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Home My WebLink AboutSOG 106.07 NEW 12-2013_Payroll Processing106.07 — Payroll Processing Effective. 12/5/2013 H 1' f e" Revised: Replaces: III III III III III III III III III III III III III III III III III III III III III III I III III III III III 111 1111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 111 I. Guiding PhilosophX One of the major benefits of employment is the receipt of a paycheck. To that end, payroll processing is an integral part of any business. We strive to maintain accurate, efficient and timely records to ensure our employees time and pay are processed correctly. II. Purpose The purpose of this policy is to define the processes in which payroll time is entered, verified and processed. III. Goals The goals of this policy are to provide guidelines for: A. Daily Time Processing for Civilian and Civil Service Employees B. Daily Processing of Upgrade and Overtime Pay C. End of Bi -Weekly Payroll Processing in KRONOS and HTE IV. Definitions A. Civil Service Account Codes — in HTE Account Section/Branch/Division Hours/Shift Pay Distribution # Hours/Year 40 26 552 Administration 8 or 10 001-4026-552.10-06 2080 40 30 552 Operations, Light Duty 8 001-4030-552.10-06 2080 40 30 557 Operations, A -Shift 24 001-4030-552.10-06 2496 40 30 558 Operations, B -Shift 24 001-4030-552.10-06 2496 40 30 559 Operations, C -Shift 24 001-4030-552.10-06 2496 40 35 552 Planning 10 001-4035-552.10-06 2080 40 40 552 Logistics -Services Branch 10 001-4040-552.10-06 2080 40 40 552 Logistics -Comm Group 12 001-4040-552.10-06 2184 40 50 552 Logistics -Support Branch 10 001-4050-552.10-06 2080 B. Civilian Account Codes — in KRONOS Account Section/Branch/Division Hours/Shift Pay Distribution # Hours/Year 40 26 565 Administration 8 001-4050-552.10-05 2080 40 35 565 Planning 8 001-4050-552.10-05 2080 40 50 565 Logistics -Support Branch 8 001-4050-552.10-05 2080 40 50 565 Logistics-Support/PT 20/wk 001-4050-552.10-10 1,000+ V. Daily Time Processing for Civilian and Civil Service Employees A. Daily Time Processing for Civilian Employees 1. To check time in HTE/KRONOS, select the following options: 12—Timekeeper 1— Daily Processing 1—Time Editor F4 — (to bring up all names) 1— (Select Name) 2. Check the clock in and out times for accuracy. B. Daily Time Processing for Civil Service Employees 1. Print Daily Schedule in Firehouse: a. Log into Firehouse and click on the [Sched] icon on the top task bar. b. Select the Section (Operations, Planning) or Branch (LOGS - Services, LOGS -Support) by clicking on the [...] under "Showing Schedule". c. Select the date by clicking on the [...] under "Shifts and Staff Status". (Remember to select the previous day's schedule for the date. d. Click on [Print] button and select [Working Staff Category] and press [OK]. 2. Print Exception Report in Firehouse: a. Select [Reports] from top task bar. b. Select [Favorites], [Staff Management], then choose the appropriate "Exception Report — {SECTION or BRANCH}." i. Enter the date range. ii. For Operations, select date range (i.e., August 2 to August 3 to include 24-hour shift) and enter either A, B or C shift. 3. Comparison of Daily Schedule & Exception Report: a. Review the Daily Schedule: i. Add up each 24-hour shift and ensure that: a) 3 personnel (FF, DO, and CA) minimum are on each engine company b) 2 personnel minimum are on each aerial/rescue company c) 1 person minimum is on Deputy and District Chief cars. Note: In some cases apparatus may be put out -of service for a portion of a shift, so the count would be either a.m. or p.m. ii. Indicate the total number of employees working at the top of the page. b. Review the Exception Report: SOG 106.07 —Payroll Processing Page 2 of 6 Check the exception report leave codes to ensure coding in HTE is correct. Select the following: 11— Payroll/Personnel 8 — User Dept/Menu 1— Hours Entry F17 — Dept 40 26 552 — Admin 40 30 552 — Operations (Assistant Chief + any light duty personnel assigned to HQ) 40 30 557 — A -Shift 40 30 558 — B -Shift 40 30 559 — C -Shift 40 35 552 — Planning 40 40 552 — Logistics -Services Branch 40 50 552 — Logistics -Support Branch 1— (Select Name of Employee) ii. Add up the total number of 24-hour shifts for each HTE leave code. Note: Hours may be split between AM and PM of two different days because of the 24-hour shift. iii. All overtime will be entered by the Fire Payroll Clerk in HTE. 4. Calculate Total Number of Employees for that Shift Number of personnel at work that day + Number of Kelly day shifts for that day + Number of Exceptions = Total number of personnel for that day - Number of personnel on overtime that day = Total number of regular personnel for that shift VI. Dailv Processina of Uoarade and Overtime Pa A. Daily Recording of Upgrade and Overtime Hours 1. Use the Exception Report in Firehouse. (77fis rel)orl shi uA1,have heen lii°!i leel Iii d'onili ele Ilii" Daily l im �"$� P�u;i ,�"�"l/'C� a�P�i^ (.'hW ,�ervh,,e 2. Review the Exception Report for all overtime (FO) and upgrade (UP) codes. 