Time and Labor

Payroll

Projects - 9.0 OFF-CYCLE Payroll Processing Steps

PayRun ID _______________

Task

Navigation

Check for Off-Cycle Pay Calendar Setup

Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars
Key in Pay Run ID and click on Search.
If off-cycle calendars are not found, contact Help Desk for CORE Team to set them up.

Enter Time in Time and Labor

Manager Self Service > Time Management > Report Time > Timesheet

Run Queries

Reporting Tools > Query > Query Viewer > GO_TL_WEEKLY_ELAPSED_TIME

Agencies using Time and Labor Manager Self Service:
Reporting Tools > Query > Query Viewer > GO_MSS_REPORT_TIME_NO_PROJ
Reporting Tools > Query > Query Viewer > GO_MSS_NO_REPORTED_TIME
Reporting Tools > Query > Query Viewer > GO_MSS_MANAGER_W_TIME_TO_APP

Approve Reported Time (if Applicable)

Run Time Administration Process

Check Exceptions

Instance

Manager Self Service > Time Management > Approve Time and Exceptions > Reported Time
Time and Labor > Process Time > Request Time Administration
Process Date should always be the true Pay Period End Date.
Manager Self Service > Time Management > Approve Time and Exceptions > Exceptions

Run Queries

Reporting Tools > Query > Query Viewer > GO_TL_PAYABLE_WITHOUT_CHARTFLD

Check for payable time without chartfields (All payable time must have chartfields)
Reporting Tools > Query > Query Viewer > GO_TL_PAY_TIME_DEFAULT_PROJECT (Biweekly Payroll)
Check for payable time with time charged to Default Project (i.e. 292_DEFAULT)
Reporting Tools > Query > Query Viewer > GO_MSS_PAYABLE_TIME_TO_APPROVE
Check for payable time that has not been approved

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Approve Payable Time

Check Payable Time Detail

Manager Self Service > Time Management > Approve Time and Exceptions > Payable Time
Manager Self Service > Time Management > View Time > Payable Time Detail

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Run Time & Labor Load Process

This process creates paysheets and loads the time from Time and
Labor (but only for those employees that have data coming through
T & L).

Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Load Time and Labor

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Run Precalculation Audit Report

Payroll for North America > Payroll Processing USA > Produce Payroll > Precalculation Audit Report

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Make any Pay Sheet Changes and Updates

Important: Except for changes to BEA/RBA, all changes must
be done on timesheets

Payroll for North America > Payroll Processing USA > Update Paysheets > By Payline Security

Payroll for North America > Payroll Processing USA > Produce Payroll > Pay Calculation (0509)
You can run Off-Cycle payrolls either on the LEFT side by Pay Run ID OR on the RIGHT side by Pay Group.
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Run Calculation Process (CALC)

NOTE: If you start running the payroll by Pay Run ID (on the left), you MUST continue running by Pay Run ID until
the payroll is confirmed. Do NOT switch sides.

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Payroll

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Check Payroll Error Messages

Payroll for North America > Payroll Processing USA > Review Processing Messages > Review Payroll Error Messages

Run Pre-Commitment Accounting PayLine Audit Report (CA)

OK Custom > OK Reports > Payroll > Pre-CA Payline Time Audit 432)
Run this report to check for time from Time and Labor that is in a period prior to the Effective Date on
the Commitment Accounting Tables. Follow the steps below:
- Turn off OK to Pay for all rows identified.
- Re-run Preliminary Calculation Process
- Re-run Pre-Commitment Accounting PayLine Audit Report (CA)

Run
RunGO_TL_PAYABLE
Query GO_TL_PAYABLE_STATUS_SP

Run Query - GO_ TL_PAY_TIME_BY_PAY_PERIOD

Reporting Tools > Query > Query Viewer > GO_TL_PAYABLE_STATUS_SP

Checks for potential problems with SP payable status - Red Paper issue.
Reporting Tools > Query > Query Viewer > GO_TL_PAY_TIME_BY_PAY_PERIOD
Running this query will list any Time and Labor data that was 'Rejected by Payroll'.
Research and RESOLVE the issue(s) for any time that shows as 'Rejected'.
WHEN YOU THINK ALL ISSUES HAVE BEEN RESOLVED, RE-RUN THE TIME AND LABOR LOAD (Step 5).

