Payroll Administrator: Andrew Lau(Backup: Tyge Loudon)



Payroll Administrator: Andrew Lau(Backup: Tyge Loudon)Daily (any time prior to Friday EOD)Run and review TK Unsubmitted Timecard Report; specifically for the Dev Group. Follow up as necessary. (Ruth Gibson will review and follow up with Artists and Artists Supervisors Employees)Run and review TK Overhead Projects Report; specifically for the Dev Group. Follow up with Employees to correct issues with Overhead Hours in their TK Timecards prior to the Interface to EZLabor on Sunday. The report will include ALL hours coded to an Overhead Project code in TK. Ruth Gibson will review and follow up with Artists and Artists Supervisors EmployeesUpdate EZLabor with any security group updates for New Hires or Employee changes.Enter Payroll Adjustments:Add Missing hours from a prior pay periodDeduct Overpaid hours from a prior pay periodIncorrect Overtime or Double Time hours from a prior pay periodIncorrect Vacation/Sick/Float Holiday Hours from a prior pay periodMonday: Before End of DayReview and correct EZLabor Exceptions. Communicate with Supervisors as needed to clear EZLabor Exceptions. (e.g. approve timecards) Review and identify the following situations (tools: EZLabor Reports/Online EZLabor access/EZLabor downloads to Excel):Inaccurate Vacation/Sick/Float Holiday hours. (Possible Payroll Adjustment)Employees assigned to Salary Prem TK & Salary Prem EZL pay groups with Non-Work hours = 40. Send notice to ADP to stop base salary pay for those timecards.Verify All Payroll Adjustments are complete.Print all of the Unapproved Timecards as of the end of Day. (Tyge will be delete)Notify Tyge that Approvals and Review is complete and he can remove unapproved timecards.Tuesday:Document potential Payroll Adjustments for NEXT WEEK’S Pay Period (e.g. a Payroll Adjustment Log)Review the FINAL TK Unsubmitted Timecard report (run simultaneously with extract file). Review EZLabor timecards that were not included in the interface to Pay@work due to error. (End of Period Submission Errors-report provided by ADP)Employee identified issuesReview Payroll Register (Tyge and Andrew)WednesdayContinue with Daily/Tuesday and Start Thursday tasksThursday: Before End of DaySubmit to ADP any manual forms/spreadsheets such as CL1, CL2, CL3 or CL4 – pertaining to:New Hires/Re-Hires/Changes/LOAInclude vacation/sick/float holiday accrual balances as neededOther examples include supervisor changes, default account codes, or EZ Labor access set-upTerminations, Verify Accrual balance for Vacation/Float holiday for ADP Payout for terminationsVerify Employees are listed in the EZLabor Termination report correctlyRate changes (Future)Bonus/Awards/Lump Sum PayWork Permit ReimbursementsPayroll adjustmentsRetro PayChanges to DeductionsNew Hire First Pay Checks (if needed)Friday:Verify that updates submitted to ADP on Thursday have been made and are accurate. (New Hires/Changes/Security Groups/WBS Codes etc)Tracey Baxter (Backup: Drew Boesel)Daily Support Payroll Administrator as needed -MARIA/DREW/TYGEMonday: Before End of DayReview Payroll Adjustments entered into EZLabor DREWVerify ALL Timecards are approved. If time allows contact supervisor to complete approval process. DREW/TYGEVerify ALL EZLabor Exceptions with a red stop sign are cleared. Any records with an Error Exception (red stop sign) will be deleted by ADP prior to running payroll and a fee will be assessed. TYGENotify Tyge he can proceed with his steps regarding un-cleared items. TYGETuesday/Wednesday: Approve Payroll Adjustment Log(s) prior to Andrew entering into EZLabor DREWAs NeededNotify ADP of any system changes required to EZLabor and/or Pay@Work MARIA/DREWNew Earnings CodeChange in Pay CalculationsPay Group Support Tyge as Andrew’s back-up with ADP manual forms/spreadsheets such as CL1, CL2, CL3 or CL4 (e.g., collect the information needed to complete the manual forms that is not available in Workday). TYGETyge Loudon (Backup: Drew Boesel)NOTE: Tyge Loudon will be responsible for: Printing EZ Labor Non-Approved Timecard report at the end of the day on Monday. Clearing any unapproved timecards at the end of the day Monday so that ADP will not charge SPI a fee for un-cleared municating corresponding adjustments that will be required in the next pay period due to un-cleared items to the Payroll Administrator by Tuesday.Adding Timecards Approvers to EZLabor. (Approvers who are domestic and not paid via the ADP Pay@work system will NOT be in EZLabor)ACCRUAL REVIEW:MONTHLY:Review Employee Vacation Accrual Balances. Work with Dept. Managers to ensure Employees take required time off per company policyVerify Sick/Float Holiday accrual balances for new hires are correct. ADP will update the New Hire balances automatically based on the 30 day waiting period.JANUARY: After First Payroll RunVerify beginning year vacation accrual balances in EZLabor.Verify Sick Accrual beginning balance is equal to 10 and Float Holiday is 2.MAY: After First Payroll RunReview employees eligible for Max vacation award of 20 days per year and verify ADP has reset the Next Accrual Award date to the following January 1st. (Changing the next award date will “Turn Off” the accrual award program so employee is not awarded more than 20 days in one year)OCTOBER and NOVEMBER: After First Payroll RunReview employees eligible for Max vacation award of 10 and 15 days per year and verify ADP has reset the Next Accrual Award date to the following January 1st. (Changing the next award date will “Turn Off” the accrual award program so employee is not awarded more than the maximum days allowed in one year)DECEMBER: Review and Make Adjustment for lost vacation accrual days (Tracey approve the report used to verify the balance) Per Tanya – this never happens, but leaving in just in caseReview employee Hire/Service award dates specifically for employee’s approaching their 3rd year of service. An employee’s accrual date will need to be changed to 1/1/Hire Year. Once changed the accrual award will increase automatically based on 3 years and 7 years of service.Verify all employee next accrual award date is set to January.NOTE: Need to make sure back-ups are set-up with system access as needed (e.g., Tyge to have same access as Andrew to EZ Labor, TK reports, and extracts from Workday with employee updates, etc.). ................
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