9.0 Off-Cycle Payroll Processing Checklist

CA 9.0 Off Cycle ChecklistTaskNavigationInstanceInstancePayroll1Check for Off-Cycle Pay Calendar SetupPayroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars Key in Pay Run ID and click on Search. If off-cycle calendars are not found, contact Help Desk for CORE Team to set them up.Time and Labor2Enter Time in Time and LaborManager Self Service > Time Management > Report Time > Timesheet3Run QueriesReporting Tools > Query > Query Viewer > GO_TL_WEEKLY_ELAPSED_TIMEAgencies using Time and Labor Manager Self Service:Reporting Tools > Query > Query Viewer > GO_MSS_REPORT_TIME_NO_PROJReporting Tools > Query > Query Viewer > GO_MSS_NO_REPORTED_TIMEReporting Tools > Query > Query Viewer > GO_MSS_MANAGER_W_TIME_TO_APP4Approve Reported Time (if Applicable)Manager Self Service > Time Management > Approve Time and Exceptions > Reported Time5Run Time Administration ProcessTime and Labor > Process Time > Request Time Administration Process Date should always be the true Pay Period End Date.8Check ExceptionsManager Self Service > Time Management > Approve Time and Exceptions > Exceptions6Run QueriesReporting Tools > Query > Query Viewer > GO_TL_PAYABLE_WITHOUT_CHARTFLD Check for payable time without chartfields (All payable time must have chartfields)Reporting Tools > Query > Query Viewer > GO_TL_PAY_TIME_DEFAULT_PROJECT (Biweekly Payroll) Check for payable time with time charged to Default Project (i.e. 292_DEFAULT)Reporting Tools > Query > Query Viewer > GO_MSS_PAYABLE_TIME_TO_APPROVE Check for payable time that has not been approved7Approve Payable TimeManager Self Service > Time Management > Approve Time and Exceptions > Payable Time9Check Payable Time DetailManager Self Service > Time Management > View Time > Payable Time DetailPayroll10Run Time & Labor Load ProcessThis process creates paysheets and loads the time from Time and Labor (but only for those employees that have data coming through T & L).Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Load Time and Labor11Run Precalculation Audit ReportPayroll for North America > Payroll Processing USA > Produce Payroll > Precalculation Audit Report12Make any Pay Sheet Changes and UpdatesImportant: Except for changes to BEA/RBA, all changes must be done on timesheetsPayroll for North America > Payroll Processing USA > Update Paysheets > By Payline Security13Run Calculation Process (CALC)Payroll for North America > Payroll Processing USA > Produce Payroll > Pay Calculation (0509) You can run Off-Cycle payrolls either on the LEFT side by Pay Run ID OR on the RIGHT side by Pay Group.

NOTE: If you start running the payroll by Pay Run ID (on the left), you MUST continue running by Pay Run ID until the payroll is confirmed. Do NOT switch sides.14Check Payroll Error MessagesPayroll for North America > Payroll Processing USA > Review Processing Messages > Review Payroll Error Messages15Run Pre-Commitment Accounting PayLine Audit Report (CA)OK Custom > OK Reports > Payroll > Pre-CA Payline Time Audit 432) Run this report to check for time from Time and Labor that is in a period prior to the Effective Date on the Commitment Accounting Tables. Follow the steps below: - Turn off OK to Pay for all rows identified. - Re-run Preliminary Calculation Process - Re-run Pre-Commitment Accounting PayLine Audit Report (CA)16Run GO_TL_PAYABLERun Query GO_TL_PAYABLE_STATUS_SPReporting Tools > Query > Query Viewer > GO_TL_PAYABLE_STATUS_SP Checks for potential problems with SP payable status - Red Paper issue.17Run Query - GO_ TL_PAY_TIME_BY_PAY_PERIODReporting Tools > Query > Query Viewer > GO_TL_PAY_TIME_BY_PAY_PERIOD Running this query will list any Time and Labor data that was 'Rejected by Payroll'. Research and RESOLVE the issue(s) for any time that shows as 'Rejected'.

