9.2 Pre-Payroll Processing Checklist
Purpose: Use this checklist to verify if all the reports and queries have been run to identify any actions to be taken before payroll is processed.
Audience: HR, Benefits, Time & Labor and Payroll Admins.
You must have at least one of these local college managed security roles:
- <please refer to the "Quick Reference Guide" column for navigation role information>
If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.
NOTE: This is a checklist to be used as a guidance tool and the process/reports need not be run in any particular order.
Pre-Payroll Process Checklist
| Office | Only on A or B or Both Payrolls | Process | Description |
Navigation (Process Name) |
Quick Reference Guide | Comments/Purpose of Execution |
| HR | A | Step Increment process | Run this process to automatically move employees to the next salary step when they have completed the required time in the current step. | Compensation > Base Compensation > Maintain Plans > Automated Step Increment |
http://ctclinkreferencecenter.ctclink.us/m/56263/l/814914-automated-step-increase Automated Step Increase |
|
| Benefits | Both | Identify Age 50 Extensions | Run this process to identify and allow those employees eligible for the 457 15 year catch-up and the 403(b) age 50 extensions, to have the additional deduction limit of $6,000.00 added to their 457 and 403(b) plan. The 402(g) is the limit type for the 403(b) plan. | Benefits > Monitor Savings Pln Extensions > Identify Age-50 Extensions (BN_AGE50_AE) |
http://ctclinkreferencecenter.ctclink.us/m/59977/l/665224-running-the-identify-age-50-extensions Running the Identify Age 50 Extensions |
|
| Benefits/Payroll | Both | TIAA-CREF Over 6 Pct Report | Identify those TIAA-CREF 7.5 and 10 percent plans to charge the excess above 6 percent to correct fund. | Payroll for North America > CTC Custom > CTC Reports > TIAA-CREF Over 6 Pct (CTC_R_268_AE) |
http://ctclinkreferencecenter.ctclink.us/m/56263/l/727331-tiaa-cref-over-6-pct-report TIAA-CREF Over 6 pct Report |
|
| HR/Payroll | 06A / every summer quarter | Attach a Balloon Payment Calendar to an Employee | Attach the Balloon Payment Calendar to the Job Data of the employee who is scheduled to receive an additional amount to their regular salary. |
Set Up HCM > CTC Custom > Balloon Payment ID Table |
http://ctclinkreferencecenter.ctclink.us/m/56263/l/742474-balloon-payment-processing-in-peoplesoft Balloon Payment Processing in PeopleSoft |
Every summer quarter - 06A payroll |
| HR | Both | Run Query QHC_MISSING_STD_HRS_FREQ |
Identify employees with missing work period. | Reporting Tools > Query > Query Viewer (QHC_MISSING_STD_HRS_FREQ) |
Changing the pay rate/actual amount of salary on Job Data, after the Step Increase process | |
| Benefits | Both | Run New Hire Checklist Query CJ_EES_BY_HIRE_DT |
Ensure all the below items are entered for new hires: ACA Benefit Code, LTD, Retirement default for Classified, VEBA, VEBA Site, HCA Avg Cost if appropriate, any elections already made. |
Reporting Tools > Query > Query Viewer (CJ_EES_BY_HIRE_DT) |
||
| Benefits | Both | Assign ACA Status | Assign ACA Employment Status to new hires. | Benefits > CTC Custom > Assign ACA Status |
http://ctclinkreferencecenter.ctclink.us/m/59977/l/682096-assigning-aca-status-9d Assigning ACA Status |
|
| Benefits | Both | Run Query QHC_BA_ENROLLED_RETIREMENT |
