Office of Procedures, Records, and Forms Business Policies and Procedures Manual

PAYROLL
55.22
Revised 2-12

For more information contact:
   Payroll Services
   509-335-9575

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Departmental Payroll Processing


Overview

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.

Designated Users

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.

Access Request

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
Electronic Mail

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:

cougtech.wsu.edu/EmailExchange/EmailExchange.aspx

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:

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.

Training

Payroll Services requires that each new user attend a training session before using Department Payroll Processing.

Changing Accounts

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.

User Changes/Terminations

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.

DEPTPAY Main Menu
Figure 1 DEPTPAY Main Menu

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.

Appointing Employees

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.

Entering Data

Payroll Services notifies primary and secondary users when it is time to enter hours or pieces for positive pay employees.

Information entered into DEPTPAY is initially collected by departments on Daily Activity Reports (BPPM 60.61) or Time Reports (BPPM 60.60).

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.

Figure 2 Positive Pay Time Entry Example
Figure 2 Positive Pay Time Entry Example
Own Time

An employee may not enter his or her own time or piece work into DEPPS or HEPPS.

Timing

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).

Position Number

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.

Overtime

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.

Standby Pay

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.

Completing Entry

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.

Online Help

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.

NT

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.

CNCL APPT

Mark this column with a “C” to cancel the appointment in DEPPS or HEPPS. (To reactivate the appointment submit an online action in TEMPS.)

PAY TYP

Payment Type

Code Definition
HR Hourly
MO Monthly
PC Piece
PQ Perquisite
SD Shift differential
JOB CLS

Job Classification

E/T

Earnings Type

CodeNameDefinition
ADRadditional responsibilityfor faculty
ALFfederal annual leave payofffor federal employees
ALPannual leave payofffor state employees
AWDawardextra taxable compensation
AWFawardextra compensation federal not subject to OASI
AWNawardextra compensation nonfederal not subject to OASI
BUFbuyout of tenure rightsfederal employees
BUYbuyout of tenure rightsnonfederal employees
C/Bcall backfor classified staff
CHRchairdifferential pay for academic chairs
CPAcell phone allowanceextra taxable compensation
CPFcell phone allowanceextra taxable compensation federal not subject to OASI
CPNcell phone allowanceextra taxable compensation nonfederal not subject to OASI
CTPcomp time paycompensatory time payoff
DFCdeferred compensationnon-staff month gross pay to highly compensated employees with WSU employment agreements
E/Cextra compensationfaculty with retirement plan code
ECFfederal extra compensationfederal faculty extra pay
FCHfederal chairdifferential pay to federal chairs
FDRfederal additional responsibilityearnings for certain federal faculty
FEDfederal regular earningsregular pay to federal employees
FFVfair market valuevalue of insurance premiums for same-sex domestic partnerships is taxable and subject to Medicare for federal employees
FHRfaculty hourlyfaculty and exempt deduct OASI and Medicare
FLSfederal mealstaxable meals for federal employees
FMSfair market value studentstaxable value of items; such as gift cards, housing
FMVfair market valuevalue of insurance premiums for same-sex domestic partnerships is taxable and subject to OASI and Medicare for nonfederal employees
FROfederal earningsfederal earnings subject to OASI and Medicare
FTOfield training officertemporary upgrade for classified employees in bargaining unit 4
FTUfederal tuitionvalue of tuition for faculty and staff who take graduate level courses at WSU on space available basis is taxable for federal employees
FWSfederal work studystudent employees on federal work study
GVAgraduate vet assistantfor graduate assistants in College of Veterinary Medicine
HOPhourlynonstudent temporary overtime subject to PERS, OASI, and Medicare
HPPhourlynonstudent temporary piece work subject to PERS, OASI, and Medicare
HPWhourly piece worknonstudent piece work non-PERS enrollee subject to OASI and Medicare
HROhourly overtimenonstudent temporary overtime non-PERS enrollee subject to OASI and Medicare
HRPhourlynonstudent temporary subject to PERS,OASI, and Medicare
HRYhourlynonstudent temporary non-PERS enrollee subject to OASI and Medicare
INDindustrial compensationdeductions for industrial compensation payments
JDFfederal jury dutydeductions for civil duty
JDYjury dutydeductions for civil duty
L/Dlocation differentialpay to employees stationed in foreign countries
LDFfederal location differentialpay to federal employees stationed in foreign locations
LPAsick leave payoffsick leave payoff at retirement or death due to age or length of service subject to OASI
LWOleave without pay
MLSmeals reimbursementreimbursement of taxable meals for nonfederal employees
MOFfederal moving expensereimbursement of certain taxable moving expenses for federal employees
MOVmoving expensereimbursement of certain taxable moving expenses for nonfederal employees
OPWother piece workfaculty, and exempt piece work subject to OASI and Medicare
OVTovertimetime and one-half pay for classified employees
PERperquisitenoncash fringe benefit, e.g., meals and lodging
PLFfederal partial professional leavefederal faculty employee on less than 100% professional leave
PPLpartial professional leavefaculty on less than 100% professional leave
PROprofessional leavefaculty on professional leave
PRFfederal professional leavefederal employees on professional leave
REFrelocation compensationfederal employees
REGregular paysalaried earnings
RELrelocation compensationnonfederal employees
RETretirement supplementationretirement earnings
RGAregular academicacademic regular earnings
RGCregular cycliccyclic earnings
R/Tra/ta earningsresearch, teaching and staff assistants and graduate associates regular pay
S/Bstandbystandby pay for classified staff
S/Dshift differentialshift differential pay
SHLshared leave
SHOstudent hourly overtime
SHRstudent hourly
SPWstudent piece workstudent piece work not subject to OASI or Medicare
S/Sspecial skillspayment for special skills
SSBstudent standby pay
S/Tstraight timeovertime time pay at straight time rate
SUMsummer sessionacademic summer appointment
SWSstate work studystudent earnings on state work study
TIPtips to studentstips collected in University restaurants and paid to students; not subject to OASI and Medicare
TUGtemporary upgradetemporary upgrade for classified employees in bargaining units 2 and 3
TUItuitionvalue of tuition for faculty and staff who take graduate level courses at WSU on space available basis is taxable for nonfederal employees
VPAsick leave payoffvalue of cashout of compensable unused sick leave at retirement to nontaxable VEBA medical expense trust account
POSN/TMP ID

Position Number or Temporary Job ID

MONITORED HRS

Total Monitored Hours for nonstudent hourly employees.

WS LIMIT

Current semester limit for work study funds.

SEM BALANCE

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.

Status

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.

Certified

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.

Changes

If a change is required, contact Payroll Services (telephone 509-335-1610) prior to the review deadline to unlock the certified account.

Payroll

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.

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).

Figure 3 PEAR Certification Example
Figure 3 PEAR Certification Example
PEAR Description

The following describes certain parts of the PEAR certification screens which may not be self-explanatory.

Parts

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.

Name

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.

Class

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)
Code Definition
CAN Cancellation of a check
CUR Payments included in current check
E/T Expenditure transfer
HDC Hand-drawn check
OVP Recovery of an overpayment
Hours

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.

Staff Months

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.

Payroll Expense

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.

Corrections

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.

Corrections

Make corrections as indicated above. Submit a copy of the employee’s social security card to Payroll Services.

Omissions

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.

Terminating Employees

Pay special attention to PEAR data for a terminating employee to ensure that the employee is not paid beyond the last day of employment.

PEAR Retention

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.