Payroll
Module Overview
Purpose
Learning Objectives
Through lecture, discussion and activities, participants will be able to:
•
Examine timesheets and gross payroll registers for accuracy
Agenda
I.
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Payroll
Payroll Overview
Total Gross Payroll at UMHHC:
FY Year
Dollars Spent
2008
$704,020,659.00
2009
$744,107,171.00
2010
$770,229,336.00
Off-Cycle Average
$3,192,110.58
Annual Overpayments
$250,000.00
A supervisor’s payroll responsibilities include:
2
•
Understanding how employees report time and support payroll deadlines
•
Reviewing timesheets for accuracy and compliance with UM policies
•
Approving payroll
•
Reviewing of Gross Pay Registers
•
Problem-solving Paychecks
•
Ensuring the timekeeper has uninterrupted time and correct access to complete payroll
•
Ensuring appropriate training and participation in the Timekeepers Network
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Payroll
Negative Results of Inaccurate Payroll
Department Budget “Hits”
Payroll reported incorrectly can cause overpayments which will negatively impacted
department budgets.
Employee Satisfaction and Retention
Staff become dissatisfied when they are not paid properly; lose interest or leave.
Patients and Families Indirectly Impacted
If employees are unhappy or don’t trust their payroll is being processed accurately, they might
not perform at a high level which could affect the care they give.
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Payroll
Payroll Process
Supervisor/Designee
Approves timesheets
Turns in to Timekeeper
Timekeeper data enters timesheets
into Payroll system
M-Pathways
Review Off-cycle Gross Pay
Register
Supervisor/Designee
Approves Timesheets
Turns in to Timekeeper
Interface One Staff
MATRS
Review GPR’s next day (2 days
prior to pay date)
Timekeeper processes Prior Period
Adjustments for corrections to be
paid next pay period
Timekeeper submits corrections to
be paid before next pay period
(Off-cycle checks)
On-Demand following Monday
Direct Deposit
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Payroll Processed
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Online same day pick up or mail
Payroll
Time Collection
Non-Exempt Staff
All hours worked must be reported accurately and use UM standard time to tenth of an hour.
Exempt Staff
Report Exception hours only to the nearest 1/2 day. May be helpful to make notation on the
timesheet when employee works alternate days (i.e. weekend for weekday).
Both Non-Exempt and Exempt Employees
- Retain time reports to reconcile with Gross Pay Registers
- Electronic interface files must have system to determine appropriate individual is authorizing
transaction
- It is the Supervisor’s responsibility to insure employee has sufficient PTO hours in the bank
- All PTO hours listed are accurate and on correct day
- Flexed hours must be completed in:
- Same week for non exempt
- Same month for exempt
- All termination or LOA paperwork must be processed in a timely fashion to avoid
overpayment of wages and benefits
Approval: Supervisor’s Role
-
Must review time records for accuracy and insure the timesheet is totaled correctly
Sign with an original signature (no stamps)
Insure employee signs timesheet
All changes to employees’ timesheets must be discussed with employee prior to pay out
All timesheets must be collected, reviewed and delivered to Timekeeper by due date
Do not use pencil or white out
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Payroll
Time Collection Continued
Supervisor’s Role
- Make sure employee is aware they must:
- Get pre-approval for OT worked
- Provide a timesheet that is accurate and totaled correctly
- Submit timesheet to supervisor by communicated due date
- Employees in non-compliance must be handled through discipline process, not by withholding
their pay
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Payroll
Payroll Controls
You must have adequate internal “checks and balances” when verifying payroll:
-
All payroll entries approved and verified at the proper level
-
Review Gross Pay Register after every payroll run to minimize overpayments and errors
-
Employee should not get timesheet back after it is authorized in order to make delivery
to Timekeeper
-
With V9.0 upgrade, Timekeeper cannot enter own time. A backup Timekeeper is
required
-
Maintain an effective system of monitoring and oversight to ensure the accuracy and
validity of the payroll
o Control Steps
o Collecting time
o Approving time
o Submitting time
o Verifying payroll transactions
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Payroll
Gross Payroll Register (GPR)
2 types of GPR 1. On Cycle GPR
2. Off Cycle GPR
3 Distribution Methods 1. Report Manager in MPathways (Version 9.0)
2. Data Mart. Obtain more information at
http://www.med.umich.edu/i/hfs/datamart.htm
3. Queries
a) MTL GROSS PAY BY EMP
b) MTL GROSS PAY BY GROUP - will show you all that was paid to the employee
or group of employees no matter what shortcode or dept id they were paid
from. You can also use these queries to see off-cycle and correction checks or
reversals.
Verify payroll accuracy after every payroll run (initials required)
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Payroll
Record Retention
You must retail internal time documents for seven fiscal years plus the current fiscal year.
Time record must have authorization signatures included.
Support to Timekeepers
- Know important payroll deadlines
- Ensure proper training and access
- Give adequate time to process payroll
- Know who to contact if you have questions
- Understand payroll processing to insure accuracy
Help Us Help You
HIGHLY RECOMMENDED!
Every new supervisor should attend the New Timekeeper Payroll Class (TLC112 Time
Reporting). Registration is through MyLinc in Wolverine Access.
You should read the Monthly Payroll Newsletter, Payroll Calendars, and review all emails sent
to the Timekeepers Network.
Please, let us know what you need.
Responsibilities Recap
Make sure that employees are paid promptly and correctly!
Understand how employees report time
Check timesheets for accuracy
Approve payroll
Support payroll deadlines
Review Gross Pay Register and initial
Have “checks & balances” in place
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Payroll
Resources
Helpful Contacts
UMHHC Payroll
615-8722
Problem solving, how to report time and questions about pay policies and practices (HR
Consultant)
UM/Campus Payroll
615-2000
Questions regarding salary transfers and Special Payment forms
Employee Service Center
615-2000
Benefits, Taxes, Deductions or “Where is my check?”
MAIS Help Desk
936-7000
System issues, queries, how to use the system, how to register for payroll classes
Helpful Websites
UM Payroll
http://www.payroll.umich.edu/
MAIS Linc
http://maislinc.umich.edu/MAISlinc/
HSHR Website, Bargaining Agreements
http://www.med.umich.edu/umhshr/supervisor/bargaining-agreements.html
UM JIT (nursing contract)
http://www.med.umich.edu/nursing/jit/docs/indes.htm
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