Employee enrolled in retirement plan. | Reporting Tools > Query > Query Viewer (QHC_BA_ENROLLED_RETIREMENT) |
Remove duplicates and verify each pay group in right plan | |
| Benefits | Both | Run Query CTC_MED_NO_VEBA |
Employee enrolled in medical plan without VEBA. | Reporting Tools > Query > Query Viewer (CTC_MED_NO_VEBA) |
Verify those with benefits have VEBA | |
| Benefits | Both | Run Query QHC_BA_FSA_DCAP_NO_FSA_FEE |
Employee enrolled in FSA or DCAP w/no FSA Admin Fee. | Reporting Tools > Query > Query Viewer (QHC_BA_FSA_DCAP_NO_FSA_FEE) |
Check that all employees with FSA/DCAP are also enrolled for fee | |
| Benefits | Both | Run Query QHC_BA_EE_LTD_ENR |
Employees enrolled in LTD. | Reporting Tools > Query > Query Viewer (QHC_BA_EE_LTD_ENR) |
Run LTD query and enter pay line edits for PT faculty Calculate based on salary in FWL PSHUP in PR data and their % election |
|
| SBCTC Jobs | Both | Run the Benefits Auto Enrollment Process (E-188) | Benefits Auto Enrollment process that must be run at each pay end date. | Benefits > CTC Custom > CTC Processes > Benefits Auto Enrollment (CTC_AUTO_ENR) |
http://ctclinkreferencecenter.ctclink.us/m/59977/l/717137-understanding-hca-and-peoplesoft-enrollment-9d Understanding HCA and PeopleSoft Enrollment |
Acts as a failsafe for certain general enrollments (particularly the HCA Average Cost); at employment termination, terminate all benefit plans and change Benefit Program to SB0 (no benefits) |
| Payroll | Both | Run Query QHC_PY_NON_UNION_PAYING_UNION |
Active employees where union dues are being deducted that are not in the Union. Deduction codes: 000205, 000206, 000208 and 00210. | Reporting Tools > Query > Query Viewer (QHC_PY_NON_UNION_PAYING_UNION) |
Runs by Pay Period End Date and Company Remove dues if needed |
|
| Payroll/HR | Both | Run Query CTC_HR_SEPARATION |
This query displays employee data where separated by prompted Effective Date range and Company. Includes FTE, DEPT, Last Check Dt, Name, Company Seniority Date, JobCode, Position. | Reporting Tools > Query > Query Viewer (CTC_HR_SEPARATION) |
Used to check who is terminating and if their deductions need to be taken off/removed | |
| Payroll | Both | Run Query ERE_PERSDATA_ADDRESS_W_CO |
Mailing Address | Reporting Tools > Query > Query Viewer (ERE_PERSDATA_ADDRESS_W_CO) |
Update Mailing Addresses | |
| Payroll | Both | Run Query QHC_HR_MISSING_LI |
Employees missing L&I general deduction | Reporting Tools > Query > Query Viewer (QHC_HR_MISSING_LI) |
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| Time&Labor | Both | Run Query CTC_UNAPPROVED_LEAVE |
Unapproved Leaves | Reporting Tools > Query > Query Viewer (CTC_UNAPPROVED_LEAVE) |
Take care of outstanding submitted leave | |
| Time&Labor | Both | Run Query CTC_UNPAID_LEAVE |
Unpaid Leaves | Reporting Tools > Query > Query Viewer (CTC_UNPAID_LEAVE) |
Take care of leave taken that exceeds balances | |
| Time&Labor | Both | Run Query CTC_TL_PAY_TIME_BY_PERIOD |
Reporting Tools > Query > Query Viewer (CTC_TL_PAY_TIME_BY_PERIOD) |
Before finalizing Time and Labor on each payroll run this query to look for employees using odd Time Reporting Codes (snow removal, suspended operations, etc.) to correct them prior to finalizing T&L | ||
| Benefits | Both | Run query QHC_BA_TIAA_BY_AGE |
Reporting Tools > Query > Query Viewer (QHC_BA_TIAA_BY_AGE) |
Verify that the employees in SBRP retirement plan are in the correct plan based on their age |