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Run Query: GO_PY_COMPARE_PAY_TO_JOB_RATE

Reporting Tools > Query > Query Viewer > GO_PY_COMPARE_PAY_TO_JOB_RATE

List of paycheck earnings amount and Job Rate.
Compare the 2 columns and investiagte the differences.

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Run Query: GO_PY_EARN_FROM_PRIOR_PERIOD

Reporting Tools > Query > Query Viewer > GO_PY_EARN_FROM_PRIOR_PERIOD

Run this query after a pay calc.
Identify paylines with time from frior period. If the amount is different than zero, investigate the difference to see if they
are valid.

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If any corrections were made in Time & Labor and/or Payroll,

re-run Calculation Process

Payroll for North America > Payroll Processing USA > Produce Payroll > Pay Calculation (0509)
Due to rounding process, Pay Calculation must always be run twice for Off-cycle Payroll

Revised 7/1/2010

Projects - 9.0 OFF-CYCLE Payroll Processing Steps

Task

PayRun ID _______________
Navigation

Instance

Repeat Steps 13 through 20 until all errors and exceptions have been resolved!
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Run Payroll Register

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Run PreDistribution Audit Report (CA)

Payroll for North America > Payroll Processing USA > Pay Period Reports > Payroll Register - Name (0233)
Reconcile register
Payroll for North America > Payroll Distribution > Commitment Accounting USA > Predistribution Audit Report

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Run Payroll Unsheet - - - - - ONLY if necessary - - - - Go back to Step 5 and start over

Payroll for North America > Payroll Processing USA > Update Paysheets > Pay Unsheet
You must unsheet by pay group in off-cycle payrolls.

If the Payroll Confirmation process is not run until the following day, you must re-run Steps 13 through 20 again prior to
running Payroll Confirmation (Step 22)!!!

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Payroll for North America > Payroll Processing USA > Produce Payroll > CA Confirm Pay (0432)
- Enter PayRun ID and select Off-Cycle in the box and click on Run.
- Click on the checkbox by Comm.Acctg Payrl Confirm and click OK. Run to Success.
- Check the Message Log for Check Messages!!!
- Check Payroll Error Messages and make corrections and re-run as necessary.

Run Pay Confirmation Process (CA)

NOTE: If you are running the confirmation on the RIGHT side by Pay Group, you MUST repeat the steps above for
EACH Pay Group in this payroll.

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Check Pay Calendars for Payroll Confirmation Started and

Payroll Confirmation Run checked for each Pay Group in this
Pay Run ID.

Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars
If the checkmarks are missing for any Pay Group, STOP and call for help!!!!

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Check Paycheck Data for Advice and Check Numbers. They must
be present for you to continue to the next step.

Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck
Under the paycheck number column heading, you should see numbers. If you don't, that person has not been
confirmed. Re-trace your steps and make corrections.

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Check to be sure all Paysheets are gone!

Payroll for North America > Payroll Processing for USA > Update Paysheets > By Paysheet
Enter Agency # and click on Search. You should get the message 'No matching values found'.
If paysheets are listed, STOP and call for help!!!

All Pay Groups must be confirmed before you can go to the next step!!!
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Page 2 of 3

Run PY Pull Costs - Resets T&L Payable Statuses

Payroll for North America > Payroll Distribution > Additional Integrations > Extract Time and Labor Costs

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Run
RunPSPPFUN
PSPPFUND
(CA)
(CA)

Payroll for North America > Payroll Distribution > Commitment Accounting USA > Distribute Actuals

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Run
Funding
Funding
Distribbution
Distribution
Report
Report
andand
Budget
Budget
Checking
Checking
Report
Report
(CA)

Payroll for North America > Payroll Distribution > Prepare GL Information > Funding Rpts (OCP400)

