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THE PAYSHEET
M O D U L E
THE PAYSHEET
Overview
Paysheets are the final step to actually paying employees and non-employees. Pay sheets
are created each pay period and each person paid has one whether they are Bi-weekly,
Monthly, or receive a stipend. Unlike sourcing and job, paysheets do not route for
approval. Therefore, it is imperative that they are reviewed each pay period. However, if
a source needs to be added for a paysheet, that source document will route for approval.
There are two types of paysheets
•
Job – Dept: used for people who hold job(s) in your department
•
Job – Not Dept: used for people you need to pay once that do not regularly work
in your department and do not have a job established.
Paysheets are displayed as an on-line report, having multiple pages with multiple persons
per page.
Objectives
By the end of this module, you should be able to:
•
Know the uses of the pay sheet.
•
Understand paysheet differences between Exception Hourly and Hourly.
•
Know the actions needed on paysheets for each employee type.
•
Know how and why Job is over-ridden.
•
Know how to use the Find link.
•
Understand how to access, review, adjust and save paysheet pages.
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Uses of the Pay Sheet
The Pay sheet is the component that actually calculates payments for employees and nonemployees. Unlike Additional Pay, the Paysheet does not encumber, so it is not used for
planned, recurring payments.
Use the Pay Sheet to:
•
Submit hours worked for
Biweekly (Hourly and
Exceptional Hourly)
•
Submit Pay for bi-weekly
employees (regular or
overtime)
•
Pay other Earnings such as
Bonus
•
Submit Pay for
monthly exempt
(Salaried)
•
Pay an employee
vacation pay after they
have terminated.
On Call
Overload
Shift Differential
Advisor Pay
· Make Stipend Payments (nonemployees)
· Pay employees for retro
earnings due
Note 1: In order to receive over time pay, the bi-weekly employee must work over 40
hours per week.
Note 2: If a bi-weekly employee has more than one hourly rate, the department paying
overtime must calculate the overtime rate at ‘time and one-half’ of the average of
all rates earned in a given week.
In addition to the above, you can set a ‘one time’ source directly on the paysheet that will
override the existing sources.
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Difference between Exception Hourly and Hourly Employees
Both Exception Hourly and Hourly employees are paid on the biweekly cycle. The
paysheet processes for these two types of employees are similar with the exception of the
Okay to Pay field. Below is a comparison between the two types of Biweekly
Employees.
Biweekly Exception Hourly
Biweekly Hourly
Non-exempt
Non-Exempt
Have Standard Hours on job. (Their
scheduled hours are constant from pay
period to pay period)
Usually do not have a set schedule only works when needed. Hours on
Job should not be used to drive pay.
Hours only have to be adjusted if
needed
Hours have to be entered or
adjusted every pay period.
Ok to Pay field is automatically
clicked on.
Ok to Pay is clicked off and must be
clicked on by the department for
each pay period in which we want
to pay.
Actions Needed for Bi-weekly Exception Hourly Employees
Exception Hourly employees are those that have jobs with regular standard hours, which
we want to use to drive pay. Basically, they work the same amount of hours every week.
(Usually those employees that always work 37.5 or 40 hours a week.) Since they are
always working the same amount of hours; the hours on job stay constant and the hours
are delivered to the pay sheet with the Ok to Pay field clicked ‘on’. If there is no
adjustment to hours, you do not have to take any action on the paysheet. Pay will
automatically occur.
Two examples of having to adjust hours for an Exception Hourly employee would be:
•
A bi-weekly employee takes a day off and has no sick or vacation time to cover. The
department would have to reduce the employee’s biweekly pay by one day.
•
The bi-weekly employee works in excess of 40 hours/week for 1 week of the pay
period. The department would add overtime hours (time & one-half) to the paysheet.
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THE PAYSHEET
Actions needed for a Bi-weekly Hourly Employee
Hourly employees are those that either do not work a set schedule each week or the hours
on job vary and should not be used to drive pay. Because the hours for Hourly
employees fluctuate, the job is delivered to the pay sheet with the Ok to Pay flag ‘off’.
Departments must input the hours worked and click the Ok to Pay flag ‘on”.
Failure to due this results in the employee receiving no pay.
Using the Paysheet – Job Dept search page
To access and use Paysheets:
Step
Action
1
Follow the menu items:
Job & Compensation > Paysheet Job Dept
Result: You are now on the Paysheet Job Dept Search page.
