5210610S Payroll PPM v1

PPM 5210-610S

Adminstration Policy & Procedure Manual

Payroll

Raleigh Public Utilities Department – 2018 Version 2

Table of Contents

2.04.P04.5210‐Payroll Process......................................................................................................... 1  WPI.5210.610.2018.01‐Review of Extended Leave Absence Requests........................................... 4  WPI.5210.610.2018.02‐Prepping Time Sheets .............................................................................. 11  WPI.5210.610.2018.03‐Checking and Adjusting Timesheets ........................................................ 24  WPI.5210.610.2018.04‐Finalizing Payroll ...................................................................................... 37  WPIA.5210.610.2018.01‐Tips and Notes about Clockers .............................................................. 48  WPIA.5210.610.2018.02‐Payroll System Terms ............................................................................ 58  WPIA.5210.610.2018.10‐Holiday Premium ................................................................................... 60  300‐01A Personnel Program Policy Definitions ............................................................................. 68  300‐04A Job Classification and Compensation System Policy ....................................................... 77  300‐05 Overtime Pay ..................................................................................................................... 85  300‐06 Call Back Pay ...................................................................................................................... 94  300‐07 Stand By Pay ...................................................................................................................... 96  300‐08 Performance Evaluation System........................................................................................ 98  300‐09A Leave Policy ................................................................................................................... 101  300‐14 Disciplinary Action Suspension Dismissal ........................................................................ 109  300‐16 Personnel Records ........................................................................................................... 116  300‐17 Retirement Procedure ..................................................................................................... 123  300‐18 Appeals Process – Administration of Grievances | Positions Exempted from CSA......... 130  300‐19 Tuition Assistance Program  ............................................................................................ 137  300‐20 Family Medical Leave Policy ............................................................................................ 142  300‐21 Applicant Background Investigations .............................................................................. 146  300‐22 Recruitment Selection Procedure.................................................................................... 148

300‐23 Probationary Status ......................................................................................................... 156  300‐24 Layoff and Recall.............................................................................................................. 158  300‐26 Award for Service Program.............................................................................................. 160  300‐30 Flex‐Time Working Schedules.......................................................................................... 163  300‐31 Temporary to Permanent Status ..................................................................................... 167  300‐32 Paid Parental Leave ......................................................................................................... 170  300‐33 Employment Status.......................................................................................................... 174

3 KEY SUPPLIERS

SUPPLIER 1 City ayroll Process

SUPPLIER 2

SUPPLIER 3

ACTIVITY 1 Timesheet Review  by Ext. Leave Types

7 KEY ACTIVITIES 3 KEY INPUTS 3 KEY OUTPUTS

ACTIVITY 2 Prepping  Timesheets

ACTIVITY 3 Adjust imesheets

ACTIVITY 4 Finalize Payroll

ACTIVITY 5

ACTIVITY 6

ACTIVITY 7

CUSTOMER 1 City Payroll Process

CUSTOMER 2

CUSTOMER 3

Linda Tillmon PU Payroll Process 3 KEY CUSTOMERS

Process Reference:

Process Name:

2.04.P04.5210

Revision:

Process Owner:

Page:

B

1 of 3

© 2017 Business Enterprise Mapping, LLC.

1

A

B

C

D

E

F

G

City Payroll  Process

1

1

2

2

3

3

1 Timesheet Review  by Ext. Leave Types

4

4

PeopleSoft

F Analyst

Thursday of Payroll * Review Timesheets by Leave Type

Reviewed Time  Sheets 

WPI 5210.601.2018.01

5

5

PU Employee List on  Leave

6

6

2

Prepping  Timesheets

7

7

Peoplesoft

F Analyst

Friday Morning * Enter Combo Codes * Capture data and facts * Prepare for action

WPI 5210.601.2018.02

8

8

9

9

3

A

B

C

D

E

F

G

Process Reference:

Process Name:

Linda Tillmon PU Payroll Process

2.04.P04.5210

Revision:

Process Owner:

Page:

B

2 of 3

© 2017 Business Enterprise Mapping, LLC.

2

A

B

C

D

E

F

G

1

1

3

3 Adjust Time Sheets

2

2

Peoplesoft

F Analyst

Updated Time  Sheets

WPI 5210.601.2018.03

3

3

4

4

4

Finalize Payroll

Peoplesoft

F Analyst

WPI 5210.601.2018.04

Finalized Payroll

5

5

6

6

7

7

8

8

9

9

City Payroll Process

A

B

C

D

E

F

G

Process Reference:

Process Name:

Linda Tillmon PU Payroll Process

2.04.P04.5210

Revision:

Process Owner:

Page:

B

3 of 3

© 2017 Business Enterprise Mapping, LLC.

