Payroll Standard Operating Procedures
Payroll Standard Operating Procedure 1.0: Fiscal Officer Responsibility
SUBJECT: |
Fiscal Officer's Procedures to Ensure Compliant, Accurate and Timely Payroll Processing |
SOURCE: |
Financial Management Services |
ORIGINAL DATE OF ISSUE: |
August, 2010 |
DATE OF LAST REVISION: |
June, 2011 |
PSOP NO: | 1.0 |
RATIONALE: |
To outline the Fiscal Officer's responsibility when it comes to ensuring accurate payroll processing within their department (s). |
PSOP: |
1. The Fiscal Officer is responsible for ensuring a proper segregation of duties in their area in order to prevent fraud. This includes the following:
2. The Fiscal Officer is responsible for ensuring that the Fiscal Approver is reviewing the Fiscal Approver report for inaccuracies prior to payday. The Fiscal Officer is also able to run a payroll report in the IUIE so the Fiscal Officer themselves can review the payroll report, although it is not required. Items that must be reviewed include:
Larger departments are often unable to verify payroll detail by person, so they should take the following steps to ensure that their payroll is accurate:
3. The Fiscal Officer is responsible for ensuring that the TIME Approver is the appropriate person for that role. They should also periodically review their TIME Approvers to verify that they are still active employees. Payroll will provide a quarterly report of TIME Approvers to each department, until an IUIE report can be written. The Fiscal Officer is also responsible for ensuring that TIME Approvers and Payroll Process are approving their timesheets and that Payroll Processors are approving the payroll vouchers. The Fiscal Officer should be using the IUIE TIME super approval report to identify TIME Approvers and Payroll Processors who are allowing the TIME system to super approve the department's timesheets. It can be located using the following path: The Central Payroll office will notify Fiscal Officers when a payroll processor does not approve their payroll vouchers. It is incumbent on the Fiscal Officer to rectify these situations when they are identified. 4. The Fiscal Officer is responsible for ensuring that the Payroll Processor are looking for enroute e-docs that affect payroll prior to the payroll closing. If any potential issues arise as the result of an enroute e-doc, the Payroll Processor must take action to avoid any resulting payroll issues. The e-docs that potentially affect payroll are:
5. The Fiscal Officer is responsible for ensuring their department is complying with all University payroll policies located at: 6. The Fiscal Officer is responsible for monitoring overpayments that occur and that proper action is being taken to ensure the overpayment is collected. The Fiscal Officer is also responsible for ensuring that proper procedures are in place to prevent overpayments. These procedures include, but are not limited to, the above 5 SOP procedures. Other tools include the Overpayment Policy located at: FIN-PAY-IV-280 and the Overpayment Procedures SOP located at: PSOP 2.0 Overpayment |
DEFINITIONS: |
Fiscal Officer: Person who is trained and hired for the purpose of providing fiscal, policy, and internal control management of all funds in a unit. They are responsible for ensuring that processes and related controls have been established to achieve the mission and objectives of their organization(s). |
CROSS REFERENCE: |
See the following policies: Recording of Timekeeping in TIME: FIN-PAY- IV-270 Role of Fiscal Officer, Account Manager, and Account Supervisor: FIN-CC-1-1 Payroll Overpayment Processing: FIN-PAY-IV-280 Overpayment Processing Procedures: Payroll PSOP 2.0 |
RESPONSIBLE ORGANIZATION: |
Financial Management Services |
SUBJECT: |
Overpayment Processing |
SOURCE: |
Financial Management Services |
ORIGINAL DATE OF ISSUE: |
September, 2010 |
DATE OF LAST REVISION: |
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PSOP NO: | 2.0 |
RATIONALE: |
To outline the procedures for departments to follow when collecting and processing payroll overpayments. |
PSOP: |
When a department becomes aware that an employee has been overpaid, they should contact the campus payroll department immediately. If it is prior to the check date and the direct deposit can be withdrawn from the bank or the paper check can be cancelled, it is possible to recover the funds and avoid the overpayment process. It is the responsibility of the department to contact the employee and make arrangements for repayment of the overpayment. If the employee has already received the direct deposit funds into his account or cashed the actual check, there are various methods for collecting the overpayment amount following the guidelines listed below. The department must prepare a paper adjustment voucher and forward it to the payroll office to begin the process. Please state the reason for the overpayment in the explanation section on the adjustment voucher. For a partial overpayment the adjustment voucher should reflect a POSITIVE (+) entry for the CORRECT gross using the correct earn codes, hours, etc. that the employee should have received for the pay period. A full overpayment requires an email to the payroll office including payment details: name, ID, check date, check number, and net amount. It may take the central payroll office up to five business days to complete the calculation after the adjustment voucher is received. Overpayments should be processed as quickly as possible to avoid year-end tax problems for the employee. If the overpayment occurs in December, contact the campus payroll department to see what the deadline is for receiving the payment prior to year-end W-2 processing. The campus payroll office role will be to assist the department in understanding the guidelines and calculating the overpayment amount. The departmental account will be credited when the funds have been received by the payroll office and the employee’s record has been updated in HRMS. Any exceptions to the guidelines listed below should be discussed with the campus payroll office prior to making agreements with an employee. Guideline 1: Employee is overpaid and would like the payback deducted from future wages that will be PAID in the same (tax) calendar year.