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Correct Employee Actuals Distribution (CA) (If Necessary)

Payroll for North America > Payroll Distribution > Commitment Accounting USA > Review Actuals Distribution

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Re-Run Funding Distribtuion Report and Buudget Checking Report

Re-Run Funding Distribution Report and Budget Checking Report to verify
Payroll
corrections
for NorthtoAmerica
Actual Distribution
> Payroll Distribution > Prepare GL Information > Funding Rpts (OCP400)
(CA) to verify corrections to Actual Distribution

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Finalize the Funding Distribution Report, Budget Check and Payroll

Finalize the Funding Distribution Report, Budget Check and Payroll Claim
Payroll
Document
for North America > Payroll Distribution > Prepare GL Information >Finalize Funding Rpts (OCP400)
Claim Document (CA)

Revised 7/1/2010

Projects - 9.0 OFF-CYCLE Payroll Processing Steps

Task

PayRun ID _______________
Navigation

Instance

Payroll for North America > Payroll Distribution > Provide GL Information > Commitment Accounting Actuals

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Step 1
Click on PAYGL02A, Click on PAYGL02, Click on View Log/Trace. Click on paygl02.out. Print this report. The total Debits and
Credits on this report MUST equal each other as well as match the total on the Payroll Budget Check Report and the Payroll
Claim Document.

Run GL Process (CA)

---------- ALL numbers MUST match!!! -----------Step 2

If the payroll was confirmed with a budget deficit, your Finance Officer MUST sign the "Notice of Deficit Statement' and
make arrangements with OSF to be allowed to continue processing.

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Check Pay Calendar for GL Interface Run checkmark for each Pay
Group attached to this Pay Run ID.

Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars

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Fax documents to Elsa at OSF by 3:00 pm

Fax GL Budget Check Report and signed Claim Document and Actuals INterface Log file to Elsa at Fax # 521-3383. Your
paperwork MUST be at OSF by 3:00 PM on the day you confirm it for OSF to allow the checks to be sent on to OST on that
day.

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Run Pay/Fringe to Projects

Run PY to AP Extract Process
Run Deduction Register Report
Print Check and Advice Statements
Run Credit Union Report

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OK Custom Reports/Processes > Agency Processes > Pay/Fringe to Projects (0427)

Payroll for North America > Payroll Distribution > Accounts Payable Information > Extract CA Non-Tax Deductions
Payroll for North America > Payroll Processing USA > Pay Period Reports > Deduction Register (0205)
OK Custom Reports/Processes > OK Reports > Payroll > Earnings Statement (0040)

----- ONLY IF APPLICABLE TO YOUR AGENCY -----

OK Custom Reports/Processes > Agency Processes > Deduction File (0104)

Benefits

After ALL (Main, Supplemental and Off-Cycle) Payrolls are

finished for the month
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- Run the Leave Accruals Process -

Benefits > Manage Leave Accruals > Calc Periodic Accrual (0446)

This process MUST be RUN before next month's

payroll processing begins!!!

--- Use Leave Accrual Check List for specific instructions ---

Run Leave Accrual Statements

OK Custom Reports/Processes > OK Reports > Benefits > Emp Leave Accrual Rpt (0053)

After the Treasurer prints your real checks and sends all the money to the bank, they will print Report OCPY040T - Payroll Warrant Register by
PayRun ID and send this report and the real checks to you. This report must be balanced to specific lines on your Payroll Claim Detail (OCPY0018 Step 32) - for the same PayRun ID.
Gross Pay on the Payroll Warrant Register must balance to the Payroll Claim Detail line of Salary and Earnings.
Net Pay on the Payroll Warrant Register must balance to the Payroll Claim Detail line of Net Pay.
If either does not balance, call for HELP IMMEDIATELY because some of your checks may not have
gone to the Treasurer!!!
Somebody may not get PAID!!!
Call the Help Desk at 521-2444 and tell them the case is CRITICAL and assign it to the CORE PAYROLL TEAM.

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Revised 7/1/2010