Note: The system defaults to the Basic Search, but you can change the format of
this screen by clicking on the Advanced Search link.
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Step
Action
2
The paysheets can be found multiple ways:
Basic Search
System default – allows you to limit your search by using a
single search operand. Use the drop down box in the Search
By box. You will then be able to type or select a value in the
'begins with' box.
The descriptions of the search operands .are defined below.
Advance
Search
This search type allows you to search on multiple search keys
and you can save your search criteria for a later search.
Search button
Clicking on this button without using the search keys above
will display all paysheets that are available.
Search field
Description
Company
This field will default to WAS (Washington University). Do
not change or sort on this operand
Dept
Your six (6) digit department number
Employee Type
Exception Hourly – (non-exempt) works standard hours each
week
Hourly – (non-exempt) does not have standard hours
Salaried – (exempt) - Monthly
3
Name on 1st
payline
Displays the first person on this paysheet (the page usually lists
6 people)
Off Cycle
If this pay was produced off cycle there will be a check mark in
the box
Page #
The paysheet page number the employee is listed on.
Pay Group
Monthly (MON) or Biweekly (BWK)
Pay Period End
date
Ending date for the pay period
Click on the Search button.
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The entry in your search fields determine how your search will display. The fields that
you searched on will always display first. If the search key is not Employee Type, the
paysheet search will display employees by Exception Hourly, Hourly, Monthly and
Stipends. The tables on the next page will define the fields that can be viewed on your
search page.
In the first example below, the search key was ‘Department’. The display is different on
the second example below because the search key was ‘Employee Type’. Notice, the
column titles are the same, just the location has changed.
In this example, the search key was ‘Department, so it is the first column to display.
Search Key
Department displays in the first column
In this example, the search key was ‘Employee Type’. The display below the title bar is
a partial print of the search results above. To view the individual paysheets click on the
hyperlink.
Search Key
Employee Type displays in
column first.
List displayed from search results
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Below are the fields and their descriptions that can be viewed on the search page
Field
Description
Company
Will always default to WAS (Washington University)
Pay Group
The Pay group of the employee. Values are:
BWK = Biweekly
MON = Monthly
Employee
Type
Values are:
Exception Hourly
Hourly
Salaried
Pay Period
End date for the pay period in format MM/DD/YYYY.
Off Cycle
If this pay was produced off cycle – values are ‘Y’ or ‘N’.
Page #
The paysheet page number the employee is listed on.
Department
The 6-digit department number the employees’ job is listed in
Name of First
Pay Line
The first person listed on this paysheet. (There are usually 4 people on
each page.)
Note: Employees list alphabetically in the paysheets, if an employees
name is not displaying they are probably listed as either the 2nd, 3rd, 4th,
etc. person on a page.
Remember: Unless the search key was Employee type, the paysheet search page will
categorize and list employees in this order:
Exception Hourly
Hourly
Monthly
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Paysheet Page
Name
Job Title
Field
Description
Line
The line number the person is located on in the paysheet.
Name
The Employee/Non-Employees name – pulls from Job.
ID
The Empl ID of the Employee/Non-Employee – pulls from Job.
Empl Rcd #
The job record number this paysheet is for – pulls from Job.
Job Title
Job title – pulls from job.
Department
Six- digit number of the department the person holds a job in.
Ok to Pay
For Bi-weekly – Hourly Employee, click this flag on to include this pay
in the cycle. Leave off to exclude the pay (If the flag is off, no pay will
occur.) It will automatically be on for all other situations.
Job Pay
If this is clicked ‘on’, the computer will look at the job to determine
hourly rate. If clicked ‘off’, you can override the job information and
hours and rate.
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Field
Description
Override
Hourly
Rate
Clicking this flag ‘on’ will allow you to pay a person a different rate or
salary amount than their normal rate of pay for Regular Hours and Overtime
Hours for this payroll cycle only. This must be on to override the rate of
pay.
No Direct
Deposit
Allows payroll to create a separate check that is not to be deposited into the
employees Direct Deposit. You will need to contact your payroll
representative if this is necessary.
Gross Up
This is only used by payroll. It will allow payroll (with the departments
request) to gross up the employee’s pay for this payroll cycle only.
Reg Hrs
Number of standard hours on the employee’s job.
