errr message regarding eligibility fr vertime, lk at the message cmpared t the FLSA cde fr the emplyee t help with reslutin. *OTA* (Overtime Pay) is nly allwable fr emplyees with standard hurs f OTP* (Overtime Pay) is allwable fr emplyees with standard hurs ther than Insert a rw, use apprpriate accunt cde fr OTA and OTP (ex: classified 5003, student 5149). Make sure this is entered in the Other Earnings Sectin De, Jane Regular Earnings sectin Overtime pay entered n a new rw with different accunt cde string 03/16/11 Page 12

13 RUN CU Paysheet Reprt t verify data entered (Refer t directins pages 3-6) Running Pay Sheet Query Once Payrll has been cnfirmed (paychecks have been created), neither the Pay Sheet Panel nr the CU Paysheet Reprt are available in CUBS. Hwever, the Pay_Sheet_fr_Department_Use query is available. Please run this query Mnday mrning f payday week t verify n errrs were made in data entry. If errrs are fund, submit a Request fr Off-Cycle Payrll Check frm lcated n the Human Recurses web page ( > HR Prfessinals > HR Frms > frm is lcated under Payrll sectin) t have Payrll Department make the crrectins. This is a Public Query; please d nt change the public query. Always save as a private query befre making any changes. Once query is saved as a private query, yu can mdify the criteria in any way needed. Navigatin: Reprting Tls > Query > Query Manager Enter all r partial f Query Name and click search Yu can pen the query t save as yur Private by clicking the Edit buttn r yu can run the query by either clicking HTML r Excel 03/16/11 Page 13

14 When yu run the query yu will be prmpted fr the Paycheck Issue Date. Type r select date frm calendar and click View Results. Pay Sheet query results Yu can dwnlad t an Excel Spreadsheet 03/16/11 Page 14

15 Summary Paysheets are created by HR Payrll An will g ut infrming all apprved users that paysheets are available by Mnday 10:00 am. Departments shuld run the CU Paysheet Reprt t use as a wrksheet befre entering time. Departments/Budget Centers enter infrmatin. HR can als begin entering special pays, insurance refunds and charges. These entries can be seen by Departments/Budget Centers. Departments shuld run the CU Paysheet Reprt when finished t g t their Budget Center with signatures, if needed. An will g ut infrming all apprved users that paysheets will n lnger be accessible except fr view nly fr departments after Wednesday 3:00 pm. Access will be taken away frm departments nly by Wednesday 3:00 pm. Budget Centers check infrmatin entered by departments. An will g ut infrming all apprved users that paysheets will n lnger be accessible except fr view nly fr Departments and Budget Centers after Thursday 11:00 am. Access will be taken away frm Budget Centers by Thursday 11:00 am. Paysheets can still be viewed in CUBS until they have been cnfirmed (paychecks are cut). Lag paysheets are cnfirmed first (Thursday), then current paysheets (Friday). N histry will be available in paysheets. Once cnfirmed (paychecks are cut), the PAY_SHEET_FOR_DEPARTMENT_USE query can be run (Mnday mrning). This will shw all that was prcessed and all t be paid thrugh Payrll nt what was psted t Financials. TIPS Yu must btain timesheets befre paying an hurly emplyee. Watch fr pre-ppulated hurs due t Jb Data changes. Start prcess by running CU Paysheet reprt. Use this reprt t verify hurs against timesheets. 03/16/11 Page 15

16 TIPS Cntinued Fr annual paid emplyees, review yur reprts and ttals. If there has been n activity, yur annual shuld match the previus payrll. Highly recmmend running a full reprt upn cmpletin fr filing purpses and fr final review. Ntes/Reminders Hurly (12H) emplyees will nly have hur fields displayed. 80 is the highest value t be entered in the hur s field fr any 1 earnings cde. Upn adding a rw, the Accunt Number will be blank. D nt delete a rw n the Regular Earnings line. Only uncnfirmed pay-lines that a persn has access t will be available t them. Recrds will srt by paygrup, department number and name. Only STO, OTA, OTP, REG, RGS, RGT and LTS earnings cdes are available fr ther earnings. Earnings cdes ther than STO, OTA, OTP, REG and LTS will cme in as display nly. Please d nt delete any grayed ut earnings cdes. Insurance refunds will als be prcessed while departments are keying. Yu may see lines fr emplyees yu knw are terminated. These lines shuld have n hurs r amunts. D nt d anything t these recrds. Cannt use RGS and RGT with ther earnings cdes errr message please call payrll. Only FLSA Nnexempt and N FLSA are eligible fr OTA, OTP, STO and LTS. Fr Standard Hurs = 37.5 eligible fr OTA nly, therwise eligible fr OTP. Wrk study edits wrk study accunts (5152) require a 75% Fed (class 252) /25% nn-wrk study split. The 25% can be split ver multiple accunts within Pre-ppulated hurs will appear fr 12H emplyees if activity in jb data ccurred during the pay perid. Make sure t verify that all hurly emplyees have the hurs intended by the submitted timesheets. 03/16/11 Page 16