3

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 1 Review of Extended Leave Absence Requests:

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 1 of 7

1

WPI.5210.610.2018.01

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

Timesheets (Thursday)

1.0 Purpose : 1.1 To provide guidance for reviewing extended leave absence requests in PeopleSoft during the Payroll process for Public Utilities. 2.0 Scope

3.0

Records

4.0

Associated Documents 4.1

PeopleSoft Employee List 4.1.1 Provides pay status of employees, and other information such as: time approver, leave status, employee id, employee name, overtime default and division number. 4.2 PU – Leave of Absence Spreadsheet (Source: Excel Spreadsheet created and maintained by the Fiscal Analyst) 4.2.1 FMLA 4.2.2 Worker’s Compensation

4.2.3 Military Leave 4.2.4 Special Leave 4.2.5 Parental Leave PU – Public Utilities DH – Department Head CM – City Manager

5.0

Definitions 5.1

5.2 5.3

5.4 FMLA leave – Family and Medical Leave Act – an authorized job-protected leave of up to 12 workweeks per year for certain employees. Can be paid if sick or vacation is used. (Reference:_________ ) 5.4.1 FMLA Regular - unpaid

5.4.2 FMLA Sick – paid; if employee has it available 5.4.3 FMLA Vacation – paid; if employee has it available 5.4.4 FMLA Additional Sick – paid; if employee has it available

5.5 Worker’s Compensation – employees who have sustained a work-related injury; waiting period is 7 days before eligible for worker’s comp on the 8 th day. Form 19 must be completed for injury. 5.6 Military leave – authorized leave without pay for military training – can be from two weeks to a year; must provide orders to supervisor. 5.7 Paid Parental Leave – if an employee is a new parent (mother/father); eligible for up to 8 weeks per year. Birth must be verified with HR before employee is eligible (Verification of Birth Form). 6.0 Responsibility 6.1 Fiscal Analyst

PRINTED COPIES ARE UNCONTROLLED

4

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 1 Review of Extended Leave Absence Requests:

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 2 of 7

1

WPI.5210.610.2018.01

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

Timesheets (Thursday)

6.2

Fiscal Specialist

7.0

Tools, Gauges, Fixtures 7.1 PeopleSoft 7.2

Microsoft Excel 2016 Microsoft Outlook 2016

7.3

8.0

Safety Requirements 8.1 Not applicable

9.0

Instructions 9.1

Gather the list of leave types from the following 9.1.1 Supervisor emails and phone calls 9.1.2 Excel list/database of employees on leave 9.1.3 Another option for information is the PeopleSoft list PUB UTIL Time Reporter Data 9.2 Go to Corecon https://corecon.raleighnc.gov 9.2.1 Click on Peoplesoft Application

Log in to PeopleSoft 9.3.1

9.3

Username: COR username/ Password: COR password

PRINTED COPIES ARE UNCONTROLLED

5

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 1 Review of Extended Leave Absence Requests:

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 3 of 7

WPI.5210.610.2018.01

1

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

Timesheets (Thursday)

9.4

Review Timesheets 9.4.1 Click on the Main Menu dropdown menu in the top left of the screen 9.4.2 Select Human Resources/Payroll option

9.4.3 Select Manager Self Service option 9.4.4 Select Time Management option 9.4.5 Select Report Time option 9.4.6 Click on Timesheet

9.5 To search for employee/employees, fill in the employee selection criteria accordingly Individual Employee Search 9.5.1 Enter the employee’s last name in the Last Name field OR the employee’s id into the Employee ID field ( When searching for an individual employee). 9.5.2 Enter the start date in the Date field, in the Change View section 9.5.2.1 Start date is the Saturday at the beginning of a Non- Pay Week, which is the day

PRINTED COPIES ARE UNCONTROLLED

6

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 1 Review of Extended Leave Absence Requests:

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 4 of 7

1

WPI.5210.610.2018.01

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

Timesheets (Thursday)

after pay day. (For example: If payday was Friday, August 17, then the start date would be Saturday, August 18)

Multiple Employee Search 9.5.3 Enter the department number in the Department field (When searching for multiple employees) 9.5.4 Select Get Employees 9.5.5 Enter the start date in the Date field, in the Change View section 9.5.5.1 Start date is the Saturday at the beginning of a Non- Pay Week, which is the day after pay day. (For example: If payday was Friday, August 17, then the start date would be Saturday, August 18)

PRINTED COPIES ARE UNCONTROLLED

7

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 1 Review of Extended Leave Absence Requests:

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 5 of 7

WPI.5210.610.2018.01

1

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

Timesheets (Thursday)

Click on the Employee Name in the Last Name field

9.6

9.7 Review the employee timesheet to make sure that the Leave Request listed on the “PU Employees on Extended Leave” Ledger has been entered onto the timesheet NOTE: If the Extended Leave Request has been entered on the timesheet, move on to the next name on the “PU Employees on Extended Leave” Ledger and REPEAT STEPS 9.5 – 9.7 . If the Extended Leave Request has NOT been entered on the timesheet, GO TO STEP 9.8 . 9.8 Enter Leave Request **Reminder: Complete this step only if the employee’s extended leave request has not been entered or is entered incorrectly on to the employee timesheet in PeopleSoft. ** 9.8.1 Click request absence at bottom of screen

PRINTED COPIES ARE UNCONTROLLED

8

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 1 Review of Extended Leave Absence Requests:

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 6 of 7

1

WPI.5210.610.2018.01

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

Timesheets (Thursday)