3. Enter the total number of FO and UP hours worked for each shift in the overtime spreadsheet located on G: drive'. a. The tabs are divided by pay periods. 1 GAAdmin & Finance Section\Admin Shared\Payroll\Upgrade_Overtime\Xcel Overtime\Overtime Spreadsheet SOG 106.07 —Payroll Processing Page 3 of 6 b. Also record any overtime accrued due to training, committee meetings, etc. at the bottom of the pay period page. Note: At the end of the bi-weekly pay period, the totals for each pay period must match the Hours Proof totals. 4. Record all totals on the paper "Payroll Division Totals" spreadsheet. B. Daily Processing of Upgrade Pay 1. Use the Exception Report in Firehouse. (77fis rel)orl shouA1, have heen lii°!i leel Iii d'onili ele Ilii" Daily l im �"$� P�u;i ,�"�"ii'C�; e�P�i^ (. iWI Service 2. Review the Exception Report for all upgrade (UP) codes. 3. Enter the total number of UP hours worked for each employee by shift in the upgrade spreadsheet located on the G: drive. a. This will calculate the total Upgrade Premium Amount, in dollars that must be entered into HTE for each employee. i. To enter the upgrade pay amount in HTE, select the following: 11— Payroll/Personnel 8 — User Dept/Menu 1— Hours Entry F17 — Dept 40 26 552 — Admin 40 30 552 — Operations (Assistant Chief + any light duty personnel assigned to HQ) 40 30 557 — A -Shift 40 30 558 — B -Shift 40 30 559 — C -Shift 40 35 552 — Planning 40 40 552 — Logistics -Services Branch 40 50 552 — Logistics -Support Branch 1— (Select Name of Employee) ii. Once the employee has been selected, enter the following: a) Date b) "UP" for the activity code c) The upgrade premium amount total from the excel spreadsheet, in dollars, without the decimal point. 4. Record all totals on the paper "Payroll Division Totals" spreadsheet. VII. End of Bi -Weekly Pay Period Processing A. KRONOS for Civilian Payroll 1. To check time, select the following: 2 GAAdmin & Finance Section\Admin Shared\Payroll\Upgrade_Overtime\Xcel Upgrade\Upgrade Spreadsheet SOG 106.07 —Payroll Processing Page 4 of 6 12—Timekeeper 1— Daily Processing 1—Time Editor F4 — (to bring up all names) 1— (Select Names for all Employees) • Write total hours for each employee on totals sheet 2. To print Payroll Closeout reports, select the following: 4 — Payroll Processing and Interface 1— Pay Period Pre -Post • Dept: 40 • Div: (Either 26, 35, or 50) • Actv:565 • Press [Ctrl] [Ctrl] [Ctrl] • Show employees with no hours? "Yes" • [Ctrl] to print the report • Must complete this process for each of the three divisions (26, 35 and 50) • Make 2 copies of the final reports 3. Fire Chief will sign KRONOS reports once all have been verified as correct. B. HTE for Civil Service Payroll 1. Write totals for overtime and upgrade on totals sheets for divisions and A, B, C Shifts. 2. To print Payroll Closeout reports, select the following: 2 — Hours Proof 1— Select Bi -Weekly • [Ctrl] to print report • Make 2 copies of the final report 3. Fire Chief will sign HTE reports once all have been verified as correct. 4. One copy of each payroll printout and one copy of upgrade spreadsheets (A, B, C, D shifts) routed to/filed at: a. City Payroll Division b. Fire Administration C. Check Register Comparison 1. Within the next 2 days, the City Payroll Division will send Fire Administration's printer a Check Register. a. At that time, all totals sheet hours/upgrade pay amounts are checked for accuracy. SOG 106.07 —Payroll Processing Page 5 of 6 b. All PAFs and emails for that particular pay period are checked against the Check Register for accuracy. i. If mistakes are found, the City Payroll Division is notified either via telephone or email to make the corrections. ii. City Payroll Division should resend the Check Register to be checked a second time for the corrections. Once everything balances, they are given the okay to print checks. SOG 106.07 —Payroll Processing Page 6 of 6