OT Hrs
This field is only used to enter overtime hours that are to be paid at ‘time
and one-half’.
Note: If you have overtime hours to be paid at the regular hourly rate,
complete the Earning Code field located under the Other Earnings bar with
OTR.
Hourly
Rate
The hourly rate for this Bi-weekly employee’s job record – pulled from the
Compensation page in the Job Data component.
Regular
Salary
The salary for a Monthly employee’s job – pulled from the Compensation
page in the Job Data component.
Source
Override
Allows a department to override the established sources for this pay period
only for the regular earnings or other earnings on this page.
Earnings
Begin/End
Date
Used if the department is paying for a portion of a current pay cycle in
format MM/DD/YYYY.
Locality
Identifies those employees that work in St Louis city and must pay the St.
Louis City 1% tax. - field will be populated with ‘65000’. If blank the
person does not pay this tax.
Code:
Found under “Other Earnings”, this is the Earning Code used for a specific
payment.
Note: Certain Earnings Codes will allow the Hours and Rate fields to be
completed. Others only allow a flat amount to be entered in the Amount
field.
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Field
Description
Seq#
This field will be populated with sequence number from the Additional Pay
page. A sequence number notifies the department that the pay related to the
particular earnings code(s) in the prior field ‘Code’ has received all
departmental approvals in the Additional Pay component.
Note: If there is not a sequence number listed, the department knows that
the earnings where entered directly on the paysheets.
Hours
Number of hours being paid for this earnings code (Bi-weekly ONLY).
Rate
This field is only used if the rate of pay is different from their normal rate of
pay (Bi-weekly ONLY).
Amount
Amount to be paid (instead of hours and rate) if that is appropriate for this
Earnings Code.
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Find Link
The Find link is located on the Paysheet Details navigation bar. It is used mostly when
the departmental person is attempting to locate an employee that is not listed on the first
line of the paysheet. The Find link is only functional when a page has been selected. It
only searches within a particular page of the paysheet report (most paysheets have
multiple different employees’ data on them). The user enters the employee’s name (has
to match exactly what is on the paysheet); the system will then locate and immediately
display that person’s individual paysheet.
This is a page with multiple paysheets. The Name and Job title field(s) have been
blanked out for documentation purposes. This paysheet has six (6 employees) on it.
Notice the ‘1 of 6’ in the Paysheet Details navigation bar. To view other employees
without using the Find link, click on the blue arrow located on the far right side of the
Paysheet navigation bar.
This shows how many people are
displaying on this page sheet
Find
Link
Step
Action
1
Select a paysheet from your search page.
2
Click on the Find link on the first person’s paysheet.
3
Enter the name of the person in the Explorer User Prompt popup box that you
need to view or adjust the pays for.
Note: The employee must be listed on this specific page.
4
Click the Ok button and that person’s individual paysheet will display.
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Over-riding the Job
HRMS consistently checks job data to verify that the correct rate is being paid. However,
there are instances where departments will need to pay employees a different amount that
what is on the job. You can accomplish this by adjusting one of more of the following
fields: Reg hours, OT Hrs, Hourly Rate, Regular Salary or utilizing the fields in the
Other Earnings box. You have the ability to do this by removing the flag in the Job Pay
field. This will open the Regular Hrs field on a biweekly person and the Regular Salary
field on a Monthly person for editing. Clicking off Job Pay and clicking on “Override
Hrly Rate” allows the department to override the hourly rate (or salary on job).
The Job Pay field can be manipulated until Payroll runs the paysheet calculations.
However, be very sure that this is the action you need to take.
Note
Note: If you need to adjust pay on any employee – Click off the Job Pay flag. If you
decide to click the Job Pay field off, it cannot be turned back on in this pay period.
Job Pay flag
Override Hourly
Rate
Okay to Pay
flag
Other Earnings box
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Adjusting time for an Exception Hourly person
The Exception Hourly employee works the same amount of time each week. Their
paysheet comes to you with the Okay to Pay flag already click on. This means if their
time and pay do not have to be adjusted, they will get paid by the standard hours and the
rate of compensation that is on their job. Follow these steps to adjust pay for an
exception hourly employee.
Note: The next section will discuss the process for using the Source Override field or
adding another page to an individual’s paysheet.
Step
Action
1
Select a paysheet from your search page.