17 Earnings Cdes Cde Descriptin Infrmatin LTS Late Time Sheet LTS is nly available fr 12H (hurly) and nn-exempt emplyees. This cde can be used t pay a timesheet emplyee fr a previusly missed timesheet. Up t 80 hurs can be keyed using LTS. If yu have mre than 80 LTS hurs, yu must submit ALL hurs via special pay. OTA Overtime Pay 37.5 Std Hurs *OTA is nly allwable fr emplyees having 37.5 standard hurs. The emplyee MUST wrk 40 hurs t receive vertime. Yu will receive an errr message if yu try t use the OTP cde. (Nte: 37.5 is used t derive the hurly rate, which is why the emplyee must still wrk 40 hurs t receive OT pay). OTP Overtime Pay *OTP is allwable fr emplyees with standard hurs ther than The emplyee MUST wrk 40 hurs t receive vertime. Yu will receive an errr message if yu try t use the OTA cde. REG Regular Regular earnings. Cannt exceed 80 hurs. RGS RGT Regular Pay 1042 Student Regular Pay Teaching Internatinal emplyees with RGS/RGT earnings types can ONLY receive RGS r RGT type pay in rder t prperly meet their Internatinal Tax Treaty requirements. Many edits have been added t the new entry panels t ensure prper data entry fr these emplyees. If an emplyee has RGS r RGT earnings type in their Jb Earnings Distributin panel, they will cme in pre-ppulated t the data entry panels. The earnings will appear in the Other Earnings sectin. Data can nly be keyed in the Other Earnings sectin fr these emplyees. Errr messages will ccur if earnings are keyed in the Regular Earnings sectin r if any ther earnings type is keyed. STO Straight Time Over 80 STO is allwable fr any emplyee eligible fr vertime. STO is given when emplyees have t wrk greater than 40 hurs in a wrkweek due t vacatin, sick, hliday, etc. An example wuld be during a wrk week with a hliday; an emplyee wrks 35 hurs and receives 8 hurs hliday pay, fr a ttal f 43 hurs = 40 Regular and 3 STO hurs. *Only FLSA cdes Nnexempt and N FLSA emplyees are eligible fr vertime. This indicatr is lcated in the tp right crner f the data entry screen. If yu receive an errr message regarding eligibility fr vertime, lk at the message cmpared t the FLSA cde fr the emplyee t help with reslutin. Finance has created specific accunt cdes fr certain earnings types: Classified Emplyees Overtime (and/r ver 80) Student /16/11 Page 17

18 Data Entry fr these earnings cdes: Payrll fr Nrth America > Payrll Prcessing USA > CU Payrll Prcessing CU Payrll Data Entry At this panel, yu can press <Enter> t call up the entire Budget Center, key in a specific pay grup, key in a specific department, r key in a specific persn Once yu are in a persn s recrd, click n the + sign t insert a rw in the regular earnings sectin, enter the apprpriate accunt number. Then under Other Earnings, select the apprpriate infrmatin using the cde abve. Errr Messages will appear if: Earnings cdes RGS, RGT and REG cannt be used tgether n the same persn. Reg hrs and Reg amt Earnings (middle part f panel) are cnsidered REG. Hurly (12H) emplyees cannt have REG/RGT/RGS hurs sum up t ver 80. Annual emplyees cannt have REG/RGT/RGS amunts exceed the biweekly rate. If amunts r hurs are keyed, there needs t be an accunt cde. Cannt have bth hurs and amunts n same recrd (Annuals). Must have amunt if there is an earn cde. Errr if amunt is entered fr OTA, OTP and STO. Must enter hurs. Warning Messages will appear if: If ttal REG/RGS/RGT hurs are greater than Bi-Weekly hurs. If ttal REG/RGS/RGT amunt is less than Bi-Weekly rate (nt n hurly). 03/16/11 Page 18

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