The Total Payroll Process
What Happens at Colleges for
Payroll
• Input Job Information for Automatic
Payments
• Input Time Transactions
• Input Adjustment Transactions
• Input Leave Transactions
• Run Test Payrolls
• Schedule Payrolls
On Payroll Cutoff Days
• Swing Shift Operators Check Payroll
Scheduling at 3:00 PM
• If not Scheduled, PPMS Consultants
Call and Remind Colleges
If Problems Occur
• PPMS Analyst is Called at Any Time Day or
Night
• They Determine Cause of Problem
• If at Night, They Correct and Continue
Payroll Processing
• If Problems are not Corrected,
Consolidated Payroll Cannot Run
What Happens at the CIS
• Print Advices
• Print Checks
Printing Advices and Checks
• All Colleges Except
Clark College
• Use all 12 Printers
• Colleges Start
Printing at 10:00 AM
• Majority Print After
5:00 PM
What Happens at the CIS
Print Advices
Print Checks
• Schedule Consolidated Reporting
Schedule Consolidated
Reporting
CIS Operations Schedules Central Payroll
Processing, PG901S
– Creates System Wide Tapes
– Creates System Wide Reports
– Sends the Electronic Funds Transfer (Direct
Deposits and Vendor Payments)
What Happens at the CIS
Print Advices
Print Checks
Schedule Consolidated Reporting
• Balance Consolidated Payroll
Balancing the Consolidated
Payroll
• Designated CIS
Personnel
• Assures Total Payroll
Balances on all
Reports
• Checks out Signature
Plate
• Observes Check
Signing
What Happens at the CIS
Print Advices
Print Checks
Schedule Consolidated Reporting
Balance Consolidated Payroll
• Advices Burst and Trimmed
Advices Burst and Trimmed
Sent Through Forms
Imprinter
– Bursts Apart
– Trims off Tractor Feed
Edges
– Collates
Please Note the front
of the Forms
Imprinter
What Happens at the CIS
Print Advices
Print Checks
Schedule Consolidated Reporting
Balance Consolidated Payroll
Advices Burst and Trimmed
• Checks Signed, Burst and Trimmed
Checks Signed, Burst and
Trimmed
Sent Through Forms
Imprinter
– Signs
– Bursts Apart
– Trims off Tractor Feed
Edges
– Collates
Please Note the
Signature Plate
Section on Front of
Forms Imprinter
If Problems Occur While
Balancing Payroll
•
•
•
•
•
Research Problem
Contact College
Understand/Correct Problem
Rerun Reports, If Needed
Can’t Sign Any Checks Until Resolved
Advices and Checks Sent To
Colleges
• Voided Checks are
Pulled and Sent to
SBCTC
• Bundled and
Packaged by College
• Sent to Colleges
through Courier
If Advices and Checks not
Received by College
• Trace Through Courier
• PPMS Consultants Call Other Colleges to
Find
• If not Found, Reprint with new Numbers
• Reprint Reports Reflecting new Numbers
Other Duties of the Balancing
Team
• Clark College Called
to OK Check Signing
• EFT File Confirmed
with US Bank
– New Automated Phone
Confirmation
Final Notes
• Process is Repeated 4 times per Month
• 2 Additional Times in July for 2 Special
Payrolls
• Takes about 6 Hours for Balancing, If All
Goes Well