WHEN YOU THINK ALL ISSUES HAVE BEEN RESOLVED, RE-RUN THE TIME AND LABOR LOAD (Step 5).18Run Query: GO_PY_COMPARE_PAY_TO_JOB_RATEReporting Tools > Query > Query Viewer > GO_PY_COMPARE_PAY_TO_JOB_RATE List of paycheck earnings amount and Job Rate. Compare the 2 columns and investiagte the differences.19Run Query: GO_PY_EARN_FROM_PRIOR_PERIODReporting Tools > Query > Query Viewer > GO_PY_EARN_FROM_PRIOR_PERIOD Run this query after a pay calc. Identify paylines with time from frior period. If the amount is different than zero, investigate the difference to see if they are valid.20If any corrections were made in Time & Labor and/or Payroll, re-run Calculation ProcessPayroll for North America > Payroll Processing USA > Produce Payroll > Pay Calculation (0509) Due to rounding process, Pay Calculation must always be run twice for Off-cycle PayrollRepeat Steps 13 through 20 until all errors and exceptions have been resolved!21Run Payroll RegisterPayroll for North America > Payroll Processing USA > Pay Period Reports > Payroll Register - Name (0233) Reconcile register22Run PreDistribution Audit Report (CA)Payroll for North America > Payroll Distribution > Commitment Accounting USA > Predistribution Audit Report23Run Payroll Unsheet - - - - - ONLY if necessary - - - - -Go back to Step 5 and start overPayroll for North America > Payroll Processing USA > Update Paysheets > Pay UnsheetYou must unsheet by pay group in off-cycle payrolls.If the Payroll Confirmation process is not run until the following day, you must re-run Steps 13 through 20 again prior to running Payroll Confirmation (Step 22)!!!24Run Pay Confirmation Process (CA)Payroll for North America > Payroll Processing USA > Produce Payroll > CA Confirm Pay (0432) - Enter PayRun ID and select Off-Cycle in the box and click on Run. - Click on the checkbox by Comm.Acctg Payrl Confirm and click OK. Run to Success. - Check the Message Log for Check Messages!!! - Check Payroll Error Messages and make corrections and re-run as necessary.

NOTE: If you are running the confirmation on the RIGHT side by Pay Group, you MUST repeat the steps above for EACH Pay Group in this payroll.25Check Pay Calendars for Payroll Confirmation Started and Payroll Confirmation Run checked for each Pay Group in this Pay Run ID.Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars If the checkmarks are missing for any Pay Group, STOP and call for help!!!!26Check Paycheck Data for Advice and Check Numbers. They must be present for you to continue to the next step.Payroll for North America > Payroll Processing USA > Produce Payroll > Review Paycheck Under the paycheck number column heading, you should see numbers. If you don't, that person has not been confirmed. Re-trace your steps and make corrections.27Check to be sure all Paysheets are gone!Payroll for North America > Payroll Processing for USA > Update Paysheets > By Paysheet Enter Agency # and click on Search. You should get the message 'No matching values found'. If paysheets are listed, STOP and call for help!!!All Pay Groups must be confirmed before you can go to the next step!!!28Run PY Pull Costs - Resets T&L Payable StatusesPayroll for North America > Payroll Distribution > Additional Integrations > Extract Time and Labor Costs29Run PSPPFUN (CA)Run PSPPFUND (CA)Payroll for North America > Payroll Distribution > Commitment Accounting USA > Distribute Actuals30Run Funding Distribution Report and Budget Checking ReportFunding Distribbution Report and Budget Checking Report (CA)Payroll for North America > Payroll Distribution > Prepare GL Information > Funding Rpts (OCP400)31Correct Employee Actuals Distribution (CA) (If Necessary)Payroll for North America > Payroll Distribution > Commitment Accounting USA > Review Actuals Distribution32Re-Run Funding Distribution Report and Budget Checking Report to verify corrections to Actual DistributionRe-Run Funding Distribtuion Report and Buudget Checking Report (CA) to verify corrections to Actual DistributionPayroll for North America > Payroll Distribution > Prepare GL Information > Funding Rpts (OCP400)33Finalize the Funding Distribution Report, Budget Check and Payroll Claim DocumentFinalize the Funding Distribution Report, Budget Check and Payroll Claim Document (CA)Payroll for North America > Payroll Distribution > Prepare GL Information >Finalize Funding Rpts (OCP400)34Run GL Process (CA)Payroll for North America > Payroll Distribution > Provide GL Information > Commitment Accounting Actuals

