For
monthly payrolls, generally seven work days prior to the actual scheduled calculation
date, a Budget Verification Document (BVD) is produced to allow department heads
to review the scheduled payments to be made to their employees. This report is
generally distributed to the Administrative Location (ADLOC departments), although
some parts review this report centrally in their payroll office and do not distribute
it. Should errors be found and/or corrections needed, an appropriate form (generally
a Request for a Form 500) should be prepared and forwarded for processing
by that part's budget office or payroll work station to correct the Active Budget.
This will allow sufficient time to have the Request for a Form 500) processed
before the next significant monthly payroll activity takes place.
Two
days before the day the monthly payroll is scheduled to be processed, the Active
Budget File is read again and records are generated and loaded into the Permission
to Pay (P2PAY) File. These records may be updated and/or corrected via the Add
Source ('AD'), Correct Source ('CS'), and Delete Source ('DS') functions on the
Payroll Maintenance Menu Screen. As a result, it is much more onerous and time
consuming. It is imperative that Requests for a Form 500 be processed quickly
and accurately to minimize corrections required to process a payroll.
At
the same time, the P2PAY File is loaded and the records are processed. Essentially,
the same edits used in the "Pay Calc" program are performed against
the records in the P2PAY File. Two types of errors are detailed on the P2PAY Fatal
Error Report. Error messages beginning with an ERR are fatal; the records with
this type of an error message will not be processed by the payroll calculation
program. These records will not generate a payment to the employee unless the
error is corrected. Error messages beginning with a "WRN" are warnings
that indicate a payment will be made for this record, but it may not be exactly
what was originally intended. There amy be an inaccurate entry or an omission
that may cause a payment to be made incorrectly.
A
second report produced is intended for the fiscal office to verify that there
is sufficient funding available, especially for the portions of the payroll to
be paid from state funds, in order to cover the payroll costs.
The
third report details the employees to be paid on the payroll. Following the initial
detail report after all parts of TAMIU has been validated, subsequent P2PAY reports
will only give account totals for departments unless a change has been made in
that department. If a change has been made, all of the detail records for that
department will be listed on the report.
Updates
and corrections may be made in the P2PAY file via the Add Source (AS), Correct
Source (CS), and Delete Source (DS) functions on the Payroll Maintenance function
selection screen. These screens allow for updating only one payroll source at
a time for an employee.
