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395 - Payroll

Section: 395-4.2
Effective: 07/01/1997
Supersedes: 06/30/1990
Review: TBD
Issuance Date: 07/01/1997
Issuing Office: General Accounting Division

PPM 395-4.2 Policy [pdf format]
PPM 395-4.2 Exhibit A [pdf format]

TIMEKEEPING: TIME REPORTING TO PAYROLL

  1. REFERENCES & RELATED POLICIES*

    1.  Systemwide Business and Finance Bulletin (BFB)

      IA-101

      Internal Control Standards Departmental Payrolls


    2.  University of California Accounting Manual

      P-196-13

      Payroll: Attendance, TimeReporting, and Leave Accrual Records


    3.  Academic Personnel Manual (APM)

      710

      Sick Leave

      730

      Vacation


    4.  UCSD Payroll/Personnel System User's Guide

    5.  UCSD Policy and Procedure Manual (PPM)

      150-66

      Personnel Activity Report System

      395-4.1

      Timekeeping: Attendance Records

      395-4.3

      Timekeeping: Review of Charges

      480-20

      Records Disposition Schedules


    6.  Hospital Instruction Manual

      HU-109.5

      Administrative Overtime Control Policies

      HU-783-1A

      Overtime Timekeeping Procedures

      HU-786-1A

      Time Clock Time Card Procedures

      HU-786-2A

      Employee Departmental Attendance Record (EDAR)


    7.  Online Timekeeping Training Workshop Manual

      http://www-bfs.ucsd.edu/pay/timet.htm

    *See PPM 395-4.1 for other references and related policies.

  2. BACKGROUND

    Under the present payroll system, employees are compensated for time worked in two ways:

    1. For "Salary Roll" employees who are exception time reported (Subaccount 0 or 1), payments are made automatically each pay period based upon the data entered into the Employee Data Base (EDB) in the Payroll Personnel System (PPS). Payroll Time Record submission is necessary for "Salary Roll" employees only to pay overtime; to reduce the amount of payment due to absences without salary; to report compensatory time earned, used or paid; and/or to report leave activity.

    2. For "General Assistance" employees who are positive time reported (Subaccount 2), Payroll Time Record submission is necessary in order to initiate a pay check, as well as to report on-call time, overtime, compensatory time, and/or absences.

  3. PROCEDURES

    1. On-Line Payroll Time Reporting System (OLPTRS) General

      1. PPS Data Base and Extraction

        All of the data used and populated in the Online Timekeeping system is an extraction of the Payroll Personnel System (PPS) employee database. The PPS database is maintained and updated by authorized departmental PPS preparers. Is is the responsibility of the employee's Home or Authorized Department to maintain accurate information regarding the employee's employment status and any changes thereto in the PPS employee database.

        Prior to each pay period a PPS data extraction will be executed to populate the Online Timekeeping with the pertinent data for the pay period. A production calendar providing pay period schedules and deadlines is available for you to view on the Online Timekeeping website located at:

        www-bfs.ucsd.edu/pay/timehm.htm

      2. Security and System Access

        To use the system a user must have completed the formal On-Line Timekeeping training class, completed and submitted the On-Line Payroll Time Record (OLPTR) Department Unit Delegation of Update Usage and Review form (Exihibit A) and be an active authorized timekeeper.

        All timekeepers are assigned valid timekeeper code(s) for which they have been delegated the responsibility by their department. All employees working at UCSD must have a valid timekeeper code, which is assigned by Payroll and maintained in PPS by the employee's home department. Access to the employee's time record will only be granted to the employee's timekeeper. If a user is not the employee's timekeeper, the system will allow you to create a special entry if you meet the following criteria: a) your department is set up in PPS with alternate department access or b) your department is set up in PPS with appointment department access.

      3. Maintenance

        1. Academic Appointees (Salary Roll Subaccount 0)(Account 60000) - The departmental timekeeper maintains the PTR's reporting leave usage only. Regular hours are established, adjusted and/or paid automatically each month based upon an approved Employment Actions form. Approval authorization signatures are not required since academic effort is certified on the Payroll Activity Report form.

        2. Academic Appointees (General Assistance Subbudget 2) - The departmental timekeeper maintains the PTR's reporting variable time regular hours for research effort and/or leave usage. Approval authorization signatures are not required since academic effort is certified on the Payroll Activity Reportform.

        3. Staff Salary Roll (Subaccount 1) - The departmental timekeeper maintains the PTR's reporting vacation and sick leave usage as well as all other time to be recorded except regular hours. Regular hours based upon approved Employment Actions form. At a predetermined date designated by the timekeeper, the employee submits the PTR to the appropriate supervisor, department chair, director or principal investigator for review and approving signature. After approval, the PTR is forwarded to the departmental timekeeper.

