Throughout
pay period / □ Enroll employees in eTimesheet and eLeave by adding their supervisor’s ID to their job data record
□ Ensure HRAs have been appropriately processed, paying close attention to actions that impact pay including job data changes, new hires, terminations, and service dates.
  • Run HRA002 to validate that job data transactions match what was approved in HRA
□ Validate Final Approved Additional Pay requests and click “Send to Paycheck”
  • Run HRA003 Additional Pay Status report, or search on “Approved” Request Status and “Additional Pay” Request Type and “Not Sent to Paycheck” Paycheck Status in HRA search
□ Ensure funding distributions are set up and will remain active for the entire pay period
  • Run the HRB180 Pre-Distribution Report to verify all employees have an active earnings distribution
□ Run the Inactive Employee Report
  • Run HRB350 to investigate employees that have not been paid in the last 30 days

Two Days Before Deadline
Typically Monday / □ Ensure all time & leave is submitted, approved and acknowledged
  • Run HRB 760 (Biweekly Timesheet Report) for Created Not Submitted, Not Created, and Acknowledgements pivot after the 9am system reminder email goes out. Investigate staff that have not yet submitted, and time and leave that has not been acknowledged.
  • Run HRB 760 & 755 for any “Submitted Pending Approval” after 2pm system email reminder goes out, and send a final reminder to Supervisors and/or back-up approvers.
□ Verify Holiday Eligibility for paid holidays
  • Run HRB 755 for employees on unpaid leave. If they are on an inactive pay status on the business day immediately preceding holiday, remove pay.
□ Request Vacation, Sick, Comp Time or Appointment payouts for eligible terminated employees or employees who move to an ineligible position
□ Request cancellations for recurring additional pays for terminated or transferred employees
  • Run HRA003 Additional Pay Status report for the terminated or transferred employees; reopen the original Additional Pay HRA request and select “Payroll Correction Needed” and give Payroll instructions for stopping payment.

Day Before Deadline
Day of the BW eTime and Addl Pay file load
Typically Tuesday / □ Verify all Final Approved Additional Pay requests have been marked “Send to Paycheck” before 10am deadline
□ Verify all time and leave has been submitted, approved, and acknowledged using HRB760 and HRB755 before 10:55 deadline
□ Verify every employee has an active and accurate funding distributions using the HRB180 Pre-Distribution Report
□ Check for high exceptions (timekeeping errors) in the HR system; exceptions that are not resolved will not pay and will directly impact the employee’s paycheck
  • Run HRB750 to identify exceptions; investigate and resolve all exceptions in the HR system
□ Run Discrepancy Reports after file successfully loads to the HR system
  • File is sent to HR system at 10:55am. Those with Service Center role in HRA will receive success email (usually between 2-3pm) stating that the OSU Batch File loaded successfully. After email is received, run HRB 755 & 760 and check for any discrepancies. Time in the HR system should match the approved eTimesheet or eLeave form.

Deadline Day*
(typically Wednesday) / □ Finish reviewing HRB760 and HRB755 Discrepancy Reports.
□ Ensure exceptions have been resolved and manual corrections have been approved
  • Run and view the eReport HRB 750 (PeopleSoft Payable Time Status)
  • If any Exceptions remain, research and fix manually in the HR system*
  • Approve any manual entries and ensure source documentation (i.e., the eTimesheet) matches the HR system
□ Run HRB 755 Summary Analysis to identify unique leave codes and ensure units are educated about retention requirements
*Any manual entry done in the afternoon on deadline day will need to be validated the following day
Post Payroll Deadline / □ Resolve any outstanding funding distributions issues until last day of Payroll processing using the Pre-Distribution report
□ Validate any manual HR system timekeeping entry done in the afternoon on deadline day
  • Use the HRB760 discrepancy report to ensure all time in the HR system has a matching approved timesheet and leave form
□ Confirm correct amounts were paid and distributed by investigating discrepancies in pay rate, non-regular pay, and clearing account distributions using HRB185 Post-distribution Report
  • Do direct retro distributions to clear any earnings that distributed on the clearing account
  • Do direct retro distributions for any invalid distributions entered in HRA Additional Pay, identified by the HRA Activity Status of “Distribution Override”
□ Complete, print and sign off on the Payroll Checklist[SD1]
□ Retain (can be saved electronically as a PDF):
□ HRB 350 Inactive Employee Report
□ HRA 002 Job Data Comparison Report
□ HRA 003 Additional Pay Status Report
□ HRB180 Pre-Distribution Report
□ HRB 755 & 760 (Discrepancies & Acknowledgements)
□ HRB 750 (Exceptions)
□ HRB185 Post-distribution Report
□ Reconcile Payroll to the GL using the HR/GL Reconciliation Reports (HRB110 - HRB 140); retain and sign off on the reconciliation reports

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