Signatory Reauthorization for Payroll Documents Timeline Rebecca Cagle

HR Liaison Meeting May 15, 2013 Minutes 9:00 am AYRS 106

HR Announcement ~ Rebecca Cagle

Alison Christensen has been appointed as the Interim Manager of Payroll. There are other reorganizations going on in HR and a campus announcement will be going out from Sharyn in the next week or two.

Signatory Reauthorization for Payroll Documents Timeline ~ Rebecca Cagle

The annual Signatory Reauthorization will begin next week and we will be sending out new signatory authorization forms to all departments, along with a cover letter and instructions on how to complete the forms. Each fiscal year we are required by the State Controller’s Office to reauthorize the Student Payroll Attendance Clerk, Master Payroll Attendance Clerk, Warrant Pick-up Person, and Certifier roles.

The forms will look a little different this year and will be due on June 14th. The current person in these roles will already be populated onto the form and will only need their signature if they’re continuing in the role. Any changes or deletions should also be noted on the forms.

Summer Schedules in PeopleSoft – Reminder ~ Rebecca Cagle

An HR announcement has already gone out regarding the official Summer Schedule beginning June 3rd and what the schedules would be by week. Anyone who is not going on the 4/10 work schedule for the summer should submit a Notice of Work Schedule form so your schedule will be correct for Absence Management Self Service and your time submitted will be entered correctly.

A link to the Notice of Work Schedule form is http://www.csuchico.edu/hr/forms.shtml#N and it can be filled out online. Multiple week schedules can be submitted on one form and there are several other new features on the form. There is also a schedule matrix that shows the number of hours per day that are worked based on your timebase when we are on the summer or non-summer work schedule.

If you are off during the summer months you will still need to submit a Notice of Work Schedule form because you will be returning before the summer schedule ends. You will also need to enter No Time Taken for the months you are off or the Timekeeper can enter it on your behalf. You can enter the time 30 days in advance or you can enter it when you get back.

New online Payroll Manual ~ Dana Shepherd

There is a new resource that will give you better access to processes that you do for Payroll. It’s not on the website yet but they hope to have it available online in June. They have documented as many of the processes as possible but if you think of something else that you would like added, let them know.

There will be links to forms, specific instructions, email address contacts, etc. Dana showed an overview of the online manual. This will be a central place to find information on all payroll processes. This will also be a great training resource for new attendance clerks.

Summer Bridge ~ Alison Christensen

The new Student Bridge appointment form is available on the Payroll website. If your student (s) is exempt from the Summer Bridge program (currently in a non-resident alien job code 1868 classification or students who are enrolled in regular instruction classes on campus during the summer) you do not have to have to process a form for them. Students who are enrolled in classes do have to submit a Verification of Enrollment to the Payroll Office. It has to be an official document from the Registrar’s Office in order for them to be exempt. The only change at the top of the form is the option for a correcting form (i.e., a pay rate change after you have already submitted the original form). All the information requested on the form is required.

The only time the employee signature is required on these forms is when you’re hiring a brand new student into Class IV or a pay rate change for anyone in a Class IV classification. If you’re hiring a Bridge Student into Class IV whether new or not, it has to go to Student Employment first.

Alison reviewed the new on-line form. If someone in your area is being hired for the first time you should check the ‘New’ checkbox. You don’t have to designate the record number. If you choose ‘Rehire’ you are indicating that the student has been hired as a Bridge Student in your department before. Their appointment is inactive but by using CSU ID Search you can tell they already have a record number for that appointment and you should indicate that record number on the form. If you don’t know the position number to use, look it up in PeopleSoft or call Martha Barbera in Financial Services at x5938.

Don’t enter hours or approve time for Bridge Students in PeopleSoft. Just send the timesheets with original signatures along with the Attendance Certification Report to Payroll and they will enter and then send the timesheets to Student Employment. Please attach the timesheets in the order the students are listed on the report. This information is due to Payroll on the same date as other student payroll is due as usual.

The August pay period for student employees will be discussed at a future HR Liaison meeting. Contact Payroll if you have any questions.

Contact Chris Linton in Financial Aid if you have any summer work-study questions.

Payroll Reminders ~ Alison Christensen

Timesheets for students who are exempt from Bridge should go directly to Steve Irving’s office. All student timesheets whose hours were directly entered into PeopleSoft should go to Steve.

Projected Vacation Over Max Report - this report will be coming out soon. This report goes out twice a year in the green bags. The Department Head or Attendance Clerk can review the balances (as of May 1st) for employees who may go over the maximum as of December 31st if they don’t use any vacation time before that. Please send the green bags back to Payroll.

Dock Process – Payroll needs a preliminary absence report (hard copy) each month for anyone who doesn’t have enough leave time to cover their absences that month. You can fax, scan or hand deliver to Payroll by the 15th of the month so the employee won’t get overpaid. No absences for that month should be entered into Absence Management Self Service by the employee or the department. Submit the original absence report at the end of the month including all absences taken for that month and Payroll will enter them.

Open Forum:

Steve Irving ~ Departments received emails back in April to remind them to separate their graduating student employees as well as any students who will no longer be actively working in your department to remove any accesses they no longer need. There is also a report that identifies students who were paid during the semester but are not enrolled for the Fall semester. Send a Student Employment Authorization (SEA) form to terminate the employee’s employment.

A second round of notices will be sent out after the May payroll has been generated. If the student decides not to graduate in the Spring and will attend classes again in the Fall they will have to re-file for graduation. They will then be eligible to continue their employment as a student.

If terminating a student employee you should contact other departments to terminate other access also, such as key card, ITSS, etc. The ANSE form does not apply to students.

All student CMS accounts will be locked on May 31st unless SA or HR Security is notified. Sandy Miskella ~ She reminded everyone to remind your graduating students to update their mailing address if needed so their W-2 will go to the correct address next year. You can also direct your students to the following link on the HR website to get their retirement refund when they are done working as a Bridge Student over the summer ~ https://www.savingsplusnow.com/pst/plans/leaving.html.

Next meeting date – July 16, exact time and place to be determined.