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Departmental Payroll Processing
University departments use online Department Payroll Processing Application (DEPTPAY) to perform the following payroll functions:
- Report hours worked or pieces completed for temporary employees.
- Report hours worked for permanent employees of University Dining Services and the WSU Energy Program.
- Review and certify payroll expenses.
Departmental Payroll Processing is a secured application within the DEPPS (Departmental Personnel Payroll System) and HEPPS (Higher Education Personnel Payroll System) sections of the Administrative Information System (AIS). After obtaining access to DEPPS or HEPPS, users must obtain separate approval from Payroll to access DEPTPAY. See BPPM 85.33 to obtain access to AIS applications.
Each department using online Department Payroll Processing must designate and authorize one primary user and at least one secondary user per account. Each department may have up to four secondary users per account.
The department may authorize faculty, classified, and/or administrative professional employees as DEPTPAY users. Students and nonstudent temporary employees are not eligible to access DEPTPAY.
Consider appropriate separation of duties when choosing someone to enter positive pay data and to review payroll data (see BPPM 55.03).
Approval to use Departmental Payroll Processing does not require expenditure authority or temporary employment appointing authority.
See BPPM 85.33 for authorization procedures for access to DEPPS and HEPPS. Route a completed Administrative Information Systems (AIS) Access Request to the Data Administrator in the Office of the Vice President for Finance and Administration.
NOTE: Most authorized departmental personnel use the DEPPS application to enter data into the University’s payroll system. HEPPS access is restricted to employees working in central University offices such as HRS, Payroll Services, and other employees with demonstrated business needs for access to all personnel data.
After receiving notification of access to DEPPS or HEPPS, contact Payroll Services and request a training session for DEPTPAY access.
Requirements for Access
In order to receive notifications from Payroll Services, each authorized user must have a University electronic mail account that is listed in the WSU Electronic Phonebook. A Network ID is required to send and receive e-mail. Refer to BPPM 85.37 to obtain a Network ID.
For advisory guidelines regarding establishing e-mail accounts, refer to the ITS Email and Exchange website at:
- E-Mail Address in Phonebook
Information Technology Services (ITS) automatically enters the user’s e-mail address into the WSU Electronic Phonebook when he or she establishes an e-mail account and sets up e-mail forwarding.
NOTE: ITS’ self-service e-mail account system automatically sets forwarding for e-mail accounts established on the central ad.wsu.edu server. Various colleges and departments run separate mail servers, e.g., vetmed.wsu.edu, tricity.wsu.edu. Forwarding is not automatically set up for e-mail accounts on non-central servers. In order to have e-mail addresses listed in the Electronic Phonebook, such users must manually set up e-mail forwarding.
Users may access the following websites to set up and/or verify e-mail forwarding:
Select myProfile from the Main Menu, then
Select Update Personal Information, then
Select Email Forwarding
- Accessing the WSU Electronic Phonebook
Users may access the WSU Electronic Phonebook through the Search WSU Web/People link at the top of all main WSU webpages.
Payroll Services requires that each new user attend a training session before using Department Payroll Processing.
Notify Payroll Services when adding or changing accounts used to support wages and salaries for the department.
Checking Existing Accounts
Review accounts for positive pay transactions by accessing QRYSCAN in DEPPS or HEPPS. Press PF3, enter the department’s mail code, and press Enter to view a list of accounts.
Review accounts for payroll expenses by accessing QRYPEAR in DEPPS or HEPPS. Press PF3, enter the department’s mail code, and press Enter to view a list of accounts.
Send e-mail to Payroll Services when a user terminates, changes positions, or changes duties. Payroll Services makes appropriate changes to the security files.
Query and Download
In addition to temporary employee time entry and payroll expense certification, users may query and download data.
Data is available on the system until one or two days before the end of the current pay cycle.
Departments are to download any required data before the data is replaced.
Users may query time entry or payroll expense data for one or more accounts, one budget, or one individual.
Positive Pay Time Entry
In Positive Pay Time Entry (PPAYMENT) departmental representatives:
- Enter hours worked or pieces completed.
- Mark “No Time” if no hours or pieces are reported.
- Cancel appointments.
- Create time transactions for prior pay periods.
Departmental representatives enter positive pay data twice a month in accordance with the Payroll Documents Schedule.
Completion of the Appointment section of the online Temporary Employment System (TEMPS) or a personnel action directs Payroll Services to include an employee’s name in DEPPS or HEPPS. See BPPM 60.25, 60.26, 60.27, or 60.42 for instructions.
Payroll Services notifies primary and secondary users when it is time to enter hours or pieces for positive pay employees.
