Payroll

Records

Other Forms (Benefits, Self Performance Appraisals, and forms for posting jobs)

Payroll Checklist

*I. PAYROLL RECORDKEEPING GUIDELINES*
	Separate payroll files should be created for biweekly and monthly payroll transactions. These files can be combined if only a few employees are involved.
	Folders should be labeled with the pay periods in the file and kept in chronological order. Ex. PPE 11/05/05
	Biweekly and/or monthly pay period file should contain the following:
	Webtime Review Page
	Timesheets with attached Form 60/Monthly Absence Summary
	Retroactive Adjustment Forms - if applicable
	Monthly Exception Forms - if applicable
	Vacation Maintenance Forms - if applicable

*II. PAYROLL CALENDAR INFORMATION*
	Payroll calendar provides the following information:
	Webtime open/close dates for processing payroll
	Personnel Action Form due dates
	Retroactive Adjustment and Monthly Exception dates
	Dates to review paycheck data

*III. VACATION SICK LEAVE MAINTENANCE*
	Review employee's balances before processing payroll by:
	Clicking on the name in Webtime
	Reviewing leave balances in PeopleSoft (Compensate Employees > Administer Base Benefits > Use > Leave Accruals)
	New employees can use two (2) personal days during their probationary period (6 - 9 months)
	Do not use (AJ) earning codes to change leave balances. Complete a maintenance form and submit to Human Resources to process.
	A record of all absences must be kept within the department. A report of absence form should be completed for each absence.

*IV. GENERAL INFORMATION*
	Refer to the records retention site for payroll records storage guide
	For one-time extra compensation payments an additional pay form must be completed and is subject to the same deadlines as PAFs
	Payroll processors should not enter their own payroll; instead a back-up should be designated.
	Complete this form to gain security access to the payroll system. Forward to Errol Benson, 211 GSB, to process.