Guideline 3: Employee is overpaid and is going to write a check to Indiana University to repay the overpayment. The personal check is going to be written in the same (tax) calendar year as the original payment.
Guideline 4: Employee is overpaid and is going to write a check to Indiana University and check is going to be written in the following (tax) calendar year.
Individual campuses may have additional campus specific procedures. For clarification, please check with your campus payroll office. |
CROSS REFERENCE: |
See the following policies: Fiscal Officer's Procedures to Ensure Compliant, Accurate and Timely Payroll Processing: Payroll PSOP 1.0 Role of Fiscal Officer, Account Manager, and Account Supervisor:FIN-ACC-1-1 Payroll Overpayment Processing: FIN-PAY-IV-280 |
SUBJECT: |
Payroll Procedures for Payments after Death |
SOURCE: |
Financial Management Services |
ORIGINAL DATE OF ISSUE: |
October 1990 |
DATE OF LAST REVISION: |
March, 2011 |
PSOP NO: | 3.0 |
RATIONALE: |
To outline the procedures for departments to follow concerning the death of an employee |
PSOP: | When you receive notice concerning the death of an employee, the following procedures should be used to process their final payment. No further payments should be processed in HRMS payable to the employee. Final payments are processed by FMS using a Disbursement Voucher (DV) in the FIS and made payable to the estate after the appropriate approval process.
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CROSS REFERENCE: |
See the following policy, Payroll Administration Policy IV-150, Disposition of Final Pay for Deceased Employees: FIN-PAY-IV-150 |
RESPONSIBLE ORGANIZATION: |
Financial Management Services |
SUBJECT: |
FLSA Overtime Calculator for Biweekly Payroll |
SOURCE: |
Financial Management Services |
ORIGINAL DATE OF ISSUE: |
August, 2008 |
DATE OF LAST REVISION: |
June, 2011 |
PSOP NO: | 4.0 |
RATIONALE: |
To compute an estimate of overtime pay for situations where multiple rates or bonus-type payments (that will inflate the overtime rate) are involved. |
PSOP: |
This calculator will help you compute an estimate of overtime pay for situations where multiple rates (weighted average) or bonus-type payments (that will inflate the overtime rate) are involved. Due to rounding, the actual amount paid may be slightly different than the calculated amount on this spreadsheet. In the spreadsheet linked below, fill in the hours and rate information, as well as the total of any bonus-type payments the employee is receiving in the given earnings period. There are comments throughout the document that will help you know what to enter, as well as explain the calculated amounts. You can see these comments by placing your mouse over a cell that has a red triangle in the top right hand corner. Only enter in the orange sections and only enter what is earned for a 1-week period. If you have more than one week to calculate, you will need to do it separately. After you calculate for the first week, you can use the Clear button to reset the worksheet. But first, you will need to enable the macro to run. Link to the FLSA Excel 97-03 worksheet |
CROSS REFERENCE: |
See the following policies, Fiscal Officer's Procedures to Ensure Compliant, Accurate and Timely Payroll Processing: Payroll PSOP 1.0 Accounting Administration Policy I-1, Role of Fiscal Officer, Account Manager, and Account Supervisor: FIN-ACC-1-1 Policy VI-121, Establishing and Generating Revenue Producing Activity (RPA): FIN-TRE-VI-121 |
RESPONSIBLE ORGANIZATION: |
Financial Management Services |
SUBJECT: |
Gross Up Process for Additional Pay Earnings |
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SOURCE: |
Financial Management Services |
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ORIGINAL DATE OF ISSUE: |
March 2008 |
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DATE OF LAST REVISION: |
June 2016 | |
PSOP NO: | 5.0 | |
RATIONALE: |
To process a one-time exact NET payment amount for an employee. |
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PSOP: |
The most common use involves one-time additional payments. If you “gross up” the payment, the department will be charged the additional amount to cover the employee's applicable taxes. This type of payment must be processed using the eligible earn codes on the Additional Pay Edoc.