Check the Positive Pay Time Entry screen for errors or omissions (see Figure 1). Ensure that the screen accurately reflects employee and appointment data submitted in the most recent entry to the Appointment section of the online TEMPS. If not, contact Payroll Services.
If an employee is not listed on the Positive Pay Time Entry screen, check DEPPS or HEPPS to ensure that the appointment exists. If the appointment is not in DEPPS or HEPPS, the online TEMPS entry (or Personnel/Position/Payroll Electronic Routing Management System (PERMS) transaction for employees of Dining Services or the Energy Program) may not have arrived in HRS and/or Payroll Services in time for the current pay cycle or the appointment may have expired during the last pay cycle. If the appointment expired, submit a new appointment through the online TEMPS (or PERMS transaction for employees of Dining Services or the Energy Program) to establish another appointment. Enter the data from the time reporting document, e.g., Daily Activity Report, during the next pay cycle.
Prior Period Transactions
If an employee’s appointment was active in a prior pay period but hours or pieces were not entered, press PF1 (Prior PD) and complete the online form.
Complete a Request for Positive Pay Report form if the appointment has expired and the department must pay hours from a previous pay cycle.
An employee may not enter his or her own time or piece work into DEPPS or HEPPS.
Enter positive pay for hours or pieces worked during the pay period just ended. Data entry should be completed by the date required by the Payroll Documents Schedule.
Temporary Employment Limits
Review the accumulated hours and the Monitoring Begin Date for nonstudent temporary employees. Do not exceed the 1,050-hour limit (see BPPM 60.26).
Verify the temporary employee position number shown under the Tmp ID column. Be sure the numbers on the Position Description form, the online TEMPS Appointment section, and the entry screen are all the same.
The employer must mark the appropriate box in the Appointment section of the online TEMPS to generate an overtime pay line for the employee. For permanent employees of Dining Services or the Energy Program, the employer indicates overtime eligibility by marking the appropriate workweek designation on the PERMS transaction. Time and one-half is paid for overtime hours worked.
- Create Overtime Payment Transaction Line
If an hourly employee worked unanticipated or unscheduled overtime, press PF5 (OT) to create an overtime time transaction line. Selecting the PF5 (OT) key creates an overtime transaction line for the current pay cycle only.
Be sure that the rate of pay correctly reflects the time and a half rate of pay and that the appropriate earnings type is displayed. See E/T below for earnings types.
The employer must mark the appropriate box in the Appointment section of the online TEMPS to generate a standby pay line for the employee. Standby pay is authorized when the employee is directed to restrict off-duty activity to be available for duty.
After adding or changing data, press Enter before paging forward. Pressing Enter saves the data into the system. When data entry is complete, press PF12 to exit. Mark the status with an X for Complete or Incomplete. Press PF12 again to exit. If status is Complete, departments can modify time until the announced cut-off hour of noon or 2:00 p.m.
Press PF9 to access online help for positive pay time entry.
Positive Pay Description
The following describes certain parts of the Positive Pay Entry screen which may not be self-explanatory.
Completion is optional. Mark this column with an “N” if the employee recorded no time for the pay period or did not turn in a time reporting document.
Mark this column with a “C” to cancel the appointment in DEPPS or HEPPS. (To reactivate the appointment submit an online action in TEMPS.)
