The Total Payroll Process

1. The Total Payroll Process

2. What Happens at Colleges for Payroll • Input Job Information for Automatic Payments • Input Time Transactions • Input Adjustment Transactions • Input Leave Transactions • Run Test Payrolls • Schedule Payrolls

3. On Payroll Cutoff Days • Swing Shift Operators Check Payroll Scheduling at 3:00 PM • If not Scheduled, PPMS Consultants • Call and Remind Colleges

4. If Problems Occur • PPMS Analyst is Called at Any Time Day or Night • They Determine Cause of Problem • If at Night, They Correct and Continue • Payroll Processing • If Problems are not Corrected, Consolidated Payroll Cannot Run

5. What Happens at the CIS • Print Advices • Print Checks

6. Printing Advices and Checks • All Colleges Except Clark College • Use all 12 Printers • Colleges Start Printing at 10:00 AM • Majority Print After 5:00 PM

7. What Happens at the CIS • Print Advices • Print Checks • Schedule Consolidated Reporting

8. Schedule Consolidated Reporting CIS Operations Schedules Central Payroll Processing, PG901S • Creates System Wide Tapes • Creates System Wide Reports • Sends the Electronic Funds Transfer (Direct Deposits and Vendor Payments)

9. What Happens at the CIS • Print Advices • Print Checks • Schedule Consolidated Reporting • Balance Consolidated Payroll

10. Balancing the Consolidated Payroll • Designated CIS Personnel • Assures Total Payroll Balances on all Reports • Checks out Signature Plate • Observes Check Signing

11. What Happens at the CIS • Print Advices • Print Checks • Schedule Consolidated Reporting • Balance Consolidated Payroll • Advices Burst and Trimmed

12. Advices Burst and Trimmed Sent Through Forms Imprinter • Bursts Apart • Trims off Tractor Feed Edges • Collates Please Note the front of the Forms Imprinter

13. What Happens at the CIS • Print Advices • Print Checks • Schedule Consolidated Reporting • Balance Consolidated Payroll • Advices Burst and Trimmed • Checks Signed, Burst and Trimmed

14. Checks Signed, Burst and Trimmed Sent Through Forms Imprinter • Signs • Bursts Apart • Trims off Tractor Feed Edges • Collates Please Note the Signature Plate Section on Front of Forms Imprinter

15. If Problems Occur While Balancing Payroll • Research Problem • Contact College • Understand/Correct Problem • Rerun Reports, If Needed • Can’t Sign Any Checks Until Resolved

16. Advices and Checks Sent To Colleges • Voided Checks are Pulled and Sent to SBCTC • Bundled and Packaged by College • Sent to Colleges through Courier

17. If Advices and Checks not Received by College • Trace Through Courier • PPMS Consultants Call Other Colleges to Find • If not Found, Reprint with new Numbers • Reprint Reports Reflecting new Numbers

18. Other Duties of the Balancing Team • Clark College Called to OK Check Signing • EFT File Confirmed with US Bank • New Automated Phone Confirmation

19. Final Notes • Process is Repeated 4 times per Month • 2 Additional Times in July for 2 Special Payrolls • Takes about 6 Hours for Balancing, If All Goes Well