9.8.2 On the absence request screen, complete the absence details 9.8.2.1 Enter the start date of the absence

9.8.2.2 Select the correct extended leave type from the Filter by Type dropdown list 9.8.2.3 Select the specific type of extended leave from the Absence Name dropdown list 9.8.2.4 Click Calculate End Date or Duration 9.8.2.5 Enter any special notes and/or evidence to support the request (i.e. paperwork submitted) into the Requestor Comments under the Comments section 9.8.2.6 Click Submit 9.8.2.7 Once Submitted, the requests go to a Supervisor for approval

PRINTED COPIES ARE UNCONTROLLED

9

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 1 Review of Extended Leave Absence Requests:

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 7 of 7

1

WPI.5210.610.2018.01

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

Timesheets (Thursday)

NOTE: On Payroll Friday (morning) , an email should be sent to supervisors requiring that all pending absence requests be approved in PeopleSoft AS SOON AS POSSIBLE , so that administration can capture absence requests immediately . The email should also require supervisors/time approvers to approve all employee timesheets in PeopleSoft BEFORE CLOSE OF BUSINESS , so that the payroll process begins smoothly on Saturday. If a supervisor is not available or does not approve requests on time, an email will then be sent to Payroll for approval.

PRINTED COPIES ARE UNCONTROLLED

10

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 2 Prepping Timesheets (Friday)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 1 of 13

WPI.5210.610.2018.02

1

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

1.0 Purpose : 1.1 To provide guidance for preparing documents associated with approving timesheets in PeopleSoft during the Payroll process for Public Utilities. 2.0 Scope

3.0

Records

4.0

Associated Documents 4.1 Absence Query

4.1.1 Query created by PeopleSoft that lists employee leave requests Employee List by Department Query 4.2.1 Query created by PeopleSoft that lists employees by departments within Public Utilities 4.2.2 Allows employees to be sorted by type of employment ( regular or temp ) 4.3 PeopleSoft Employee List 4.3.1 Provides pay status of employees, and other information such as: time approver, leave status, employee id, employee name, overtime default and division number. 4.4 Time Approver Query 4.4.1 Query created by PeopleSoft that lists employees and their time approvers 4.5 Personnel Account String Appendix 4.5.1 Includes program codes, fund codes, and account codes for the various divisions and employee types within public utilities 4.6 Position Control Form 4.6.1 An internal Excel report that is kept by the fiscal analyst of all positions within public utilities 4.6.2 Report is used for locating program codes and account strings for temp employees 5.0 Definitions 5.1 PU – Public Utilities 5.2 T – temp employee 5.3 R – regular employee 5.4 Combo Codes – codes that differentiate between the fulltime/part-time budgetary salary accounts. 5.5 Pushback/Denied/Approved – supervisor actions regarding leave requests 4.2

PRINTED COPIES ARE UNCONTROLLED

11

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 2 Prepping Timesheets (Friday)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 2 of 13

WPI.5210.610.2018.02

1

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

5.5.1 Reasons – employee did not complete the leave request correctly, wrong leave type was entered, request no longer needed, coverage needed for employee on day of request (understaffed). 5.6 Submitted – employee action regarding leave requests; needs supervisor approval 6.0 Responsibility 6.1 Fiscal Analyst 6.2 Fiscal Specialist

7.0

Tools, Gauges, Fixtures 7.1 PeopleSoft 7.2

Microsoft Excel 2016 Microsoft Outlook 2016

7.3

8.0

Safety Requirements 8.1 Not applicable

9.0

Instructions

Friday Morning

9.1

Log in to PeopleSoft

9.2 Run an Employee List by Department Query in Peoplesoft to capture temps/part-timers 9.2.1 Click on the Main Menu drop-down menu in the top left of the screen 9.2.2 Select the Human Resources/Payroll option 9.2.3 Select the Reporting Tools option 9.2.4 Select the Query option 9.2.5 Click on the Query Viewer option 9.2.6 Type “COR_HR_DEPT_EMPLOYEE_DATA” in the Search box

PRINTED COPIES ARE UNCONTROLLED

12

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 2 Prepping Timesheets (Friday)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 3 of 13

1

WPI.5210.610.2018.02

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

9.2.7 Click Search 9.2.8 Under the Query Name section, click Excel next to the query to open the Employee List query as a spreadsheet (Step 9.1.6)

9.3

Type “7000” in the Department field 9.3.1 Click View Results

9.4

Sort the results by the “temp” employees (shown below)

PRINTED COPIES ARE UNCONTROLLED

13

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 2 Prepping Timesheets (Friday)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 4 of 13

WPI.5210.610.2018.02

1

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

9.5

Go to Timesheets 9.5.1 Click on the Main Menu dropdown menu in the top left of the screen 9.5.2 Select Human Resources/Payroll option

9.5.3 Select Manager Self Service option 9.5.4 Select Time Management option 9.5.5 Select Report Time option 9.5.6 Click on Timesheet

9.6 To search for an employee on the “temp” list, fill in the employee selection criteria accordingly 9.6.1 Enter the employee’s last name in the Last Name field OR the employee’s id in to the Employee ID field 9.6.2 Enter the start date in the Date field, in the Change View section 9.6.2.1 Start date is the Saturday at the beginning of a Non-Pay Week, which is the day after pay day. 9.6.3 Click Get Employees

PRINTED COPIES ARE UNCONTROLLED

14

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 2 Prepping Timesheets (Friday)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 5 of 13