|ADR||additional responsibility||for faculty|
|ALF||federal annual leave payoff||for federal employees|
|ALP||annual leave payoff||for state employees|
|AWD||award||extra taxable compensation|
|AWF||award||extra compensation federal not subject to OASI|
|AWN||award||extra compensation nonfederal not subject to OASI|
|BUF||buyout of tenure rights||federal employees|
|BUY||buyout of tenure rights||nonfederal employees|
|C/B||call back||for classified staff|
|CHR||chair||differential pay for academic chairs|
|CPA||cell phone allowance||extra taxable compensation|
|CPF||cell phone allowance||extra taxable compensation federal not subject to OASI|
|CPN||cell phone allowance||extra taxable compensation nonfederal not subject to OASI|
|CTP||comp time pay||compensatory time payoff|
|DFC||deferred compensation||non-staff month gross pay to highly compensated employees with WSU employment agreements|
|E/C||extra compensation||faculty with retirement plan code|
|ECF||federal extra compensation||federal faculty extra pay|
|FCH||federal chair||differential pay to federal chairs|
|FDR||federal additional responsibility||earnings for certain federal faculty|
|FED||federal regular earnings||regular pay to federal employees|
|FFV||fair market value||value of insurance premiums for same-sex domestic partnerships is taxable and subject to Medicare for federal employees|
|FHR||faculty hourly||faculty and exempt deduct OASI and Medicare|
|FLS||federal meals||taxable meals for federal employees|
|FMS||fair market value students||taxable value of items; such as gift cards, housing|
|FMV||fair market value||value of insurance premiums for same-sex domestic partnerships is taxable and subject to OASI and Medicare for nonfederal employees|
|FRO||federal earnings||federal earnings subject to OASI and Medicare|
|FTO||field training officer||temporary upgrade for classified employees in bargaining unit 4|
|FTU||federal tuition||value of tuition for faculty and staff who take graduate level courses at WSU on space available basis is taxable for federal employees|
|FWS||federal work study||student employees on federal work study|
|GVA||graduate vet assistant||for graduate assistants in College of Veterinary Medicine|
|HOP||hourly||nonstudent temporary overtime subject to PERS, OASI, and Medicare|
|HPP||hourly||nonstudent temporary piece work subject to PERS, OASI, and Medicare|
|HPW||hourly piece work||nonstudent piece work non-PERS enrollee subject to OASI and Medicare|
|HRO||hourly overtime||nonstudent temporary overtime non-PERS enrollee subject to OASI and Medicare|
|HRP||hourly||nonstudent temporary subject to PERS,OASI, and Medicare|
|HRY||hourly||nonstudent temporary non-PERS enrollee subject to OASI and Medicare|
|IND||industrial compensation||deductions for industrial compensation payments|
|JDF||federal jury duty||deductions for civil duty|
|JDY||jury duty||deductions for civil duty|
|L/D||location differential||pay to employees stationed in foreign countries|
|LDF||federal location differential||pay to federal employees stationed in foreign locations|
|LPA||sick leave payoff||sick leave payoff at retirement or death due to age or length of service subject to OASI|
|LWO||leave without pay|
|MLS||meals reimbursement||reimbursement of taxable meals for nonfederal employees|
|MOF||federal moving expense||reimbursement of certain taxable moving expenses for federal employees|
|MOV||moving expense||reimbursement of certain taxable moving expenses for nonfederal employees|
|OPW||other piece work||faculty, and exempt piece work subject to OASI and Medicare|
|OVT||overtime||time and one-half pay for classified employees|
|PER||perquisite||noncash fringe benefit, e.g., meals and lodging|
|PLF||federal partial professional leave||federal faculty employee on less than 100% professional leave|
|PPL||partial professional leave||faculty on less than 100% professional leave|
|PRO||professional leave||faculty on professional leave|
|PRF||federal professional leave||federal employees on professional leave|
|REF||relocation compensation||federal employees|
|REG||regular pay||salaried earnings|
|REL||relocation compensation||nonfederal employees|
|RET||retirement supplementation||retirement earnings|
|RGA||regular academic||academic regular earnings|
|RGC||regular cyclic||cyclic earnings|
|R/T||ra/ta earnings||research, teaching and staff assistants and graduate associates regular pay|
|S/B||standby||standby pay for classified staff|
|S/D||shift differential||shift differential pay|
|SHO||student hourly overtime|
|SPW||student piece work||student piece work not subject to OASI or Medicare|
|S/S||special skills||payment for special skills|
|SSB||student standby pay|
|S/T||straight time||overtime time pay at straight time rate|
|SUM||summer session||academic summer appointment|
|SWS||state work study||student earnings on state work study|
|TIP||tips to students||tips collected in University restaurants and paid to students; not subject to OASI and Medicare|
|TUG||temporary upgrade||temporary upgrade for classified employees in bargaining units 2 and 3|
|TUI||tuition||value of tuition for faculty and staff who take graduate level courses at WSU on space available basis is taxable for nonfederal employees|
|VPA||sick leave payoff||value of cashout of compensable unused sick leave at retirement to nontaxable VEBA medical expense trust account|
Position Number or Temporary Job ID
Total Monitored Hours for nonstudent hourly employees.
Current semester limit for work study funds.
Remaining earnings which may be charged to work study.
Payroll Expenditure Audit Report (PEAR) Certification
Prior to each payday, departments are to verify that employee pay corresponds to the approved pay-affecting personnel documents.
University departments use the online PEAR certification function to approve and certify upcoming pay for departmental employees. The online PEAR function identifies employees by name and position number and indicates the payment and budgets charged.
Notice Pears Ready
Payroll Services prepares PEAR data after the last working day of the pay cycle. Payroll Services sends an e-mail message to primary and secondary users when PEAR data is ready for certification.
The Payroll Documents Schedule provides the completion date.
DEPTPAY defines the status of a PEAR review as Incomplete, Certified, or Payroll. The user indicates the status of the review when he or she exits the PEAR Review function.
