PURPOSE OF PAYROLL CERTIFICATION
The Payroll Certification is an important tool for Fiscal Officers and/or Delegates. It’s
purpose is to allow Fiscal Officers and/or Delegates to review pending payroll changes just
prior to payday and allows an opportunity to correct mistakes before employees are paid. An
automated internal process uses the Fiscal Officers and/or Delegates authorization for AIS
transactions to view Banner payroll transactions.
Fiscal Officers and/or Delegates should approve the Certification if each employee’s
(including Graduate Assistants) pay is accurate AND charged to the proper account. The
Certification should be disputed if there are incorrect pay amounts OR the
labor account being charged is incorrect.
The Certification process is not a Banner function. Information
Technology Support (ITS) created the Certification process outside of
the Banner system to help with payroll processing.
NOTE: Certifications may be used for reporting purposes for external
and internal auditors.
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VIEWING THE PAYROLL CERTIFICATION
If employees are missing from the certification, before the certification is
disputed, please contact Payroll. If the new employee paperwork was not
received by the Payroll cutoff date, the employee will not appear until the
following payroll. In this case, the certification does not need to be disputed.
When contacting Payroll by fax (650-2696) or by e-mail about a disputed
certification, please indicate which employee (name and Banner ID) is affected
and provide a description of the issue.
Payroll Certifications expire in 2 weeks. Certifications may be approved or
disputed during the 2 week period. It is to the advantage of the employee, the
department and the University, if corrections can be made in a timely fashion.
NOTE: If Certifications are allowed to expire this is considered as an
approved Certification by payroll.
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VIEWING THE PAYROLL CERTIFICATION
When Certifications are reviewed and responded to in a timely manner, Payroll can make the
necessary corrections on the next available payroll. If certifications are disputed prior to the
next payroll cutoff date (FA,SM,BW) corrections can be made.
When a certification contains an overpayment situation and Payroll is contacted before the
direct deposit tape is sent to the bank, the overpaid employee can be removed from the tape
before the pay is sent to the bank. Transmission of the direct deposit tape occurs two days
before the scheduled payday.
If a termination occurs, please inform Payroll immediately. Payroll will accept the
“Employment Termination Form” by fax (650-2696) without the appropriate signatures to
avoid an overpayment situation. The paper copy of the termination form must follow
termination guidelines and acquire all appropriate signatures. A manual check can be
prepared and available for the employee on the scheduled payday if partial pay is due.
Manual checks are calculated by Payroll and processed by Accounts Payable. Manual checks
cannot be deposited into an employee’s checking or savings account.
Due to Accounts Payable recon schedule (the last two working days of the month), Manual
checks cannot be processed on these days.
NOTE: If the employee’s direct deposit is to multiple accounts please inform the
employee of the recon schedule dates and the manual check process.
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VIEWING THE PAYROLL CERTIFICATION
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VIEWING THE PAYROLL CERTIFICATION
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VIEWING THE PAYROLL CERTIFICATION
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UNDERSTANDING MULTIPLE EARNING CODES
Note: Earning Codes are used to define the pay being charged to the account
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EMPLOYEES WHO DEFER PAY
The Certification displays paid salary for employees who defer pay differently than
non defer pay. Please see the example below:
If the Regular Gross = $2389.00 / per payroll (9mo / 18 pay periods)
Certification displays:
Gross pay less deferral
Defer pay
(earn code 100) = 1791.75 / per pay period
(earn code 130) = 597.25 / per pay period
To verify the salary, add the two amounts together. Also, if an employee is paid by
multiple accounts, the Certification amount for each account must be added to
obtain the total gross pay for that employee.
Note: The "Defer pay out” amount and earn code (131) are not displayed on
Certifications during the summer, because the account has already been
charged when the pay was earned. The amount and earn code are displayed
on summer Pay Statements for these employees.
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EMPLOYEES WHO DEFER PAY
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EMPLOYEES WHO DEFER PAY
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HOW ADJUSTMENTS AND RETRO PAY ARE DISPLAYED
If a correction is necessary due to a disputed certification, change in
employment contract, or a late contract, etc. The adjustment will be
made on the next available payroll and will appear on the subsequent
certification.
Adjustments that require retro pay will appear on the certification with
an (105,610, or 611) earning code. A listing of all earning codes may be
found on the following link.
www.siue.edu/humanresources/payroll/pdf/EarnCodes.doc
If a negative amount appears on your payroll certification, this is a credit
back to the fund account. This may be due to a void or adjustment done
through payroll processing. It may be necessary to look at a certification
from a previous payroll to determine the actual correction being made.