1

WPI.5210.610.2018.02

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

New Temp/Part-Time Employee

9.7 To search for the appropriate combo code, Enter “7000” in the Business Unit field

( Reference: Personnel Account String Appendix; 7000 is the Public Utilities business unit code. Make sure 7000 appears in the business unit field each time you go to the timesheet.) 9.7.1 Click the Magnifying glass search tool next to the combination code field to search for the combo code 9.7.2 Click Advanced Lookup 9.7.3 Enter the appropriate information to look up the combo code ( Refer to the Position Control Report) 9.7.3.1 Type in the Account code 9.7.3.2 Type in the Department code 9.7.3.3 Type in the Fund Code ( PU code is 310; reference: Personnel Account String Appendix) 9.7.3.4 Click Look Up 9.7.3.5 Select the code ( If a duplicate code appears, choose the 1 st code) 9.7.4 Click Submit to finalize/submit the time sheet

PRINTED COPIES ARE UNCONTROLLED

15

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 2 Prepping Timesheets (Friday)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 6 of 13

1

WPI.5210.610.2018.02

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

Current Temp/Part-Time Employees

9.8 From the timesheet, Click Previous Period under the Select Another Timesheet section to populate the combo code 9.8.1 The combo code should appear in the combo code field 9.8.2 Click Submit to finalize/submit the time sheet

PRINTED COPIES ARE UNCONTROLLED

16

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 2 Prepping Timesheets (Friday)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 7 of 13

1

WPI.5210.610.2018.02

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

Clockers Note The combo code must be copied and pasted for every day the employee worked (each line of time on the timesheet). The Time Reporting Code must also be changed to Regular as shown below.

NOTE: Repeat Steps 9.7 – 9.8 until you have entered codes for each temp employee on the employee list spreadsheet in Step 9.4. The default budgetary account code is full-time, so be sure to enter the correct code for part-time. 9.9 Run an Absence Query in PeopleSoft to capture number of unapproved leave requests 9.9.1 Click on the Main Menu drop-down menu in the top left of the screen 9.9.2 Select the Human Resources/Payroll option 9.9.3 Select the Reporting Tools option 9.9.4 Select the Query option 9.9.5 Click on the Query Viewer option

PRINTED COPIES ARE UNCONTROLLED

17

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 2 Prepping Timesheets (Friday)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 8 of 13

1

WPI.5210.610.2018.02

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

9.9.6 Type “COR_AM_UNAPPROVED_ABSENCES” in the Search box

9.9.7 Click Search 9.9.8 Under the Query Name section, click Excel next to the absence query to open the Absence query as a spreadsheet (Step 9.2.6)

9.10 Type the 1 st day of the pay period in the Begin Date box, and the last day of the pay period in the End Date box. 9.10.1 Click View Results

9.11 Review Absence Query for Unapproved Leave Requests

PRINTED COPIES ARE UNCONTROLLED

18

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 2 Prepping Timesheets (Friday)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 9 of 13

1

WPI.5210.610.2018.02

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

9.12 Run a Time Approvers Query 9.12.1 Click on the Main Menu drop-down menu in the top left of the screen 9.12.2 Select the Human Resources/Payroll option 9.12.3 Select the Reporting Tools option 9.12.4 Select the Query option 9.12.5 Click on the Query Viewer option 9.12.6 Type “COR_TL_PU_TIME_REPORTERS”in the Search box

9.12.7 Click Search 9.12.8 Under the Query Name section, click Excel next to the Time Reporters query to open the query as a spreadsheet

PRINTED COPIES ARE UNCONTROLLED

19

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 2 Prepping Timesheets (Friday)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 10 of 13

WPI.5210.610.2018.02

1

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

9.13 Send an email to all time approvers/supervisors stating how many requests and requesting they all be approved immediately. The email should also remind time approvers/supervisors to approve timesheets by close of business.

PRINTED COPIES ARE UNCONTROLLED

20

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 2 Prepping Timesheets (Friday)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 11 of 13

WPI.5210.610.2018.02

1

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

Friday Afternoon

NOTE: Repeat Steps 9.9 - 9.11, then proceed to step 9.14 9.14 Review the status of the absence requests

9.14.1 If the status is “submitted”, then the request is awaiting supervisor approval. 9.14.2 If the status is “saved” instead of submitted by the employee, corrections need to be made by payroll or the employee. 9.14.3 If the status is “denied” or “push back”, then the supervisor has sent the request back to the employee to make corrections. 9.14.3.1 Wrong leave type used 9.14.3.2 Coverage needed/understaffed 9.14.3.3 Other (check for comments)

NOTE: If there is NO COMMENT associated with the leave request, complete step 9.14. If there is A COMMENT associated with the leave request, no further corrections or adjustments need to be made by the time approver/supervisor, or the time approver/supervisor is not available to correct the request; move on to step 9.15. 9.15 Send an individual email to supervisors/time approvers regarding any remaining unapproved timesheets/leave requests. 9.15.1 The email should request for action to be taken regarding any pending leave requests and/or timesheets that remain unapproved.

