CITY & COUNTY of SAN FRANCISCO Payroll Policies & Procedures Manual

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

View Full Text

Details

  • File Type
    pdf
  • Upload Time
    -
  • Content Languages
    English
  • Upload User
    Anonymous/Not logged-in
  • File Pages
    210 Page
  • File Size
    -

Download

Channel Download Status
Express Download Enable

Copyright

We respect the copyrights and intellectual property rights of all users. All uploaded documents are either original works of the uploader or authorized works of the rightful owners.

  • Not to be reproduced or distributed without explicit permission.
  • Not used for commercial purposes outside of approved use cases.
  • Not used to infringe on the rights of the original creators.
  • If you believe any content infringes your copyright, please contact us immediately.

Support

For help with questions, suggestions, or problems, please contact us