The payroll cycle is a process that is completed each time State employees are paid. The payroll cycle consists of the following five basic steps:
Before each payroll cycle, information is updated that the system uses during the payroll cycle. This information includes pay frequency, as well as employee information, such as the employee’s tax ID number, pay rate, tax information, and timecards.
Pre-payroll must be processed first and final update is processed last to complete the Payroll Cycle. The payments, journal entries, and reports steps can be completed any time after pre-payroll and before final update. During the payroll cycle, information is verified and corrections can be made when necessary. The Pay Cycle Workbench is the central location for pay cycle processing. Pay cycle processing includes the following tasks:
The workbench displays information about each payroll ID and simplifies the process of reviewing the status of a pay cycle and verifying information.
The Pay Cycle is controlled by the Payroll ID. To process pre-payroll, a Payroll ID must be entered. The Payroll ID is used to select the employees to be paid. The same payroll ID is used for all steps of the Pay Cycle. Different Payroll IDs can be used to process multiple Payroll Cycles simultaneously. The User ID of the person processing payroll must be entered in Execution Control for the particular Payroll ID. Agencies can verify which users are established in Execution Control by highlighting the Payroll ID and selecting Execution Control from the Row Exit. If changes need to be made to Execution Control, agencies should contact the Help Desk. Agencies do not have authority to change Execution Control.
To manage payroll processing and prevent anyone from changing current payroll information for the employees included in a cycle, the pre-payroll program initiates a payroll lockout condition for all employee records that are included in the pre-payroll.
If an employee is accessed who is included in a Pay Cycle, the system displays a warning message. On some windows, a locked record appears in the color fuchsia (bright pink). On other forms, the status box in the upper right corner appears in fuchsia.
When the system establishes a lockout, the lockout remains in effect until the final update is complete. During lockout, only authorized users can update any of the employee records that are included in the pre-payroll.
When an employee record is locked by a Payroll ID, that employee cannot be included in another Payroll ID until the lock is removed. To remove the lock, final update or a reset must be performed.
Warning: If you reset a payroll cycle, you must resubmit pre-payroll.
Processing pre-payroll is the first step in the paycycle. The pre-payroll must complete successfully before other steps can be performed. During the pre-payroll process work files are created that the system needs to produce payments and reports. After pre-payroll is processed, pay cycle information is reviewed and any necessary corrections are made before the payments are printed.
Pay cycle processing includes the following tasks:
Table of Contents