PRINTED COPIES ARE UNCONTROLLED

21

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 2 Prepping Timesheets (Friday)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 12 of 13

WPI.5210.610.2018.02

1

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

NOTE: If an email comes in from a supervisor on Friday afternoon BEFORE the close of business and BEFORE final admin has run; requesting a time fix; it will be fixed and captured by the final admin run on Friday. (Example: A supervisor approves a clock out time of 3:00 pm, but employee did not return until 5:15 pm; supervisor emails fiscal analyst to request time fix at 4:40 pm ; request is fixed in time and captured by final admin . 9.16 Send an email to Payroll at close of business (between 4:45 pm and 5:15 pm) to approve and/or correct requests, and run a final PU admin.

PRINTED COPIES ARE UNCONTROLLED

22

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 2 Prepping Timesheets (Friday)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 13 of 13

WPI.5210.610.2018.02

1

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

NOTE: If an email comes in from a supervisor on Friday afternoon AFTER the close of business and AFTER final admin has run, requesting a time fix; it will be fixed on Friday but not captured by a final admin run until Monday. (Example: A supervisor approves a clock out time of 3:00 pm, but employee did not return until 5:15 pm; supervisor emails fiscal analyst to request time fix at 5:10 pm ; request is fixed but not captured by final admin until Monday morning .

PRINTED COPIES ARE UNCONTROLLED

23

Work Process Instruction (WPI)

City of Raleigh Public Utilities Department

SUBJECT

NUMBER

REV

EFFECTIVE DATE

Page 1 of 13

Payroll Process Step 3 Checking & Adjusting

WPI.5210 .610.2018.03

1/1/19

SUPERSEDES

PREPARED BY

APPROVED BY:

Timesheets (Weekend)

Thomasina Barnes

1.0

Purpose : 1.1 To provide guidance for checking timesheets by division, and making adjustments to time and leave requests where necessary in PeopleSoft during the Payroll process for Public Utilities.

2.0

Scope

3.0

Records

4.0

Associated Documents 4.1 Absence Query

4.1.1 Query created by PeopleSoft that lists employee leave requests

4.2 Employee List by Department Query 4.2.1 Query created by PeopleSoft that lists employees by departments within Public Utilities 4.2.2 Allows employees to be sorted by type of employment ( regular or temp ) 4.3 Time Approver Query 4.3.1 Query created by PeopleSoft that lists employees and their time approvers 4.4 Personnel Account String Appendix 4.4.1 Includes program codes, fund codes, and account codes for the various divisions and employee types within public utilities. 4.5 Position Control Form 4.5.1 An internal Excel report that is kept by the fiscal analyst of all positions within public utilities 4.5.2 Report is used for locating program codes and account strings for temp employees 4.6 Payroll Spreadsheet Notes 4.6.1 Excel spreadsheet that includes notes of every correction/adjustment that is made to a timesheet, as well as reminders of answers needed from supervisors 4.6.2 Spreadsheet is created and maintained by the fiscal analyst and/or specialist

5.0

Definitions 5.1

PU – Public Utilities T – temp employee R – regular employee

5.2 5.3

5.4 Combo Codes – codes that differentiate between the fulltime/part-time budgetary salary accounts.

PRINTED COPIES ARE UNCONTROLLED

24

Work Process Instruction (WPI)

City of Raleigh Public Utilities Department

SUBJECT

NUMBER

REV

EFFECTIVE DATE

Page 2 of 13

Payroll Process Step 3 Checking & Adjusting

WPI.5210 .610.2018.03

1/1/19

SUPERSEDES

PREPARED BY

APPROVED BY:

Timesheets (Weekend)

Thomasina Barnes

5.5 Pushback/Denied/Approved – supervisor actions regarding leave requests 5.5.1 Reasons – employee did not complete the leave request correctly, wrong leave type was entered, request no longer needed, coverage needed for employee on day of request (understaffed). 5.6 Submitted – employee action regarding leave requests; needs supervisor approval

6.0

Responsibility 6.1

Fiscal Analyst Fiscal Specialist

6.2

7.0

Tools, Gauges, Fixtures 7.1 PeopleSoft 7.2

Microsoft Excel 2016 Microsoft Outlook 2016

7.3

8.0

Safety Requirements 8.1 Not applicable

9.0

Instructions 9.1

Log in to PeopleSoft

9.2 Run an Absence Query in PeopleSoft to capture number of pending requests ( new requests that employees may have entered Friday evening and/or overnight after the final PU admin was run ) 9.2.1 Click on the Main Menu drop-down menu in the top left of the screen 9.2.2 Select the Human Resources/Payroll option 9.2.3 Select the Reporting Tools option 9.2.4 Select the Query option 9.2.5 Click on the Query Viewer option 9.2.6 Type “COR_AM_UNAPPROVED_ABSENCES” in the Search box

PRINTED COPIES ARE UNCONTROLLED

25

Work Process Instruction (WPI)

City of Raleigh Public Utilities Department

SUBJECT

NUMBER

REV

EFFECTIVE DATE

Page 3 of 13

Payroll Process Step 3 Checking & Adjusting

WPI.5210 .610.2018.03

1/1/19

SUPERSEDES

PREPARED BY

APPROVED BY:

Timesheets (Weekend)

