Communications

 

From: Listserv - PAYNEWS On Behalf Of Trent, Joy

Sent: Monday, June 27, 2005 1:16 PM

To: Listserv - PAYNEWS

Subject: Paynews-Fiscal Year Processing Tips

 

Please review the important tips, Fiscal Year (F/Y) Time Roster/POPR processing calendar, and split time roster processing guidelines to assist you with a smooth transition from old to new year.

 

TIPS
** On Wednesday, June 29, 2005, the time roster for pay period 06/20/05-06/30/05 and 07/01/05-07/03/05 will be available. The time roster will appear with two transactions for each employee. The 1st transaction will be for pay period 06/20/05-06/30/05 and the 2nd transaction will be for pay period 07/01/05-07/03/05 (providing the employee was rolled over into new fiscal year). Final time roster authorization for this pay period is due on Friday, July 01, 2005 at 4:00 PM.

 

** If an individual's hours to be reported on the time roster will vary from the norm of 9 days in the old fiscal year and 1 day in the new fiscal year, submit an email message to the Financial Services Office that includes the following information; Name, EID, Position Control Number, and number of hours the employee will work from
06/20/05-06/30/05 and from 07/01/05-07/03/05 and send to:
payrollinfo@listserv.arizona.edu.

 

** Payroll Online Payment Requests (POPRs) for employees whose wages should be expended to FY 04-05 budgets must be received in Payroll no later than Friday, July 01, 2005, 12:00 p.m. Payment requests with a pay end date of 06/30/05 processed after July 01, 2005, will be charged to FY 05-06 budget.


Detailed information is available below on the SPLIT TIME ROSTER REPORTING.

 

Fiscal Year 2004/2005 ending and 2005/2006 beginning payroll-processing calendar

 

Please review the following calendars to ensure accurate processing and reporting of hours on the fiscal year split Time Roster for payment on July 8, 2005.

 

http://www.fso.arizona.edu/fso/payroll/calendars/2005-2006_calendar.htm

 

http://web.arizona.edu/~syscon/docs/Dcal2005.xls

 

SPLIT TIME ROSTER REPORTING OVERVIEW

 

Please use the following guidelines for reporting time and attendance for the period of 06/20/05-07/03/05.

 

1. The Time Roster screens in PSOS will be available for updating on Wednesday morning, June 29, 2005.

 

 

2. The Time Roster will display two time roster transactions for each employee scheduled for payment for pay period 06/20/05-06/30/05 and 07/01/05-07/03/05 (providing the employee was rolled over into new fiscal year).

 

a. Two transactions will appear for each employee for the same position control number (providing the employee was rolled over into same position control).

b. Each employee will have a verification number assigned by the payroll system for each time reporting period.

c. The pay period will appear in the upper left corner of the Time Roster Percent Distribution Screen 45 and will also appear to the right of the time roster record on the Time Roster Paging department paging screen 47.

d. Salary employees will appear with the expected number of regular hours worked based on their FTE. Wage employee records appear with no hours. Wage and supplemental compensation hours must be entered if hours are due in order for the employee to be paid.

e. The first time roster record will reflect the last 9 days of this fiscal year 06/20/05-06/30/05. The employee's salary record will preprint with the hours based on their FTE; the wage record will appear with no hours. If the hours will vary from the norm, submit an email to the payrollinfo@listserv.arizona.edu describing how the employee worked the hours for this period of time.

f. The second time roster record will reflect the 1st 1 day of fiscal year 07/01/05-07/03/05. The employee's salary record will preprint with the hours based on their FTE; the wage record will appear with no hours.
If the hours will vary from the norm, submit an email to the payrollinfo@listserv.arizona.edu describing how the employee worked the hours for this period of time.

 

3. Time Roster Add-on's for pay period 06/20/05-06/30/05 for new hires or new positions:

 

a. If an employee's record does not appear on the 1st part of the time roster and the employee worked hours from 06/20/05-06/30/05, report the hours worked on a Payroll Online Payment Request (POPR located on ISW) provided the employee's position was entered into PSOS as of June 30, 2005. The POPR with a pay end date of 06/30/05 must be created, approved and sent to FSO Operations (Payroll) by July 01, 2005.

 

NOTE: DO NOT ADD ON HOURS TO THE TIME ROSTER for the last 9 days of fiscal year 2004/2005 if the employee did not appear on the time roster.

 

4. Time Roster Add-on's for pay period 07/01/05-07/03/05 for new hires or new positions:

 

a. If an employee's record does not appear on the 2nd part of the time roster and the employee worked hours from 07/01/05-07/03/05, create an add on record to add these hours to the time roster provided the position was entered into PSOS as of June 30, 2005.

5. Time Roster Add-on's for overtime hours for pay period 06/20/05-07/03/05 that should expend against an account other than the account that appears on the Time Roster record:

 

a. If the employee incurred any overtime from 06/20/05-06/30/05 report the overtime hours worked from 06/20/05-06/30/05 on a POPR using the PPE 06/30/05.

b. If the employee incurred any overtime hours from 07/01/05-07/03/05 report the overtime hours on the time roster.

 

6. Time Roster Add-on's for overtime hours for pay period 06/20/05-07/03/05 that should expend against the employee's regular account appearing on the time roster:

 

a. If the employee incurred any overtime hours from 06/20/05-06/30/05 and 07/01/05-07/03/05 report the overtime hours on the employee's regular record applicable to the pay period.

7. If leave time is taken in both time reporting periods, refer to the Vacation / Sick & Comp Leave Accrual Report, the Employee Position Screen 02, or the Time Roster Percent Distribution Screen (45) to ensure the employee has accrued sufficient time to cover the hours that will be reported on both the 1st and 2nd half of the time roster.


If you have any questions please contact the Financial Services Office at 621-9097 or e-mail your questions to any of our staff at: payrollinfo@listserv.arizona.edu