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CITY & COUNTY of SAN FRANCISCO Payroll Policies & Procedures Manual

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CITY & COUNTY of SAN FRANCISCO Payroll Policies & Procedures Manual CITY & COUNTY OF SAN FRANCISCO Payroll Policies & Procedures Manual Revised April 2018 CITY AND COUNTY OF SAN FRANCISCO PAYROLL POLICIES & PROCEDURES MANUAL Page 2 of 210 CITY AND COUNTY OF SAN FRANCISCO PAYROLL POLICIES & PROCEDURES MANUAL Table of Contents DEPARTMENT CERTIFICATION PAGE ................................................................................... 9 SECTION 1: OVERVIEW .........................................................................................................10 Introduction ...............................................................................................................................10 Purpose of this Manual .............................................................................................................10 Payroll Overview – Who Handles What? ...................................................................................11 SECTION 2: INTERNAL CONTROL GUIDELINES .................................................................13 Purpose ....................................................................................................................................13 Separation of Duties .................................................................................................................14 Procedures for Separation of Duties ..................................................................................14 Control Guidelines ....................................................................................................................15 1. Approvals and Authorization ..........................................................................................15 2. Time and Attendance Reporting .....................................................................................16 3. Payroll Adjustments/Changes ........................................................................................16 4. Pay Card Procedures .....................................................................................................17 5. Reconciliation Procedures and Reports .........................................................................17 Performance Evaluation ............................................................................................................17 SECTION 3: PERSONNEL DATA ENTRY PROCEDURES ....................................................18 Purpose ....................................................................................................................................18 Policy ........................................................................................................................................18 3.1 New Hires .......................................................................................................................18 3.1.1 Processing New Hires in People & Pay................................................................19 3.1.2 Appointment Above Entrance ..............................................................................21 3.2 Tax-Related Processing for New Hires ...........................................................................23 3.2.1 W-4 and DE 4 for New Hires ................................................................................23 3.2.2 Processing New Hires who are Nonresident Aliens..............................................26 3.2.3 CalPERS Retirement Enrollment .........................................................................27 3.3 Employee Data Update ..................................................................................................28 3.3.1 Update Employee Biographical Data ...................................................................28 3.3.2 Update Employee Legal Name ............................................................................29 3.3.3 Changes to Employee Social Security Number ....................................................29 3.4 Job Update .....................................................................................................................29 3.4.1 Update FICA ........................................................................................................30 Page 3 of 210 CITY AND COUNTY OF SAN FRANCISCO PAYROLL POLICIES & PROCEDURES MANUAL 3.4.2 Update Mail Drop ID ............................................................................................30 3.5 Transfers ........................................................................................................................30 3.5.1 Transfers Between CCSF Departments ...............................................................31 3.5.2 Transfers from USD or CCD to CCSF ..................................................................31 3.5.3 Transfers from CCSF to USD, CRT, or CCD ........................................................32 3.6 Termination ....................................................................................................................33 3.6.1 Retirement ...........................................................................................................38 3.6.2 Severance Pay for Terminating Employee ...........................................................40 3.6.3 Lump Sum Payout for Terminating Employee ......................................................41 3.6.4 Death of Employee ..............................................................................................41 SECTION 4: TIME REPORTING PROCEDURES ...................................................................44 Purpose .............................................................................................................................44 Policy .................................................................................................................................44 4.1 Setting Up and Maintaining Employees as Time Reporters ............................................45 4.1.1 Time Data Enrollment and Compensatory Plan Enrollment ..................................46 4.1.2 Time Reporter Data Maintenance ........................................................................47 4.2 Time Reporting ...............................................................................................................47 4.3 Absences .......................................................................................................................50 4.3.1 Absence Calendars and Processing ....................................................................54 4.3.2 Review Absence Balances...................................................................................54 4.3.3 Adjust Absence Balances ....................................................................................55 4.3.4 Leaves of Absence ..............................................................................................55 4.3.5 Catastrophic Illness..............................................................................................61 4.4 Troubleshooting Time Entry Errors in People & Pay .......................................................62 4.4.1 Performing Quality Control on Reported Time and Absence Data ........................62 4.4.2 Updating Specific Items .......................................................................................63 4.4.3 Adjustments to Correct Pay .................................................................................65 4.5 Off-Cycle Pay Processing ...............................................................................................66 4.6 Time Entry and Payroll Reports ......................................................................................67 SECTION 5: EMPLOYEE PAY PROCEDURES ......................................................................68 Purpose ....................................................................................................................................68 Policy ........................................................................................................................................68 5.1 Electronically Accessing Employee Pay Information .......................................................68 5.2 Direct Deposit .................................................................................................................70 5.2.1 U.S. Bank Focus Pay Card .......................................................................................71 Page 4 of 210 CITY AND COUNTY OF SAN FRANCISCO PAYROLL POLICIES & PROCEDURES MANUAL 5.3 Check Replacement .......................................................................................................72 5.3.1 Lost Check Replacement .....................................................................................72 5.3.2 Stale Dated Check Replacement .........................................................................73 5.4 Warrant Recipient Designation .......................................................................................74 5.5 Employment and Income Verification .............................................................................75 SECTION 6: DEDUCTION PROCEDURES .............................................................................77 Purpose ....................................................................................................................................77 Policy ........................................................................................................................................77 6.1 Federal and State Tax Withholdings (IRS Form
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