Thomasina Barnes

9.2.7 Click Search 9.2.8 Under the Query Name section, click Excel next to the absence query to open the Absence query as a spreadsheet (Step 9.2.6)

9.3 Type the 1 st day of the pay period in the Begin Date box, and the last day of the pay period in the End Date box. 9.3.1 Click View Results

9.4

Review Absence Query for Pending Unapproved Leave Requests

PRINTED COPIES ARE UNCONTROLLED

26

Work Process Instruction (WPI)

City of Raleigh Public Utilities Department

SUBJECT

NUMBER

REV

EFFECTIVE DATE

Page 4 of 13

Payroll Process Step 3 Checking & Adjusting

WPI.5210 .610.2018.03

1/1/19

SUPERSEDES

PREPARED BY

APPROVED BY:

Timesheets (Weekend)

Thomasina Barnes

9.5 Review Emails ( regarding payroll ) from employees, supervisors/time approvers, and payroll 9.5.1 Emails may include requests to make time adjustments on timesheets, as well as

requests to submit and approve leave requests that may have been previously entered incorrectly or not captured by the Final PU admin on Friday afternoon.

9.6 Check Timesheets by division and Make adjustments as needed ( Adjustments may include: leave requests and time worked corrections - extra hours) 9.6.1 Go to timesheets 9.6.1.1 Click on the Main Menu dropdown menu in the top left of the screen 9.6.1.2 Select Human Resources/Payroll option

9.6.1.3 Select Manager Self Service option 9.6.1.4 Select Time Management option 9.6.1.5 Select Report Time option 9.6.1.6 Click on Timesheet

PRINTED COPIES ARE UNCONTROLLED

27

Work Process Instruction (WPI)

City of Raleigh Public Utilities Department

SUBJECT

NUMBER

REV

EFFECTIVE DATE

Page 5 of 13

Payroll Process Step 3 Checking & Adjusting

WPI.5210 .610.2018.03

1/1/19

SUPERSEDES

PREPARED BY

APPROVED BY:

Timesheets (Weekend)

Thomasina Barnes

9.6.2 Open a new window 9.6.2.1 Click on the New Window option in the top right of the screen (next to the Help button)

9.6.3 Go to the Approver Screen 9.6.3.1 Click on the Main Menu drop down menu in the top left of the screen 9.6.3.2 Select Human Resources/Payroll option 9.6.3.3 Select Time Management option 9.6.3.4 Select Approved Time/Exceptions option 9.6.3.5 Click on Payable Time

PRINTED COPIES ARE UNCONTROLLED

28

Work Process Instruction (WPI)

City of Raleigh Public Utilities Department

SUBJECT

NUMBER

REV

EFFECTIVE DATE

Page 6 of 13

Payroll Process Step 3 Checking & Adjusting

WPI.5210 .610.2018.03

1/1/19

SUPERSEDES

PREPARED BY

APPROVED BY:

Timesheets (Weekend)

Thomasina Barnes

NOTE: Prior to checking timesheets for the current/active pay period, plug in the dates of the previous pay period on the approval page to check for amendments that have been made for prior periods. 9.6.4 Go back to the 1 st PeopleSoft tab (timesheets) 1 st PeopleSoft Tab 9.6.5 Enter the division number in the department field 9.6.6 Change the date to the beginning of the last pay period (Date will appear as the current pay period) 9.6.7 Click on Get Employees

9.6.8 Go to 2nd PeopleSoft tab (approved time)

2 nd PeopleSoft Tab 9.6.9 Enter the division number in the department field 9.6.10 Enter the start and end date of the last pay period 9.6.11 Click on Get Employees

PRINTED COPIES ARE UNCONTROLLED

29

Work Process Instruction (WPI)

City of Raleigh Public Utilities Department

SUBJECT

NUMBER

REV

EFFECTIVE DATE

Page 7 of 13

Payroll Process Step 3 Checking & Adjusting

WPI.5210 .610.2018.03

1/1/19

SUPERSEDES

PREPARED BY

APPROVED BY:

Timesheets (Weekend)

Thomasina Barnes

9.6.12 Click the View All option to insure all employees will appear (by default, only the 1st eight results will show)

9.6.13 Go back to the 1 st PeopleSoft tab (timesheets) 1 st PeopleSoft Tab 9.6.14 From the list of timesheet results, click on the 1 st employee’s last name

9.6.15 Review the time recorded on the timesheet 9.6.16 Click on the payable time tab to verify that all the time on the timesheet is captured

PRINTED COPIES ARE UNCONTROLLED

30

Work Process Instruction (WPI)

City of Raleigh Public Utilities Department

SUBJECT

NUMBER

REV

EFFECTIVE DATE

Page 8 of 13

Payroll Process Step 3 Checking & Adjusting

WPI.5210 .610.2018.03

1/1/19

SUPERSEDES

PREPARED BY

APPROVED BY:

Timesheets (Weekend)

Thomasina Barnes

PRINTED COPIES ARE UNCONTROLLED

31

Work Process Instruction (WPI)

City of Raleigh Public Utilities Department

SUBJECT

NUMBER

REV

EFFECTIVE DATE

Page 9 of 13

Payroll Process Step 3 Checking & Adjusting

WPI.5210 .610.2018.03

1/1/19

SUPERSEDES

PREPARED BY

APPROVED BY:

Timesheets (Weekend)

Thomasina Barnes

9.6.17 Go back to the 2 nd PeopleSoft tab (approved time) 2nd PeopleSoft Tab 9.6.18 On the approved time tab, put a check mark in the box beside the employee name IF the timesheet is correct NOTE: If something is missing or if a change is needed (correction to be made) on the timesheet, DO NOT approve the employee time until EVERYTHING is captured or complete. DO NOT put a check mark in the box beside the employee name (Reasons not to check the box include: overtime reported on the timesheet, but not under payable time, or a leave request entered late and not originally captured in admin run). Send an email to notify the supervisors of any issues that may appear that need to be verified. If it is a simple error on the employee end, correct and move on.

