Payroll
Payroll Policies and Procedures
Labor Adjustments and
Redistributions
Labor distributions are defined in the Human Resource System on the position record and default to the job record. All labor distributions must be supported by a Personnel Action Request Hire Form or a Change in Status form. Monthly employees' time defaults during the monthly payroll process and will reflect the labor distribution defined on the job record. Biweekly employees' time is entered electronically into the payroll process from the Time Reporting System. All time and attendance entries from the Time Reporting System will charge the department (index) code assigned by the department on the time or employee record in the Time Reporting System. While the vast majority of labor charges are correctly recorded, there may be occasions when a department needs to correct a labor accounting error. All requests for labor adjustments must comply with the University's Financial Transaction Adjustment Policy and Sponsored Projects Allowable Cost Policy. Departments are reminded that University policy requires Comptroller's approval for any accounting adjustments processed more than 60 days from the date of the original transaction.
Labor Adjustments - Monthly Employees
Changes in the labor distribution for a monthly employee must be supported by a Change in Status (CIS) form. Departments must complete the CIS form in time for the Employment Office to update the employee's job record in the Human Resource System.
To correct an accounting error for a prior pay period, departments must complete a retroactive Change in Status form, indicating the effective date. Departments must request a redistribution in the space provided on the CIS form and forward the form to the appropriate employment office. After obtaining proper approvals, the CIS will be forwarded to Payroll Accounting for processing.
Labor Adjustments - Biweekly Employees
The Labor Adjustment form is used to redistribute payroll charges where a Change In Status Form is not applicable, as in the case of a bonus, or research employees. A separate form must be prepared for each employee whose payroll charges are to be redistributed. While more than one pay event may be included on the form, each transaction MUST be reported separately.
The Labor Adjustment form may be obtained from Payroll Accounting located at 2100 M Street, NW, Suite 310. For assistance in completing the form contact Payroll Accounting at 973-1000 (59- 000 from campus).
The individual approving the form must have a signature card on file with Payroll Services indicating the head of the department has authorized the employee to sign payroll documents.
All redistributions affecting sponsored programs must be approved by the Office of Sponsored Research.
The completed form is sent to Payroll Accounting at 2100 M Street, NW, Suite 310.
Payroll Accounting will process the redistribution directly in the University's Human Resource System. Generally, requests for labor adjustments received by the 20th of the month will be completed in the current month. Payroll Accounting will notify the department if an adjustment will not be completed within the current month.
Questions may be directed to Payroll Accounting at 973-1000 (59-000).
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Last Update : December 30, 2003 |
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