2
Click on the Find link or use the arrows to find the person’s paysheet that you
want to adjust.
3
Click on the box in front of Job Pay (this tells the computer to pay what is on the
paysheet and not what is on job).
4
Do you need to
Then
Adjust the Reg Hrs
field
Delete the Hours entered by the computer and enter the
correct hours
Enter Overtime for
time and half
Complete the OT Hrs box with the amount of time that
the employee is to be paid time and ½
Note: To use this box, the employee must have had to
work 40 hours in a single week.
Enter Overtime for
straight time or pay
for other earnings
Go to the Other Earnings box, select the appropriate
earnings code (use the magnify glass, to look up codes)
complete the rest of the required fields in this box
To add another earnings code, click on the + sign at the
end of the box.
5
Click on the Save button.
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Adjusting time for an Hourly Employee
Hourly Employees are usually those employees who do not work a set number of hours
each week (ex: work study students). Their paysheets must be adjusted each pay period
for them to get paid.
Note: The next section will discuss the process for using the Source Override field or
adding another page to an individual’s paysheet.
Step
Action
1
Select a paysheet from your search page.
2
Click on the Find link or use the arrows to find the person’s paysheet that you
want to adjust.
3
Click the box in front of the OK to Pay. This turns the flag on and tells the
computer to pay the employee for the time and at the rate of pay that is displayed
on this paysheet.
4
Click on the box in front of Job Pay (this tells the computer to pay what is on the
paysheet and not what is on job).
5
Do you need to
Then
Adjust the Reg Hrs
field
Enter the hours that the person has worked.
Enter Overtime for
time and half
Complete the OT Hrs box with the amount of time that
the employee is to be paid time and ½.
Note: To use this box, the employee must have had to
work 40 hours in a single week.
Enter Overtime for
straight time or pay
for other earnings
Go to the Other Earnings box, select the appropriate
earnings code (use the magnify glass, to look up codes).
Complete the rest of the required fields in this box.
To add another earnings code, click on the plus (+) sign
at the end of the box.
6
Click on the Save Button
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Adjusting Monthly (Salaried) Employees
Salaried (exempt) employees paysheets are loaded with the Okay to Pay flag already on.
Unless the pay needs to be adjusted, the departments will only need to review to verify
the pay is correct. There are times when the paysheets may need to be adjusted.
Note:
Note The next section will discuss the process for using the Source Override field or
adding another page to an individual’s paysheet.
Step
Action
1
Select a paysheet from your search page.
2
Click on the Find link or use the arrows to find the person’s paysheet that you
want to adjust.
In this print, Name, Job title, and ID have been hidden for documentation purposes.
Name and
Job title
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Step
Action
3
Do you want to
Then
Stop all payment for this person
Click off the OK to Pay flag – this
stops all pay for this person for this pay
period.
Change the amount of pay that was
loaded on the paysheet
Click on the box in front of Job Pay
(This tells the computer to pay what is
on the paysheet and not what is on job).
Complete the Regular Salary box with
the correct amount.
Pay Other Earnings
Go to the Other Earnings box, use the
magnify glass by the Code box to
select the appropriate earnings code.
Compete the Amount field.
To add another Earnings code, click the
plus (+) sign at the end of the box and
repeat.
4
Click the Save button.
5
Do you want to adjust another person?
Yes
Use the navigation options to go to the next page on the paysheet
Go to the bottom of the page and click the Return to Search button and
return to step 1.
No
Exit the component.
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Multiple Pages on a paysheet for an individual
Occasionally, the system will build a second page for an individual. This usually occurs
when there is an approved job transaction in the middle of a pay period and the person is
receiving two different salaries. The other instance that the system automatically builds
a second page on the paysheet is when a person does not work in the city 100% of the
time. Examples of both are below.
Adding additional pages to an individual’s paysheet
Occasionally it is necessary for the department to create a second page to a person’s
paysheet. Some examples may be a person received a pay increase in the middle of the
pay period and the transaction did not get fully approved until the paysheets were already
loaded. Before using this option, call the HRMS Helpdesk @ 935-5707 to verify this is
what you really want to do.
Step
Action
1
Select a paysheet from your search page.
2
Click on the Find link or use the blue arrows to find the person’s paysheet that
you want to adjust.
