Systems and Procedures
A Division of The Corporate Controller's Office
IN

Procedure PP2004 - Physical Plant Maintenance and Operations Job Cost System and Payroll Procedure

Office of Physical Plant

Policy Steward facilitating procedure: Associate Vice President for Facilities Management and Planning

Table of Contents:


GENERAL:

The Payroll Procedure within the Office of Physical Plant (OPP) has been designed to accomplish several goals, such as making accurate and timely payments to technical-service (regular) employees and non-regular employees, accumulation of statistical data for planning and control, and providing accurate information to the Job Cost System so that University departments using the OPP services and personnel are properly billed.

This procedure reflects the current capabilities of the system with respect to job cost input, verification, output to payroll, and the subsequent payment to regular and non-regular employees.

PROCEDURE:

PROCESSING AND RECORDKEEPING - REGULAR EMPLOYEES

Hiring

All regular employees are hired through existing Human Resource procedures, as defined in policies HR103 and HR14 of the University Policy Manual. This process will provide an 80-hour paycheck every two weeks in accordance with the Schedule of Regular and Non-regular Biweekly Payroll Periods and Pay Dates on GURU.

Job Cost System Processing

In order to provide accurate information into the Job Cost System, regular employees submit an electronic time card (Exhibit "A") to their supervisor via the OPP Customer Information System. All applicable fields for each day’s work are completed. Supervisors electronically approve each time card. The information entered on the time card is electronically sent to the Job Cost System, as well as the OPP Payroll Office for processing.

Additionally, all hours spent on vacation, holiday and sick leave are recorded on the Vacation, Sick Leave and Time Record. The OPP System interfaces with ESSIC on the OHR web site.

PROCESSING AND RECORDKEEPING - NON REGULAR EMPLOYEES

Hiring

All non-regular employees are hired through existing Human Resource procedures, in accordance with policies HR103, HR41, HR71 and PR07 of the University Policy Manual. Paychecks for these individuals will be issued according to the pay schedule published in Schedule of Regular and Non-regular Biweekly Payroll Periods and Pay Dates on GURU.

Job Cost System Processing

In order to provide accurate information in the Job Cost Systems, non-regular employees submit an electronic time card (Exhibit "A") to their supervisor via the OPP Customer Information System. All applicable fields for each day's work are completed. Non-regular employees are not eligible for shift-premium, call-out (CO), temporary transfer grade (TT GR), or absence time. Supervisors electronically approve each time card. The information entered on the time card is electronically sent to the Job Cost System, as well as the OPP Payroll Office for processing. An Earned Time Report for Non-regular Employees is kept to record actual hours worked, holiday hours paid, and earned time accumulated for eligible employees.

PAYROLL PROCESSING - OUTPUT/CHANGES/DISTRIBUTION FOR REGULAR AND NONREGULAR EMPLOYEES

Verification

A Forty-Hour Salary Exception Report (Exhibit "B") is generated for regular and non-regular employees as part of this process which discloses an excess or shortage of hours, as applicable. Verification of the information summarized on this report is performed, with corrections made as discussed in "Changes in Pay."

Payroll Processing - Output

Every two weeks’ payroll, reports summarizing information maintained on the above cards for each employee are generated and uploaded from the Office of Physical Plant computer system to the IBIS system for processing by the University Payroll Office. Payroll Vouchers are prepared, verified and/or adjusted as necessary prior to generating a paycheck for employees.

Changes in Pay

If an employee is to receive a check for more than 80 hours, a BIPY or WAGC form is prepared in IBIS every two weeks showing shift premium, overtime, holiday, or temporary transfer, as appropriate. The forms are processed through the EASY approval paths in IBIS to the University Payroll Office.

If an employee is to receive a paycheck for less than 80 hours, a PADJ form (Paycheck Adjustment Form) is prepared in IBIS every two weeks. The forms are processed through the EASY approval paths in IBIS to the University Payroll Office.

Distribution

Distribution of paychecks for services rendered will be conducted in accordance with University Policy PR11 - Salary Deposits and Distribution of Payroll.

AUDIT COORDINATION - FINANCIAL AND PROCEDURAL

The Financial Officer is responsible for ensuring that procedures pertaining to the accountability and safeguarding of all cash receipts, cash funds, and other assets are established and followed in accordance with approved University policies and procedures. Regular audits relating to advances, cash, travel, equipment accountability, and other expenditures provide a means to protect University assets. The Financial Officer is responsible for working with Internal Audit when audits are being performed in the administrative area, as well as performing an annual audit that is submitted to the Assistant Controller.

RECORD RETENTION, DISPOSITION AND DESTRUCTION:

Record retention must be managed in accordance with Policy AD35 - University Archives and Records Management, and records schedules approved by the Records Management Advisory Committee, Office of General Counsel, and Office of the President. These retention requirements are the University's retention criteria, either derived or based upon federal, state, and local statute or regulations, industry standards, and business needs. Retention beyond recommended time periods require justifiable reasons and warrant review by the Records Management Officer or designee. All documents must be maintained in such a manner so as to provide ease of access for review, and to provide a suitable audit trail for all transactions.

Upon expiration of a stated period of time, documents must be discarded and/or destroyed, unless permission is granted by Records Management Officer or designee to retain the records. Archival records created more than 20 years prior to the current date must be reviewed before destruction. Units should also contact the University Archivist before discarding any document which may be of permanent or historical value to the University. To safeguard the privacy of individuals, documents that contain salary information, personally identifiable information (PII), or student records must also be shredded. See Policy AD53 - Privacy Policy and AD22 - Health Insurance Portability and Accountability Act for additional information regarding privacy and the protection of an individual's personal information. For documents that must be shredded, departments may arrange for Blue Bag service by contacting the Blue/White Shredding Program of the Office of Physical Plant. Exceptions to the practice are as follows:

Additional questions may be directed to the University Archivist or the Records Management Officer.

EXHIBITS:

CONTACT INFORMATION:

For questions, additional detail, or to request changes to this procedure, please contact the Financial Officer, F&B Business Operations.

CROSS REFERENCES:


Procedure Status:

Date Approved: 01/19/15

Most recent changes:

Revision History (and effective dates:)