Adjustment Voucher information:
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CROSS REFERENCE: |
See the following policies: |
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RESPONSIBLE ORGANIZATION: |
Financial Management Services |
SUBJECT: |
Holidays - Recording Hours Worked |
SOURCE: |
Financial Management Services |
ORIGINAL DATE OF ISSUE: |
August, 2009 |
DATE OF LAST REVISION: |
December, 2016 |
PSOP NO: | 6.0 |
RATIONALE: |
To provide procedures for holiday processing for staff in BW1 and BWP Paygroups |
PSOP: |
Premium holidays for pay purposes: New Year’s Day (January 1st), Memorial Day (last Monday in May), Independence Day (July 4th), Labor Day (first Monday in September), Thanksgiving Day (third Thursday in November), Christmas Day (December 25th)
Non-Premium holidays for pay purposes: Campus Holiday (available March 1), Martin Luther King Day (third Monday in January), Friday After Thanksgiving (third Friday in November)
If employees are away from work on the “official IU observed holiday” and it is a regular scheduled work day, hours should be recorded using the HOL earn code. You cannot use previously accrued holiday hours to cover the current holiday.
Earn Codes: HOL Holiday Away from work for current holiday (paid, subtracts from reg pay) HAC Holiday Accrued Add hours to the holiday bank to be used later HBP Holiday Bonus Additional pay for working on holiday – straight hourly rate HIP Holiday Incentive Additional pay for working holiday - .50 x hourly rate (IUPUI Only)
Assumptions:
If you have holiday policy issues, please refer to the UHRS policy manual.
Biweekly Staff Employees (BW1):
Scheduled Work Day: If an employee works 8 hours* on the holiday and it is their regular scheduled work day, they should receive the following compensation:
The following options are available for compensation: Premium Holiday: Hours worked should be included in regular (RGN) hours and one of the following.
Or
Or
Or
*If hours worked are less than 8, the calculation is prorated. If an employee works more than 8 hours, the holiday premium is limited to 8 hours. See examples below.
Non-Premium Holiday: Hours worked should be included in regular (RGN) hours and one of the following.
Or
Example 1: Employee’s regular schedule is M-F, 8-5. Premium holiday occurs on Monday and employee must come to work for 4 hours and used HOL for the other 4 hours. Record one of the following options for Monday:
**The extra compensation for hours worked on this premium holiday = 4 hrs x 1.5 = 6 hrs
Example 2: Same schedule as above except holiday is non-premium. Record one of the following options for Monday:
**The extra compensation for hours worked on this non-premium holiday = 4 hrs x 1 = 4 hrs
Example 3: Employee’s regular schedule is M-T, 7-6 (10 hrs days). Premium holiday occurs on Monday and employee must come to work for 10 hours. Record one of the following options for Monday:
**The extra compensation for hours worked on any premium holiday is limited to 12.00 hours regardless of the number of hours worked. 8 hrs x 1.5 = 12 hrs
Scheduled Day Off:
An employee whose regular day off is both the observed and the legal holiday, will receive (8) hours off with pay at a mutually agreeable date. Holiday should be accrued with the HAC code.
If an employee works any hours on a holiday (premium or non/premium) which occurs on their regular scheduled day off, they receive the following compensation for the day:
** If the employee had time off during the week on earn codes that do not count towards the overtime calculation, these extra hours may show up as NEP/NEC in TIME. You will need to wait until after the hours are loaded to the voucher and change them to OVT.
Special Note: Employees working alternate schedules that are required to work on the actual US holiday would follow these procedures on the US holiday instead of the IU observed holiday.