When the review is completed, the user enters X for Certified. This causes the status column on the Selection Screen to be updated from Incomplete to Certified.
Once the user has certified the PEAR, the change in status prevents him or her from adding or correcting any additional records. The user may query PEAR but may not update the data after the status has been set to Certified. See Figure 3 for example.
If a change is required, contact Payroll Services (telephone 509-335-1610) prior to the review deadline to unlock the certified account.
The status of Payroll means that the user has entered at least one correction and Payroll Services staff has reviewed the correction/ comment. All additions for employees not paid and any corrections/comments will cause a Y to appear under Corr on the Selection Screen. The Y is an indicator to Payroll Services that at least one correction/comment or addition exists for this account. The AIS User ID of the Payroll staff member appears under Last Access.
The columns under Last Access indicate the User ID, date and time of the last person to access the account. If these three columns are blank at the PEAR certification deadline, no one has reviewed the PEAR and some employees may not be paid correctly (refer to Figure 3).
The following describes certain parts of the PEAR certification screens which may not be self-explanatory.
Each part is designated by a number under the P column.
- Salaried Employees (Part 1)
Salaried employees are paid the same each pay period unless some intervention occurs to change the payroll, e.g., a PERMS transaction changing the salary. These employees are designatedby a “1” in the P column.
- Positive Pay Employees (Part 2)
Positive pay employees are paid on the basis of hour or pieces reported to Payroll Services. See Positive Pay Time Entry above. These employees are designated by a “2” in the P column.
Below nonstudent temporary employee names, the PEAR indicates the monitor begin date (MBD) and the hours charged against the 1,050 maximum. See BPPM 60.26 for more information about temporary employment limits.
Below work study employees’ names, the PEAR reports the work study dollar limit and the balance in dollars which the student may earn during the rest of the current semester.
- Added Employees (Part 3)
Employees added by users during the PEAR review are designated by a “3” in the P column.
Employees are listed alphabetically within parts 1, 2, or 3. When reference is made to an employee, use the name as printed on PEAR. See BPPM 90.75 for name change procedures and coding conventions.
The job class is the classification code or the title code for the employee’s position(s). Job Class codes are on the PERMS transaction .
E/T (Earnings Type)
For code definitions refer to the table above.
P/T (Payment Type)
|CAN||Cancellation of a check|
|CUR||Payments included in current check|
|OVP||Recovery of an overpayment|
Hours paid in pay period for each employee.
- Appointed Employees
The number of hours in pay status.
- Positive Pay Employees
The number of hours paid. For piece workers, Payroll applies a formula to arrive at an hourly equivalent.
The staff month equivalent for the pay period.
- Appointed Employees
To determine staff months divide actual hours paid by the total hours within the pay cycle times the semi-monthly factor of .5.
- Positive Pay Employees
To determine staff months, divide hours by 174.
The gross amount paid in dollars for each earnings type for each employee.
Hourly employees calculation is based on the number of hours times the rate of pay to equal gross pay.
Piece work employees calculation is the number of units times the unit rate for the gross pay.
Review each payroll expense amount for overpayments or underpayments. If there are errors, request corrections as follows:
- Place the cursor on the payment line requiring correction.
- Press PF1.
- Enter a comment in the dialogue box describing the error.
- Press PF8 to enter the comment into DEPTPAY. Payroll Services reviews the comment and initiates appropriate action.
The above action results in a “C” (for correction) appearing on the payment line.
Social Security Number
See BPPM 55.05.
Make corrections as indicated above. Submit a copy of the employee’s social security card to Payroll Services.
If there are omissions, press PF4 to report unlisted individuals who should be paid.
Pay-Affecting Action Required
If pay-affecting action is required, route the appropriate document, e.g., personnel action processed through PERMS, online TEMPS entry, Position Action, or Expense Assignment Action form.
Reference the document in the PEAR comment.
Pay special attention to PEAR data for a terminating employee to ensure that the employee is not paid beyond the last day of employment.
The department is to retain a copy of each PEAR in accordance with University records retention requirements (see BPPM 90.01). The department downloads the PEAR file and retains a copy in either digital media or paper.
To download a copy of the PEAR file for retention purposes:
- Select PEAR Download from the Departmental Payroll Processing screen.
- Select the account(s).
- Select the Document download file type.
- Select the PEAR data plus comments download record format.
- Select the download method, either Entire Connection or FTP.
NOTE: The department may download PEAR data in the Spreadsheet file format for internal recordkeeping purposes. However, the department must retain either a paper copy or a digital copy of the PEAR data plus comments record format in the Document file type.