PRINTED COPIES ARE UNCONTROLLED

32

Work Process Instruction (WPI)

City of Raleigh Public Utilities Department

SUBJECT

NUMBER

REV

EFFECTIVE DATE

Page 10 of 13

Payroll Process Step 3 Checking & Adjusting

WPI.5210 .610.2018.03

1/1/19

SUPERSEDES

PREPARED BY

APPROVED BY:

Timesheets (Weekend)

Thomasina Barnes

9.6.19 Go back to the 1 st PeopleSoft tab (timesheets) 1 st PeopleSoft Tab 9.6.20 From the timesheet, click next employee ( even if no check mark is placed in the box beside the employee’s name on the approver tab )

NOTE: Repeat steps 9.7.15 through 9.7.20 until the entire division is completed. Once the division is complete, move on to step 9.7.21. 9.6.21 When a division is completed; 9.6.21.1 Click on the approved button at the bottom of the approval screen (2 nd PeopleSoft tab)

PRINTED COPIES ARE UNCONTROLLED

33

Work Process Instruction (WPI)

City of Raleigh Public Utilities Department

SUBJECT

NUMBER

REV

EFFECTIVE DATE

Page 11 of 13

Payroll Process Step 3 Checking & Adjusting

WPI.5210 .610.2018.03

1/1/19

SUPERSEDES

PREPARED BY

APPROVED BY:

Timesheets (Weekend)

Thomasina Barnes

9.6.21.2

From the timesheet, click return to select employee in the bottom left

of the screen (1 st PeopleSoft tab)

NOTE: Repeat the approval process until all divisions have been approved. (Steps 9.7.5-9.7.21) 9.7 Update the Spreadsheet of all corrections made to employee timesheets ( reference: Payroll Spreadsheet Notes )

9.8

Gather all payroll related corrections (leave requests)

PRINTED COPIES ARE UNCONTROLLED

34

Work Process Instruction (WPI)

City of Raleigh Public Utilities Department

SUBJECT

NUMBER

REV

EFFECTIVE DATE

Page 12 of 13

Payroll Process Step 3 Checking & Adjusting

WPI.5210 .610.2018.03

1/1/19

SUPERSEDES

PREPARED BY

APPROVED BY:

Timesheets (Weekend)

Thomasina Barnes

9.9 Copy and Paste all leave request corrections into an email to be sent to Payroll 9.10 Send an email to Payroll requesting that they make the necessary adjustments 9.10.1 Corrections that cannot be completed internally by PU 9.10.2 Extended Leave Requests

9.11 Payroll Adjustments

9.11.1 Adjustments from payroll will occur on Sunday 9.11.2 Payroll will then run a citywide admin after all adjustments have been made 9.12 Payroll email reply is received notifying PU that adjustments have been completed

PRINTED COPIES ARE UNCONTROLLED

35

Work Process Instruction (WPI)

City of Raleigh Public Utilities Department

SUBJECT

NUMBER

REV

EFFECTIVE DATE

Page 13 of 13

Payroll Process Step 3 Checking & Adjusting

WPI.5210 .610.2018.03

1/1/19

SUPERSEDES

PREPARED BY

APPROVED BY:

Timesheets (Weekend)

Thomasina Barnes

PRINTED COPIES ARE UNCONTROLLED

36

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 4 Finalizing Payroll (Monday Morning)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 1 of 11

WPI.5210.610.2018.04

1

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

1.0

Purpose : 1.1

To provide guidance for finalizing Payroll for Public Utilities.

2.0

Scope

3.0

Records

4.0

Associated Documents 4.1 Absence Query

4.1.1 Query created by PeopleSoft that lists employee leave requests

4.2 Time Approver Query 4.2.1 Query created by PeopleSoft that lists employees and their time approvers 4.3 Payroll Spreadsheet Notes 4.3.1 Excel spreadsheet that includes notes of every correction/adjustment that is made to a timesheet, as well as reminders of answers needed from supervisors 4.3.2 Spreadsheet is created and maintained by the fiscal analyst and/or specialist 5.0 Definitions 5.1 PU – Public Utilities 5.2 T – temp employee 5.3 R – regular employee 5.4 Combo Codes – codes that differentiate between the fulltime/part-time budgetary salary accounts. 5.5 Pushback/Denied/Approved – supervisor actions regarding leave requests 5.5.1 Reasons – employee did not complete the leave request correctly, wrong leave type was entered, request no longer needed, coverage needed for employee on day of request (understaffed). 5.6 Submitted – employee action regarding leave requests; needs supervisor approval 6.0 Responsibility 6.1 Fiscal Analyst 6.2 Fiscal Specialist 7.0 Tools, Gauges, Fixtures 7.1 PeopleSoft