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ADJUSTMENT WITH RETRO PAY
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NEGATIVE ADJUSTMENTS
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PAYROLL REDISTRIBUTION CERTIFICATION FOR
PREVIOUS PAYROLLS
The Payroll Redistribution certification only displays retroactive
labor (and applicable benefits) that is redistributed between two or
more accounts. The redistributions will be shown separately from
current labor and benefits.
Redistributions of labor (and applicable benefits) changes will be
listed on the payroll in which the change was entered. The Payroll
Redistribution Certification will display the current payroll on the
first page and the second page will display the changes to any
previous payrolls with each payroll identified (ex BW5, FA06 and
SM06 etc).
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PAYROLL REDISTRIBUTIONS – PART 1A
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PAYROLL REDISTRIBUTIONS – PART 1B
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PAYROLL REDISTRIBUTIONS – PART 1C
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PAYROLL REDISTRIBUTION – PART 2A
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PAYROLL REDISTRIBUTION - PART 2B
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PAYROLL REDISTRIBUTION –PART 2C
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PAYROLL REDISTRIBUTION – PART 2D
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PAYROLL REDISTRIBUTION – PART 3A
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PAYROLL REDISTRIBUTION – PART 3B
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PAYROLL REDISTRIBUTION – PART 3C
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PAYROLL REDISTRIBUTION – PART 3D
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INFORMATION FOR GRANT ACCOUNTS ONLY
The previous method of using employee benefits codes and labor distribution percents for
each grant account to calculate fringe benefits has been changed. The Office of Research
and Projects has instituted new rates.
The New FY 2016 fringe benefit rates are as follows:
All full-time faculty
28.1%
All other full-time staff
37.5%
All part-time positions
7.7%
East St. Louis full-time staff
59.6%
Fringe Benefits rates are used to facilitate grant budgeting and management. Fringe
benefits are charged to grant accounts as a percent of salary using the applicable
rates. Fringe benefits will continue to be charged during each payroll as salary dollars are
expended. You will see a benefits summary charge based on total salary charge. The
process does not display detail charges by employee as in the past.
The rates are effective 07/01/14, but do not apply to grants and contracts that were
previously awarded. If you have any questions regarding the applicability of these rates to
your award, please contact your Grant Accountant or Ryan Dodd, Director of Award
Management at x5199 or rdodd@siue. The new rates should be used on all new proposals
being submitted.
More information can be found on: http://www.siue.edu/orp/externalgrants/info.shtml.
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GRANT PAID EMPLOYEES WITH BENEFIT COST
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FISCAL OFFICER AND/OR DELEGATE CHANGE PROCESS
A ‘Request for Account Creation or Account Changes’ form must be
completed and submitted to Administrative Accounting with the appropriate
signatures.
After the form is submitted, the process may take 2-4 days before any
change is reflected within the Administrative Information Systems (AIS).
The following is a link to the Request form:
http://www.siue.edu/FORMS/AIS/Eforms/sp_600e_1109_f_request_account_creation_changes.htm
Mail completed form to: Pat Rausch, Administrative Accounting, Box 1002
or call ext 2120 for additional information.
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PREVIOUS FISCAL YEAR CERTIFICATION (STATE
LAPSE PERIOD)
During the two month State Lapse Period (July 1 – Aug 31), changes may
be made to State Accounts for the previous fiscal year. These changes will
appear on the Previous Fiscal Year Certification.
Fiscal Officers and/or Delegates may submit payroll changes such as,
(Changes of Assignments/Job Change Request Forms/Retroactive
adjustments/Change of Status Forms/Retroactive Adjustments/Memos
and Payments) to state accounts for the previous fiscal year during the
State Lapse Period.
All changes must be submitted to payroll by the scheduled cut-off dates.
Any changes received after cut-off will be posted on the current fiscal year
certification.
Future announcements and reminders will list scheduled cut-off dates for
each payroll type.
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PREVIOUS FISCAL YEAR CERTIFICATION (STATE
LAPSE PERIOD)
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Who can I call for help?
For assistance, contact the Payroll Department in the Office of
Human Resources at 618-650-2190 or by e-mail at
payrollhr@siue.edu.
For additional information, please view the Payroll website which
has links to the Certification Guidelines, Overview and FAQ’s at
http://www.siue.edu/humanresources/payroll/index.shtml.