Departmental Business Management Guide - Payroll

Contents

• Overview
• University Guidelines
• Internal Controls
• Departmental Responsibilities
• Resources

Overview

Payroll Services is responsible for the accurate and timely processing of University payroll expenses and for the proper recording of payroll charges in OMNI. Close cooperation between University departments and Payroll Services is essential to ensure compliance with Federal and State payroll laws.

University Guidelines

Deans, Directors and Department Heads are responsible for the accuracy and reliability of their departments’ payroll. Although much of the responsibility for preparing the payroll in the department is delegated to staff, department heads need to be familiar with the system. Department managers must ensure that all University employees are paid in a timely and accurate manner.

Employees are responsible for recording their time in the OMNI HR system or on a Time and Leave report (time sheet or card), as applicable, in accordance with the University policy. All payable time should ultimately be entered and approved in OMNI HR, which serves as the official pay and leave record of the University. When errors occur, employees should immediately contact their Department representative for advice on the appropriate corrective action.

(Policy OP-D-2-E – Payroll)

Internal Controls

• Ensure all payroll actions, including time and leave, compensatory time, and leave payouts are properly authorized.
• Review time and leave entries for accuracy.
• Notify Payroll Services in a timely manner of any errors detected and assure that these errors are promptly resolved.
• Ensure segregation of duties between the recording and approving of time worked.
• Ensure payroll records are secure and accessed only as authorized

Departmental Responsibilities

• Department managers should ensure:
  • Departmental representatives processing new hires and making changes to employee records have been properly trained.
  • Employees processing time either for themselves or for departmental employees have been trained for their role in using the OMNI Time & Labor module.
  • New hires are enrolled in direct deposit.
  • Reported time is entered and approved in accordance with the established Payroll schedule.
  • Employees with payroll responsibilities are following the University's Payroll procedures.
• Employees authorized to approve reported time in OMNI or to sign Pay and Leave Reports as the supervisor or certifying official should:
  • Ensure personnel have completed appropriate documents to be placed on the payroll.
  • Ensure personnel actions are completed prior to effective date.
  • Instruct employees on the proper recording of time in OMNI or the maintenance and completion of Pay and Leave Reports.
  • Review reported time in OMNI or Pay and Leave Reports for errors and ensure proper completion.
  • Sign and forward all Pay and Leave Reports to the Time and Leave Representative in a timely manner.
• Time and Leave Representatives should:
  • Maintain a list of all signatures of time/leave approval and certification officials.
  • Review all Pay and Leave Reports for completion, mathematical accuracy and appropriate supporting documentation.
  • Enter properly completed Pay and Leave Reports into OMNI.
  • Ensure all Pay and Leave Reports are signed, approved and input for all employees.
  • Provide the Payroll Certification Officer all Pay and Leave Reports to review against certifications.
  • Maintain all Pay and Leave Reports and time sheets until approved for destruction by the University's Records Management Liaison Officer (see Records Management policy OP-F-3).

Resources

• University Policy OP-D-2-E – Payroll
• University Policy OP-C-7-E – Attendance and Leave
• Payroll Services
• Office of Human Resources
• OMNI HR Training website
• Payroll Calendar
• Guidelines for Entering Time in OMNI

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