Biweekly Professional Staff Employees (BWP):
When Professional Staff work on a holiday, they receive equivalent time off. Professional Staff employees who are eligible for overtime (BWP) receive time off at a later point equal to the actual time worked on the holiday, up to 8 hours. If the employee works a partial holiday, the portion not worked is considered time off and is charged to HOL hours. Hours worked should be included in regular (RBP) hours. AND
The calculation is: Hours worked X 1 = HAC |
CROSS REFERENCE: |
See the following policies, Payroll Administration Policy IV-70, Supplemental Payments for Services Provided Outside the Normal Scope of Employment: FIN-PAY-IV-70 |
RESPONSIBLE ORGANIZATION: |
Financial Management Services |
SUBJECT: |
Paycard Policy Information |
SOURCE: |
Financial Management Services |
ORIGINAL DATE OF ISSUE: |
March, 2010 |
DATE OF LAST REVISION: |
January, 2011 |
PSOP NO: | 7.0 |
RATIONALE: |
To provide an alternate method of payment for those individuals who do not/cannot have direct deposit of their paychecks. |
PSOP: | IU automatically issue paycards to employees who have not signed up for direct deposit. This affects both current employees who have not enrolled in direct deposit and new hires going forward. All faculty and staff who have not enrolled in direct deposit no longer receive a paper paycheck mailed to their homes. Instead, they have the choice of enrolling in direct deposit or receiving a Visa paycard. Once direct deposit info is received, IU will no longer deposit payroll payments on a paycard. For new employees, the paycard will be issued prior to the second payroll payment. The first payroll payment will be a paper check that the employee picks up in their campus payroll office. When the employee picks up their paycheck, they will be asked to sign up for direct deposit. If they are unable to sign up at the time of picking up their paycheck, they will be issued a Visa paycard and future payrolls will be loaded on the the paycard. The paycard can be used at any ATM to withdraw cash or at any vendor who accepts PIN based transactions. Employees can also withdraw all their funds at any US bank that accepts Visa. Those employees who do have bank accounts can transfer funds from the debit card directly to their bank account online. |
CROSS REFERENCE: |
See the following policies, Payroll PSOP 1.0: Fiscal Officer's Procedures to Ensure Compliant, Accurate and Timely Payroll Processing: PSOP1_Fiscal_officer Payroll Administration Policy IV - 40, Distribution of Payroll Checks: FIN-PAY-IV-40 |
RESPONSIBLE ORGANIZATION: |
Financial Management Services |
SUBJECT: |
Paycheck Reissue Process |
SOURCE: |
Financial Management Services |
ORIGINAL DATE OF ISSUE: |
March, 2010 |
DATE OF LAST REVISION: |
June, 2010 |
PSOP NO: | 8.0 |
RATIONALE: |
For employees who have not enrolled in direct deposit, the payroll department will issue a paper check for the employee's first paycheck. This procedure describes the process for replacing a check that is lost or stolen. |
PSOP: | Reissue Process
Several key points to communicate to the employee about the stop payment and reissue process:
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CROSS REFERENCE: |
See the following policies, Fiscal Officer's Procedures to Ensure Compliant, Accurate and Timely Payroll Processing: Payroll PSOP 1.0 Payroll Administration Policy IV - 30, Stop Payment and Reissue of University Payroll Checks: FIN-PAY-IV-30 |
RESPONSIBLE ORGANIZATION: |
Financial Management Services |
SUBJECT: |
Implementing IU's Policy on Mobile Plan and Device Allowance |
SOURCE: |
Financial Management Services |
ORIGINAL DATE OF ISSUE: |
March 2006 |
DATE OF LAST REVISION: |
July 2016 |
PSOP NO: | 9.0 |
RATIONALE: |
To outline the procedures for departments in the issuance of additional pay for an employee who uses a personal mobile plan and/or device for departmental business. |
PSOP: | Procedures A. Initiation of reimbursement:
*NOTE: If the effective date of the Edoc is retroactive to the current pay period, the departmental payroll office must prepare adjustment voucher(s) as needed to ensure that the employee's retroactive additional pay is processed and paid. Any retroactive pay will not appear on the current payroll voucher unless an adjustment voucher is processed for the current pay period. B. Reimbursement payments: In general, the Mobile Plan and Device Allowance policy allows payment to an employee for cell phones and other data access plans. To initiate such an allowance, the unit's Fiscal Officer and the relevant employee must fill out and sign the Mobile Use Attestation Form. The Fiscal Officer will maintain each Mobile Use Attestation Form and documentation of any changes to the allowance amount. The payment must be $50, $100, or $150 per month (and should be commensurate with the unit's business needs, the position requirements, and the employee's cost for his/her mobile plan, devices, and accessories), and may be set up to cover a specific period of time (such as several months, one year, etc.). Because this allowance is non-taxable, do not gross it up. |
CROSS REFERENCE: |
The financial policy titled Mobile Plan and Device Allowance should be reviewed to determine relevant implementation conditions and restrictions before following these procedures to reimburse employees for use of personal mobile plans and/or devices for departmental business: |
RESPONSIBLE ORGANIZATION: |
Financial Management Services |
SUBJECT: |
Monthly Payroll Vouchers – Attendance Adjustments for NO PAY Hours |
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SOURCE: |
Financial Management Services |
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ORIGINAL DATE OF ISSUE: |
April, 2012 |
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DATE OF LAST REVISION: |
06/04/2014 | ||||||||||||||||||||||||||||
PSOP NO: | 10.0 | ||||||||||||||||||||||||||||
RATIONALE: |
Monthly staff employees (S10/S12) use the ePTO system to record time off hours at the end of each month. The ePTO system does not interface with the HRMS system or payroll vouchers to reduce pay. Therefore, when an employee records a NO PAY earn code in the ePTO system, the departmental payroll processor will need to make the adjustment on the payroll voucher. |
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PSOP: | Valid NO PAY earn codes in ePTO and mapping to Payroll Voucher:
Attendance Adjustments/Absent Hours:
You may process adjustments for monthly employees up to and including the November 30 payroll closing. The December payroll is paid in January which is a new tax year. According to IRS regulations, IU is not allowed to reduce wages paid in a previous tax year. Any December adjustments and any unprocessed adjustments from previous year wages must be processed as an overpayment following the established procedures on the FMS website: PSOP 2.0: Overpayment Processing Procedures. |
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CROSS REFERENCE: |
PSOP 2 - Overpayment Processing Procedures |
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RESPONSIBLE ORGANIZATION: |
Financial Management Services |
SUBJECT: |
Overtime Policy – Special Exceptions |
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SOURCE: |
Financial Management Services |
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ORIGINAL DATE OF ISSUE: |
April, 2012 |
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DATE OF LAST REVISION: |
December, 2016 | |
PSOP NO: | 11.0 | |
RATIONALE: |
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PSOP: |
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CROSS REFERENCE: |
See Financial Related Policies http://policies.iu.edu/policies/categories/financial/index.shtml |
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RESPONSIBLE ORGANIZATION: |
Financial Management Services |
Payroll Standard Operating Procedure 12.0: Termination Processing Procedures for Staff Employees
SUBJECT: | Termination Processing Procedures for Staff Employees |
SOURCE: |
Financial Management Services |
ORIGINAL DATE OF ISSUE: |
April, 2012 |
DATE OF LAST REVISION: |
April, 2014 |
PSOP NO: | 12.0 |
RATIONALE: |
How to process leave plans and benefits at time of termination or retirement of IU employees |
PSOP: |
Monthly (S10, S12) and biweekly (BW1, BWP) appointed staff enrolled in leave plans are entitled to receive payout of benefit accrual hours at time of termination/retirement subject to policy restrictions.