PRINTED COPIES ARE UNCONTROLLED

37

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 4 Finalizing Payroll (Monday Morning)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 2 of 11

1

WPI.5210.610.2018.04

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

7.2 7.3

Microsoft Excel 2016 Microsoft Outlook 2016

8.0

Safety Requirements 8.1 Not applicable

9.0

Instructions 9.1

Log in to PeopleSoft

9.2 Run an Absence Query in PeopleSoft to capture number of pending requests ( new requests that employees may have entered Sunday night and/or Monday morning after the final PU admin was run ) 9.2.1 Click on the Main Menu drop-down menu in the top left of the screen 9.2.2 Select the Human Resources/Payroll option 9.2.3 Select the Reporting Tools option 9.2.4 Select the Query option 9.2.5 Click on the Query Viewer option 9.2.6 Type “COR_AM_UNAPPROVED_ABSENCES” in the Search box

9.2.7 Click Search 9.2.8 Under the Query Name section, click Excel next to the absence query to open the Absence query as a spreadsheet (Step 9.2.6)

9.3 Type the 1 st day of the pay period in the Begin Date box, and the last day of the pay period

PRINTED COPIES ARE UNCONTROLLED

38

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 4 Finalizing Payroll (Monday Morning)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 3 of 11

WPI.5210.610.2018.04

1

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

in the End Date box. 9.3.1 Click View Results

9.4

Review Absence Query for Pending Unapproved Leave Requests

9.5

Send Payroll an email 9.5.1 Copy and paste all pending leave requests in an email to Payroll for approval

PRINTED COPIES ARE UNCONTROLLED

39

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 4 Finalizing Payroll (Monday Morning)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 4 of 11

WPI.5210.610.2018.04

1

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

Review Email responses from supervisors ( regarding payroll) 9.6.1 Supervisor responses may include situations where no time was recorded for an employee; an employee called in sick or missed a punch (did not clock in/out); additional time needs to be added to a timesheet. 9.6.2 A supervisor may also be contacted to verify a clock in/out punch if it was entered by the Fiscal Analyst/Fiscal Specialist

9.6

PRINTED COPIES ARE UNCONTROLLED

40

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 4 Finalizing Payroll (Monday Morning)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 5 of 11

WPI.5210.610.2018.04

1

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

9.7 Go through the Payroll Spreadsheet Notes 9.7.1 Check off each note if a response was received from the supervisor 9.7.1.1 If a time adjustment is required and a correction is made, update the notes to reflect each correction 9.7.1.2 If an employee was sick, a request is entered and marked pending for the supervisor/time approver to approve; if not, the request is sent to Payroll for approval NOTE: When the final PU admin is run on Sunday evening, it should pick up everything. However, if no response was received from a supervisor prior to the admin run, updates are completed on Monday morning. 9.7.2 Go to timesheets in PeopleSoft 9.7.2.1 Click on the Main Menu dropdown menu in the top left of the screen 9.7.2.2 Select Human Resources/Payroll option

9.7.2.3 Select Manager Self Service option 9.7.2.4 Select Time Management option 9.7.2.5 Select Report Time option 9.7.2.6 Click on Timesheet

PRINTED COPIES ARE UNCONTROLLED

41

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 4 Finalizing Payroll (Monday Morning)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 6 of 11

1

WPI.5210.610.2018.04

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

9.7.3 Open a new window 9.7.3.1 Click on the New Window option in the top right of the screen (next to the Help button)

9.7.4 Go to the Approver Screen 9.7.4.1 Click on the Main Menu drop down menu in the top left of the screen 9.7.4.2 Select Human Resources/Payroll option 9.7.4.3 Select Time Management option 9.7.4.4 Select Approved Time/Exceptions option 9.7.4.5 Click on Payable Time

PRINTED COPIES ARE UNCONTROLLED

42

Work Process Instruction (WPI) City of Raleigh Public Utilities Department

SUBJECT Payroll Process Step 4 Finalizing Payroll (Monday Morning)

NUMBER

REV

EFFECTIVE DATE 1/1/19

Page 7 of 11

1

WPI.5210.610.2018.04

SUPERSEDES

PREPARED BY Thomasina Barnes

APPROVED BY:

9.7.5 Go back to the 1 st PeopleSoft tab (timesheets) 1 st PeopleSoft Tab 9.7.6 Enter the division number in the department field 9.7.7 Change the date to the beginning of the last pay period (Date will appear as the current pay period) 9.7.8 Click on Get Employees

9.7.9 Go to 2nd PeopleSoft tab (approved time) 2 nd PeopleSoft Tab

9.7.10 Enter the division number in the department field 9.7.11 Enter the start and end date of the last pay period 9.7.12 Click on Get Employees 9.7.13 Click the View All option to insure all employees will appear (by default, only the 1st eight results will show) NOTE: The only employee names appearing on the approver screen need approval, corrections made, or

PRINTED COPIES ARE UNCONTROLLED

43