When the Job Pay box has been
clicked off, it no longer appears
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Step
Action
3
Click on the box in front of Job Pay (this tells the computer to pay what is on the
paysheet and not what is on job).
Note: The print above already had the Job Pay box clicked off so it no longer
appears.
4
Adjust the following fields if applicable
OK to Pay flag
Removing this flag will prohibit any pay from
occurring on the page.
Regular Salary
Adjust the Salary to the amount that is to be paid on
this page.
Earnings Begin
The beginning date of the pay period that this pay is for
in format MM/DD/YYYY.
End Dates
The ending date of the pay period that this pay is for in
format MM/DD/YYYY.
Other Earnings
Complete the applicable fields
Click on the plus (+) sign below the Earnings Navigation bar. To delete a page
that is already there, click on the minus (-) sign.
Remember: If you are not sure about using this, contact the HRMS helpdesk @
935-5707.
Click on the plus sign below the
Earnings Navigation bar
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Step
Action
5
Repeat step 4.
6
Click the Save button.
7
Do you want to adjust another person?
Yes
Use the navigation options to go to the next page on the paysheet.
Go to the bottom of the page and click the return to search button
and return to step 1.
No
Exit the component.
Overriding the sourcing
Occasionally, you may have to use a source for only one pay period. When this occurs,
you may want to use the Source Override option. Using this box, tells the system to use
this particular account to pay the distribution entered on the paysheet. This source is only
active for this pay period. The system limits you to one (1) account per page. If you
need to use multiple accounts, you will need to create multiple pages. See instructions
above.
Source
Override Box
Name and Job
Title
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Examples – Hourly
An Hourly employee job is for 30 hours per week (60 hours per biweekly period). In the
example below, the employee worked 60 hours. Result: this employee will be paid for
60 hours at $5.75 an hour.
James, Hunter
Step
Action
1
Click the Okay to Pay box on.
Note: If you do not do this, you have not authorized the employee to be paid.
2
Click off the Job Pay flag.
3
Complete the Regular Hours field with the number of hours worked.
4
Click your Save button.
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This Hourly employee worked 85 hours in a biweekly period. They are due their regular
pay plus 5 hours overtime at ‘time and one-half’. By using the OT Hrs field, the system
automatically calculates the rate of pay at ‘time and one-half’. Remember, in order to
pay overtime at that rate, the employee has to physically work a 40 hour week.
James, Hunter
Step
Action
1
Click the Okay to Pay box on.
Note: If you do not do this, you have not authorized the employee to be paid.
2
Click off the Job Pay flag.
3
Complete the Regular Hours field with the number of hours worked.
4
Complete the OT HRS field with the number of overtime hours the employee is
to be paid at ‘time and one-half.
5
Click your Save button.
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Examples – Exeption Hourly
This paysheet is for an Exception Hourly employee whose job is for 37.5 hours/week.
(They would work 75 hours in a normal biweekly period). For this biweekly period they
worked 80 hours. This paysheet is paying them for the extra 5 hours at regular pay.
Notice the overtime is not recorded in the OT Hrs field (because the employee did not
work more than 40 hours in one week). It is recorded by utilizing the earnings code of
OTR in the Other Earnings box.
James, Hunter
Other Earnings
Step
Action
1
Click the Job Pay flag off.
box
Note: If you do not do this, the system will only pay what is on the job. In the
example above, the flag was already removed, so the Job Pay box does not
display.
2
At Other Earnings level, enter the appropriate earnings code (OTR) in the Code
field. You can type it in or use the drop down box.
3
Enter the appropriate number of hours in the Hours field.
4
Click your Save button.
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This paysheet is for an Exception Hourly employee whose job is for 37.5 hours a week 75 hours in a normal biweekly period. For this biweekly period they worked 45 hours in
the first week and 40 hours in the second week. When the department calculates the
time, it is 80 hours at regular pay and 5 hours at the overtime rate.
Note: It is imperative that you record overtime paid at regular wages in the Other
Earnings box.
James, Hunter
Step
Action
1
Click the Job Pay box off.
Note: If you do not do this, the system will only pay what is on the job.
2
Complete the OT HRS field with the number of hours you are paying at ‘time
and one-half’.
3
At Other Earnings level, enter the appropriate earnings code (OTR) in the Code
field. You can type it in or use the drop down box.
4
Enter the appropriate number of hours in the Hours field.
5
Click your Save button.
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