How to figure prorated accruals in last working pay period for BW1/BWP Staff: How to figure Sick Payout for eligible Retiree’s (must be enrolled in PERF or 11.25% retirement plan): How to figure Staff Monthly pay amounts: For REG pay: Monthly rate / number of work hours in the term month = hourly rate for month Example: $4335 / 168 (Jun 2012) = $25.804 hourly rate Hourly rate X work hours = prorated monthly amount |
CROSS REFERENCE: |
See Financial Related Policies |
RESPONSIBLE ORGANIZATION: |
Financial Management Services |
SUBJECT: | Military Time Off, Leaves, and FMLA Processing Procedures | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
SOURCE: | Financial Management Services | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
ORIGINAL DATE OF ISSUE: |
November, 2012 | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
DATE OF LAST REVISION: |
None | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
PSOP NO: | 13.0 | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
RATIONALE: | To provide procedures for processing military time off, leaves, and FMLA processing procedures | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
PSOP: | Biweekly staff (BW1, BWP) report attendance on the payroll voucher and must have specific codes to cover any absence. Monthly staff (S10,S12) report time off in ePTO and the earn codes do not drive pay. We have created the earn codes below to cover the different Military Situations. The same codes are available for monthly exempt employees in the ePTO system. I have only selected partial sections of the policy needed for reporting. Additional UHRS Military Leave information: http://policies.iu.edu/policies/categories/human-resources/time-off/military.shtml Situation 1, Paid Leave:
Situation 2, After Paid Leave Exceeded:
**After the employee uses the 15 MIL days (120 hours if 100% FTE),they can use any Vacation, Sick, Comp or Holiday hours using the codes above. The employee has the option to exhaust their benefit hours or request to Leave of Absence. The department must initiate an eDoc to put the employee on Military Leave of Absence. The earn code associated with Military Leave will display on the job and payroll voucher and the employee will NOT receive payment. This code is NOT available to anyone for entry on the voucher or adjustment voucher.
A Staff employee who separates employment from the University or takes a military leave of absence and who later returns to a staff position has certain provisions restored, if eligible, upon reappointment. The table below is a summary only. See the appropriate section in this policy to determine whether an employee is eligible Reemployment Provisions At-a-Glance:
* Veterans are fully restored to the status that he or she would have enjoyed as an employee. Staff and Hourly employees other than those in temporary positions (defined in the regulations as positions that exist for a brief, non-recurrent period with no reasonable expectation that the employment would have continued for a significant period) who take a leave of absence or separate to enter military service are entitled to the reemployment provisions of USERRA. When an employee completes military duty and meets the conditions below, the veteran is to be restored to the status that he or she would have enjoyed with reasonable certainty as an employee as if the leave or separation had not occurred. This includes, if applicable:
Situation 3, Military Family Leave:
Situation 4, FMLA Military Caregiver Leave: http://policies.iu.edu/policies/categories/human-resources/time-off/military.shtml
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CROSS REFERENCE: |
See Policy Leaves for Military Duty and Leaves for Military Families: http://policies.iu.edu/policies/categories/human-resources/time-off/military.shtml | |||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
RESPONSIBLE ORGANIZATION: |
Financial Management Services |
SUBJECT: |
Recording Injury Hours in the ePTO and on the Monthly Voucher |
SOURCE: |
Financial Management Services |
ORIGINAL DATE |
November 2015 |
DATE OF |
November 2015 |
PSOP NO: |
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RATIONALE: |
To clarify appropriate usage of injury time earn codes on the monthly payroll voucher |
PSOP: |
In the “Add Dates” section, on the “basic” tab, employees can choose PTO, Sick, Holiday. Click on the “advanced” tab to see these other codes. You must request access to the expanded Injury codes using the ePTO Support Form: http://hr.iu.edu/hrms/ePTO/ePTOsupport.html
ePTO Recording Hours: The codes available to record for Injury are:
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CROSS |
See UHRS policy PA/SS 8.1 Injury on-the-job, http://policies.iu.edu/policies/categories/human-resources/health-safety/injury-on-the-job.shtml
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RESPONSIBLE |
Financial Management Services |
SUBJECT: |
Off-Cycle Processing Fees |
SOURCE: |
Financial Management Services |
ORIGINAL DATE |
October 5, 2016 |
DATE OF |
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PSOP NO: |
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RATIONALE: |
Financial Management Services (FMS) Payroll is authorized to collect processing fees from departments on certain transactions that result in additional work outside of the normal on-cycle payroll process. This procedure sets the fees associated with the processing of off-cycle payments and online checks. |
PSOP: |
Off-Cycle Payment Fee: $55 per transaction
Online Check Fee: $85 per transaction
Fee Waivers: FMS Payroll does not charge processing fees for off-cycle payments or online checks that are necessary due to: (i) FMS Payroll mistakes or oversights; (ii) grossing up off-cycle direct deposits; and (iii) special payments needed for regulatory or tax compliance. Further, pursuant to policy FIN-PAY-IV-250, we do not charge processing fees for the following payments:
If you wish to have the processing fee for transactions other than these waived, you must document the reason for the request and submit it to FMS Payroll Director for review and approval |
CROSS |
See the following policy:
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RESPONSIBLE |
Financial Management Services |