9.2 Payroll Certification Process

Purpose:  Use this document to produce a Payroll Register that can certify that the payroll meets audit requirements. Must be signed by Authorized Designee and kept for audit purposes. Refer to RCW 25.20.30 Agency required payroll certifications from the State Administrative & Accounting Manual issued by the Office of Financial Management, page 9.

Audience:  Payroll Administrators

25.20.30 Agency required payroll certifications page 9 from OFM.

This process should be run after receiving email notification from SBCTC Central Payroll that post-payroll confirm processing has been completed on a global level.

You must have at least one of these local college managed security roles:

  • ZD_DS_QUERY_VIEWER
  • ZD TL Admin View Time

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Payroll Certification Process

Navigation:   Reporting Tools > BI Publisher > BIP Query Report Scheduler

The Query Report Scheduler Run Control ID search page displays.

  1. Enter or select your Run Control ID.
    If you have previously run this process, use the default Find an Existing Value search page and enter the the Run Control ID.
    Select the Search button.
    Otherwise, if this is the first time you are running this report, select the Add a New Value tab.
  2. Enter a Run Control ID appropriate for this report.
  3. Select the Add button.
  4. The Query Report Scheduler page displays.
  5. Select the drop-down in the Data Source Type field to filter the report list.
  6. Options include: Composite Query; Connected Query; Query
  7. This report is a Connected Query.
  8. In the Report Name field, select the look-up icon.
  1. The Look Up Report Definition page displays.
  2. Select the hyperlink for Report Name = BHC_PY_1320 Payroll Register Report.

NOTE: The BI Publisher for this report requires five queries to establish the report data. You will need to enter the parameter values in five separate windows, one after another.

  1. The Prompt for Query QHC_PY_PAYROLL_REGISTER_BI_CQP pagelet displays.
    This is query #1.
  2. Enter or select your business Unit.
  3. Enter or select the Pay Period End Date for the report.
  4. Select the OK button.
  1. The Prompt for Query QHC_PY_PAYROLL_REGISTER_BI_CQ1 pagelet displays.
    This is query #2.
  2. Enter or select your business Unit.
  3. Enter or select the Pay Period End Date for the report.
  4. Select the OK button.
  1. The Prompt for Query QHC_PY_PAYROLL_REGISTER_BI_CQ2 pagelet displays.
    This is query #3.
  2. Enter or select your business Unit.
  3. Enter or select the Pay Period End Date for the report.
  4. Select the OK button.
  1. The Prompt for Query QHC_PY_PAYROLL_REGISTER_BI_CQ3 pagelet displays.
    This is query #4.
  2. Enter or select your business Unit.
  3. Enter or select the Pay Period End Date for the report.
  4. Select the OK button.
  1. The Prompt for Query QHC_PY_PAYROLL_REGISTER_BI_CQ4 pagelet displays.
    This is query #5, the last query in this process.
  2. Enter or select your Company for District Totals. (NOTE: The previous 4 screens asked for business Unit.)
  3. Enter or select the Pay Period End Date for the report.
  4. Select the OK button.
  1. The Query Report Scheduler page, containing the Report Definition and Query Parameters, displays.
  2. Verify the Report Definition and Query Parameters closely before running the report.
  3. When all looks well, select the Run button.
Query Report Scheduler page with note to verify Report Definition and Query Parameters for accuracy.
  1. The Process Scheduler Request page displays.
  2. In the Process List, verify the Select box is checked.
  3. Notice that the Process Type is BI Publisher and the output format is set to PDF.
  4. Select the OK button.
  1.  The Query Report Scheduler page displays.
  2. Notice the Process Instance number assigned to this report and select the Process Monitor link.
  1. The Process Monitor page displays.
  2. After a brief while, select the Refresh button. This may takes a few minutes.
  3. When the Run Status = Success and the Distribution Status = Posted, the report has finished.
  4. Select the Report Manager link.
  1. The Report Manager page displays.
  2. Select the Report link corresponding to your Process Instance number. In this case, it is BHC_PY_1320.pdf.
  1. The Report Index page displays.
  2. Review the information. In the center of the page, is the File List.
  3. Select the Name hyperlink.
  1. The PDF version of the BHC_PY_1320 report displays.
  2. Review the report.

 

  1. The last page contains the report Summary and Agency required payroll certifications and requirements.
  2. The Authorized Designee must sign the Payroll Register Report to certify the payroll run and kept for audit purposes.

Follow your college procedures to download, E-Sign, Save a Certified Copy, and select file location for storing and securing the file.

End of procedure.

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