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

  1. The Query Report Scheduler Run Control ID search page displays.
  2. If you have run this process or report in the past, select the Find an Existing Value tab to enter an existing Run Control ID and select the Search button. If this is the first time running this process or report, select the Add a New Value tab to create a new Run Control ID and select the Add button.
    • NOTE: Do not include spaces in your Run Control. We encourage the Run Control ID to have the same process naming convention but unique to the step; because of this, including your institution code and a short process description in the Run Control ID is recommended--e.g., WA020_EX_PAYCYCLE (Institution, Process).
  3. The Query Report Scheduler page displays.
  4. Select the Connected Query value from the drop-down in the Data Source Type field to filter the report list.
    • Options include: Composite Query; Connected Query; Query
    • This report is a Connected Query.
  5. In the Report Name field, select the look-up icon.
  6. The Look Up Report Definition page displays.
  7. Select the hyperlink for Report Name = BHC_PY_1320 Payroll Register Report.
  8. The Prompt for Query QHC_PY_PAYROLL_REGISTER_BI_CQP pagelet displays.
    1. This is query #1.
    2. Enter or select your business Unit.
    3. Enter or select the Pay Period End Date for the report.
  9. Select the OK button.

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_CQ1 pagelet displays.
    1. This is query #2.
    2. Enter or select your business Unit.
    3. Enter or select the Pay Period End Date for the report.
  2. Select the OK button.
  3. The Prompt for Query QHC_PY_PAYROLL_REGISTER_BI_CQ2 pagelet displays.
    1. 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.
  5. The Prompt for Query QHC_PY_PAYROLL_REGISTER_BI_CQ3 pagelet displays.
    1. This is query #4.
    2. Enter or select your business Unit.
    3. Enter or select the Pay Period End Date for the report.
  6. Select the OK button.
  7. The Prompt for Query QHC_PY_PAYROLL_REGISTER_BI_CQ4 pagelet displays.
    1. 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.
  8. Select the OK button.
  9. The Query Report Scheduler page, containing the Report Definition and Query Parameters, displays.
  10. Verify the Report Definition and Query Parameters closely before running the report.
  11. When all looks well, select the Run button.
  12. An example screenshot of the completed information is shown below.
Query Report Scheduler page with note to verify Report Definition and Query Parameters for accuracy.
  1. The Process Scheduler Request page displays.
  2. Please refer to the Process Scheduler Request steps for further instructions.
  3. The Report Manager page displays.
  4. Please refer to the Report Manager steps for further instructions.
  5. The Report Index page displays.
  6. Review the information. In the center of the page, is the File List.
  7. Select the Name hyperlink.
  8. The PDF version of the BHC_PY_1320 report displays.
  9. Review the report to complete the payroll certification process.
  10. The last page contains the report Summary and Agency required payroll certifications and requirements.
  11. The Authorized Designee must sign the Payroll Register Report to certify the payroll run and kept for audit purposes.
  12. The example report below displays the last page information.
Payroll Register Report

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

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

Video Tutorial via Panopto

View the external link to Payroll Certification Process. This link will open in a new tab/window.

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