Step 1Click on PAYGL02A, Click on PAYGL02, Click on View Log/Trace. Click on paygl02.out. Print this report. The total Debits and Credits on this report MUST equal each other as well as match the total on the Payroll Budget Check Report and the Payroll Claim Document. ---------- ALL numbers MUST match!!! ------------

Step 2If the payroll was confirmed with a budget deficit, your Finance Officer MUST sign the "Notice of Deficit Statement' and make arrangements with OSF to be allowed to continue processing.35Check Pay Calendar for GL Interface Run checkmark for each Pay Group attached to this Pay Run ID.Payroll for North America > Payroll Processing USA > Create and Load Paysheets > Review Pay Calendars36Fax documents to Elsa at OSF by 3:00 pmFax GL Budget Check Report and signed Claim Document and Actuals INterface Log file to Elsa at Fax # 521-3383. Your paperwork MUST be at OSF by 3:00 PM on the day you confirm it for OSF to allow the checks to be sent on to OST on that day.37Run Pay/Fringe to ProjectsOK Custom Reports/Processes > Agency Processes > Pay/Fringe to Projects (0427)38Run PY to AP Extract ProcessPayroll for North America > Payroll Distribution > Accounts Payable Information > Extract CA Non-Tax Deductions39Run Deduction Register ReportPayroll for North America > Payroll Processing USA > Pay Period Reports > Deduction Register (0205)40Print Check and Advice StatementsOK Custom Reports/Processes > OK Reports > Payroll > Earnings Statement (0040)41Run Credit Union Report----- ONLY IF APPLICABLE TO YOUR AGENCY -----OK Custom Reports/Processes > Agency Processes > Deduction File (0104)Benefits42After ALL (Main, Supplemental and Off-Cycle) Payrolls are finished for the month

- Run the Leave Accruals Process -

This process MUST be RUN before next month's payroll processing begins!!!Benefits > Manage Leave Accruals > Calc Periodic Accrual (0446)

--- Use Leave Accrual Check List for specific instructions ---43Run Leave Accrual StatementsOK Custom Reports/Processes > OK Reports > Benefits > Emp Leave Accrual Rpt (0053)After the Treasurer prints your real checks and sends all the money to the bank, they will print Report OCPY040T - Payroll Warrant Register by PayRun ID and send this report and the real checks to you. This report must be balanced to specific lines on your Payroll Claim Detail (OCPY0018 - Step 32) - for the same PayRun ID.

Gross Pay on the Payroll Warrant Register must balance to the Payroll Claim Detail line of Salary and Earnings.Net Pay on the Payroll Warrant Register must balance to the Payroll Claim Detail line of Net Pay.

If either does not balance, call for HELP IMMEDIATELY because some of your checks may not have gone to the Treasurer!!!

Somebody may not get PAID!!!

Call the Help Desk at 521-2444 and tell them the case is CRITICAL and assign it to the CORE PAYROLL TEAM.

&L&"Arial,Bold Italic"&14 Projects - 9.0 OFF-CYCLE Payroll Processing Steps&R&"Arial,Bold Italic"&14PayRun ID _______________&L&8Page &P of &N&R&8Revised 7/1/2010