        4. Staff General Assistance (Subbudget 2) - Employees maintain their PTR's reporting on a daily basis the number of hours worked. This is recorded in the daily schedule section (white area) next to regular hours worked, absences, and overtime worked. At a predetermined date designated by the timekeeper, the employee submits the hours on the PTR to the appropriate supervisor, department chair, director or principal investigator for review and approving signature. After approval, the PTR or designated media is forwarded to the departmental timekeeper for key entry into the Online Payroll Time Reporting System.

      4. Completion

        1. Departmental timekeepers project any time necessary to pay an employee's regular time and/or to record anticipated leave usage. Overtime cannot be projected.

        2. If an error is discovered in the amount of hours previously reported on the PTR, the current pay period PTR must reflect the adjustments. For non-students, if a previously used fund source was in error, the correction must be accomplished on a Payroll Expense Transfer, UPAY 646, form. For students a report/reverse PTR must be submitted.

          For Staff General Assistance employees, combined entries of regular hours plus absences (paid or unpaid) must not exceed the total allowable hours for the pay period. The exact number of working hours for each pay period can be found in the Calendar of Monthly Working Hours. http://www.ucap.edu/humres/policies/calendar.html

      5. Online Payroll Time Record

        1. Academic

          Departmental timekeepers maintain Payroll Time Records for applicable academic appointees as follows. Recording time on a daily basis is not required since academic effort is certified on a Personnel Activity Report (PAR) form:

          Nine month academic professional appointees (subbudget 0) are paid automatically each pay period based upon the data on the Employee Data Base (EDB) in the Payroll Personnel System (PPS), and they do not accrue leave benefits. Therefore, no PTR is necessary.

          Nine month academic research appointees and eleven month academic appointees (subbudget 0) are paid automatically each pay period based upon data on the Employee Data Base (EDB) in the Payroll Personnel System (PPS). The PTR is used only to report leave usage.

          Eleven month academic research appointees (subbudget 2) whose time is variable will be paid according to the number of regular hours and/or leave usage reported on the PTR.

        2. Staff Salary Roll

          Departmental timekeepers maintain Payroll Time Records, which are used to report leave usage, overtime, compensatory time earned, used and/or paid, on-call, leave without pay and/or Hospital non-productive time.

        3. Staff General Assistance

          Employees maintain regular time in hours in daily increments as well as leave usage, overtime, compensatory time earned, used and/or paid, on-call, leave without pay and/or Hospital non-productive time.

          Departmental timekeepers project any time necessary to pay an employee and/or to record anticipated leave usage.

          Departmental timekeepers summarize the hours to be paid or recorded, review the PTR's for correctness and approving signatures, and submit the hours/time on the OLPTR system on the prescribed due date.

      6. Payroll Download and Compute

    After the deadline, the payroll office will download the information entered by the timekeepers in the OLPTR's system and run the data into the payroll compute. Once the data is downloaded by payroll, timekeepers will only be able to view the data and not change it. If a change is needed, the timekeeper must contact the appropriate sub desk.

  4. RESPONSIBILITIES

    1. Employee

      1. Maintains and submits accurate attendance records for approval by supervisor.

      2. Submits approved records to departmental timekeeper.

    2. Departmental Timekeeper

      1. Maintains accurate and timely summaries of attendance records in accordance with established University policies.

      2. Reviews computer-generated time sheets and On Line PTR system data for accuracy.

      3. Submits payroll reporting forms based upon individual's attendance record for departmental approval.

      4. Forwards approved delegation forms to payroll on a timely basis.

      5. Complete the Online Payroll Timekeeping Class.

      6. Submits hours/time reported by the prescribed deadline time and date.

    3. Department Administration

      1. Reviews and approves payroll reporting forms.

      2. Verifies payment of employees within their department.

      3. Maintains accurate information regarding the employee's employment status and any changes thereto in the PPS employee database.

    4. Payroll

      1. Downloads Data from On Line PTR system.

      2. Executes approved payroll documents.

      3. Provides timekeepers with information regarding deadlines.

  5. ONLINE TIMEKEEPING TRAINING WORKSHOP MANUAL

    The most current copy of the Online Timekeeping Training workshop is available from the Online Timekeeping Website at the following address:

    http://www-bfs.ucsd.edu/pay/timet.htm

    A copy may also be obtained by contacting the UCSD Payroll Training Division.