Effective Date: |
January 4, 2016 |
Function: |
Labor Distribution |
Contact: |
It is important that payroll transactions are reviewed prior to the release of payroll checks and direct deposits in order to ensure accuracy and prevent overpayments.
This document should be utilized by operating locations and Research Foundation (RF) central office staff responsible for the processing of bi-weekly payroll as a guideline for developing monitoring and review procedures.
Note: This document includes only key processes and is not an inclusive listing of the controls to be created. It provides high-level guidance for managers to assist in developing monitoring controls.
The following is a list of key items that should be reviewed for accuracy and the appropriate corrective actions taken.
The following table describes the reports that can be used for monitoring activities.
Monitoring Function |
Purpose |
Frequency |
Recommended Report |
Report Location |
Review payroll input |
Ensure payroll changes are appropriately entered in the Oracle System. Review terminations for appropriateness Review current and future changes in pay and other administrative data |
Once per payroll or on demand based on campus needs. |
Oracle – Human Resources |
|
Review hourly input |
Ensure payroll output will be accurate for hourly employees |
Weekly - prior to preliminary and Final final payroll run on Tuesday payroll run |
RF Employees with Hours in Terminated-Do Not Process RF Timecards in Error Status |
TimeKeeper |
Review retro activity |
Review retroactive pay transactions and ensure they will process as expected |
Daily |
Retro Biweekly Retro SUNY |
Business Applications > Payroll Reports Area Oracle – Human Resources |
Review projected payroll output |
Review payroll output to ensure gross and net pay are as expected. Check for any payments over $10000. Review pay for all changes to ensure it is expected. Verify terminations. Verify vacation. Verify checks and direct deposit slips balance with Oracle business application. |
Biweekly – after preliminary payroll run
Note: Hourly pay will not be included in this process |
Oracle – Human Resources |
|
Review final payroll output |
Review payroll output to ensure gross and net pay are as expected. Check for any payments over $10000. Review pay for all changes to ensure it is expected. Verify terminations. Verify vacation. Verify checks and direct deposit slips balance with Oracle business application. |
Biweekly – after final payroll run |
KBACE Payroll Activity Totals Report RF Payroll Check Distribution Report |
Oracle – Human Resources |
None
None
None
Date |
Summary of Change |
January 4, 2015 |
Change to remove outdated hourly payment process and update with new Timekeeper instructions. Removed NRA reports as Key controls covered in NRA procedures. |
May 16, 2011 |
Removed reference to 'AEIC' due to elimination of AEIC in 2010. |
November 19, 2008 |
Added a new monitoring function, "Monitor Employee Income Taxation" and updated links to new report help documents. |
December 2, 2004 |
Revised to remove obsolete information and add monitoring table. |
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Copyright © 2011 The Research Foundation of State University of New York