1. Making a List, Checking It Twice Need to find out who is naughty or nice! By Becky McDonald, Tarrant County College & Becky Ribble, Columbus State Community College

2. CSCC Semi-monthly pay cycle, 1 pay period in arrears 2700 + FT, PT employees + or - 28,000 students Web time for PT hard money employees In the process of implementing FT non- exempt

3. Making A List PAYROLL CHECKLISTPERIOD ENDING _____/_____/_____ BH PAYROLL CHECK DATE _____/_____/_____ PPPR_____ Payroll preparation- Ensure proper check date, enter # of Weeks(2) and days (count). Opens pay period Sets web parameters for deadlines. Should be done immediately following previous payroll run. TCDE _____Time card entry STPS_____Enter all stipends SLCR _____ WTEA Employee Completion Reminder / Comm Mgmt SLCR _____ WTEA Supervisor Approval Reminder / Comm Mgmt TCDT _____ Supervisor dec NE “APP, Supervisor dec EQ “REJ” These will be run and checked on the morning after the supervisors’ approval deadline by the payroll specialists for their assigned areas to monitor the web time approvals. TCDT_____Employee not complete Check for late timecards and payroll action forms

4. UFEL_____Update financial aid earnings limits PPGN_____Pay period Generation. Check all info from PPPR. TVRR _____Run report for earn types FWS,WSCS, NFCS, e-mail to Financial Aid TVRR_____Run entire report alphabetically 5 copies.(Delete dept. line on the sort screen) Run report for FUND source FUND alphabetically as well. 3 copies for projects CALC _____ Run entire calc alphabetically. Look for zero net checks on the “Zero Net Checks Summary” which prints out with the other summary data at the end of the CALC. Make sure that the SERS or STRS deduction of 10% of the gross was withheld. PPGS_____One time adjustments and deductions. Corrections to TCDE and stipends. CALC_____Run on corrections as needed Final check for late cards and payroll action forms

5. PPGN Messages Feb 2009 Payroll Preparation Exception Report For Monthly Employees - For Period Ending 02/28/09 ID No. Employee Name Exceptions ------- ----------------------------------- -------------------------------------------------------------------------------- 0858XXX ONE, Scott C Person not found on the EMPLOYES file. ETAX and/or EDDP not set up. ETAX should be set up prior to EDDP. 0666XXX TWO, Sharon L No PPWG record found for emp ID 0666XXX, work date 02/03/2009. 0202XXXTHREE, Valerie H No PPWG record found for emp ID 0202XXX, work date 01/23/2009. Wages skipped. USUALLY MEANS TIME WAS POSTED PRIOR TO HIRE DATE - EITHER TIME MUST BE CHANGED OR HIRE DATE CHANGED or TERMED WITH TIME POSTED TO BE PAID

6. ID No. Employee Name Exceptions ------- ----------------------------------- -------------------------------------------------------------------------------- 071XXXX FOUR, Gregory J The GL account 10-40-4XXXX-12XXXX-50213 is inactive. MUST ASK ACCOUNTING IF GL IS OK TO USE AND THEN ADD OR IF GL IS NOT GOOD, STIPEND OR WAGES GL MUST BE CHANGED IN ORDER TO PAY 083XXXXX FIVE, SUSAN No PPWG record found for emp ID 0XXXXX, work date 02/09/2009. Wages skipped. WAGES ARE NOT ALWAYS SKIPPED WITH THIS MESSAGE 0954XXXX SIX, SIMON Person has been terminated. May need to adjust pay. USUALLY JUST A WARNING AND NEED TO MAKE SURE THEY SHOULD BE TERMED AND ADJUST PAY IF NEEDED Note to Datatel: It would be great if this report could be delivered in ALPHA order!Note to Datatel: It would be great if this report could be delivered in ALPHA order!

7. AVPA____SET TO “Y” and run. This will ensure that everyone’s advice will be available online. CALC_____Run clean copy of entire payroll register. Sort alphabetically. Double check Zero Net Checks Summary” Error report must show 0 errors in order for Paycheck process to run.

8. TVRR____For projects – copies – sort alpha 2 to Tina, 1 to Missy TVRR_____For Projects – 2 copies – sort by department to Tina TVRR_____For work study sort alphabetically, e-mail to Fin Aid TCDT_____For STRS report – to Tina. Earn types PTST, NCRC, PTNC TCDT_____Complete TCDT of all time entry (Use select criteria of #37 with value “H” )

9. PCHK_____Print paychecks. Verify beginning #.Add message to employees here Sort Alphabetically. Load as shown in drawer 3 of printer. PADV_____Run Advices.Hold to screen. Do not print. (UNCA – this is the undo process if checks jam or dates are wrong or anyother reason we would want to undo all of the payroll checks and advices, then re-do the CALC and proceed) Un-issued paychecks must be voided after UNCA and before proceeding with new CALC. APAD_____Type HRCPYADV in the Communication Status Box. Select Received for the Communication Code Accepts Paychecks and Advices. Produces check register and deposit register. Print one each.

10. PSRP_____Print payroll summary registers. Print 1. Give to Jason UDDM_____Create direct deposit file. Name in DDBHMMDDYY format. Print 1 copy. Use the actual pay day. EHUP_____Employee History Update. Payroll is not complete until this step is complete. Do not re-start this process if it ends abnormally. LAER_____Limit against earnings report for financial aid. Print two

11. ___ RYPR reports for auxiliary services ___ BVRP’s in report mode for MDBO, CDCD ___ Request payroll file transmittal to the bank (2 days prior) ___ E-mail confirmation request for transmittal file ___ Request “Positive Pay” file ___ Transmit Positive Pay ___ Payroll funds transfer to business office (2 days prior) ___ Tax transmission and funding request to business office ___ Request 403b and demographics file ___ Transmit 403b file, funding request to business office