Payroll Reports & Timesheet Approval P&P

Scope:

This policy applies to all associates employed by United Veterinary Care (“UVC”).

Purpose:

The purpose of this policy is to enforce timesheet approvals and report reviewal to establish a structured and consistent process within UVC for several important reasons including accuracy & compliance, efficiency, problem identification/resolution, and continuous improvement.

Definitions:

Payroll Registers Report: Dayforce report that is processed by pay period or pay date range that includes each team member’s wage information including pay adjustments, gross pay, net pay, deductions, tax withholding, and all other payroll- related information.
Active Employees Not Paid Report: Dayforce report that is processed by pay period or pay date range that includes active hourly & salary team members with zero gross earnings for the pay period.
1. Team members populated on this report will receive no paycheck for the pay period selected on downloaded report.
Zero Dollar Paycheck Report: Dayforce report that is processed by pay period or pay date range that includes active hourly & salary team members with zero net earnings for the pay period.
Pay Rate Report: Dayforce report that is processed by start and end date for active, inactive, and terminated team members, that includes base rate, effective date, pay type, pay class, base salary for the specified period.
Period Review: Dayforce module where managers can view and correct employee timesheet records by pay group.

Policy
1. Timesheet Schedule
  1. All practice managers and/or hospital administrators responsible for payroll processing are required to approve timesheets submitted by their respective team members.
  2. Timesheet Approval Deadline: Payroll Monday (the week of payroll) by 5 pm local hospital time. All timesheets must be submitted and finalized before this deadline.
  3. Timesheets will be locked Payroll Tuesday (the week of payroll) at 9 am EST, 8 am CST, 7 am MST, and 6 am PST.
  4. If any discrepancies or issues are found with payroll items for the current pay period, practice managers and/or hospital administrators should take immediate action by creating a ticket/SR in the Helpdesk (HD). However, payroll revisions cannot be guaranteed after the timesheets are locked. If a payroll revision cannot be entered, it will apply to the next pay period.
2. Pay Adjustments
  1. All pay adjustments made must include a comment specifying the nature of the adjustment.
  2. When submitting a bonus related pay adjustment, please include a comment explaining the reason for the adjustment. Be as detailed as possible to provide clarity to payroll administrators.
    1. Additionally, reference the ticket/SR number associated with the approval of the bonus. This ticket number serves as confirmation that the bonus has been reviewed and approved by the appropriate regional leadership team.
3. Reporting for Practice Managers (PMs) and/or Hospital Admins
  1. All practice managers (PMs) and/or hospital administrators responsible for payroll processing are required to review all the four following reports every week for payroll processing accuracy.
    1. Payroll Register Report
    2. Active Employees Not Paid Report
    3. Zero Dollar Paycheck Report
    4. Inactive Employees Report
  2. Recommended Report Review Process: Every Friday [DB1] [CS2]
  3. To generate these reports, click on menu (at the very top of the left-hand side of screen)>Data Analytics>Reporting> Reports> Payroll Register Folder.
  4. To download report, select the report you desire and click on ‘Run’.
4. Payroll Communication Channels
  1. Helpdesk (HD) Tickets/SR
    1. The primary channel for employees and all practice managers and/or hospital administrators to submit inquiries, requests, or issues related to payroll is through the UVC's Help Desk (HD) ticketing/SR system.
    2. All payroll-related tickets/SRs will be promptly reviewed, assigned, and addressed by the payroll team.
  2. Dayforce
    1. The following weekly and bi-weekly reminder messages will be sent through Dayforce to all practice managers and/or hospital administrators to provide updates, reminders, and deadlines related to payroll processes.
      1. Pre-Payroll Reminder Alert: This alert will send a reminder about upcoming payroll deadlines.
      2. Payroll Needs Approval Alert: This alert examines the specified period to determine if there are unapproved payroll records and notifies users if the pay approval date is upcoming or overdue.
        The alert is only sent to users if there are unapproved payroll records for the location that they are responsible for; if unapproved records exist for other locations, only the practice managers and/or hospital administrators responsible for each location will receive the alert.
      3. Punch Exceptions Alert: This alert checks for the existence of any punch exceptions, such as employees punching in late. If there are any, an alert will be sent to the practice manager and/or hospital administrator of the employee who generated the punch exception.

Ticket Prioritization
1. Payroll ticket/SRs will be categorized and prioritized based on internal SLA requirements.[CS3]
  1. SLA Targets
    1. Urgent Priority = Resolution within 1 business day
    2. High Priority = Resolution within 3 business days
    3. Medium Priority = Resolution within 7 business days
    4. Low Priority = Resolution within 30 business days
2. Urgent and High priority issues affecting team members’ compensation or compliance will be given the highest priority and addressed promptly.
  1. Urgent/High tickets include:
    1. Underpayment of Wages by ≥ 16 hours: Occurs when a team member receives less compensation than they are entitled to for ≥ 16 hours worked.
    2. Overpayment of Wages: Occurs when a team member receives more compensation than they should have, resulting in excess pay that may need to be recovered.
    3. Incorrect Tax Withholding: Errors in calculating and withholding federal, state, or local taxes from employees' paychecks, resulting in under or over withholding of taxes.
    4. Benefit Deduction Errors: Mistakes in deducting employee contributions for benefits such as health insurance, retirement plans, or flexible spending accounts, leading to discrepancies in deductions from paychecks.
    5. Unpaid Leave Errors by ≥ 16 hours: Failures to properly account for and adjust payroll for team members on unpaid leave, resulting in incorrect payment or absence of payment for the period of leave.
    6. Garnishment or Wage Attachment Errors: Issues related to processing court-ordered garnishments or wage attachments, including errors in calculating and withholding garnishment amounts.
    7. Payroll System Configuration Glitches: Technical issues or system errors within the payroll processing system that result in incorrect calculations, data loss, or delays in payroll processing.
    8. Termination or New Hire Errors: Mistakes in processing payroll for terminated team members, including failure to issue final paychecks promptly, or errors in setting up payroll for new hires.
    9. Statutory Compliance Errors: Failure to comply with federal, state, or local laws and regulations governing payroll administration, including minimum wage laws, overtime regulations, and record-keeping requirements.

Accountability
1. Timely and accurate timesheet approval is a key responsibility of managers. Failure to approve timesheets by the specified deadline may result in delays in payroll processing and reporting.

Guidelines
1. Payroll Register Report
  1. Select report and click ‘run’
  2. Parameters (* = required fields)
    1. *Pay Group: Select ‘Hospital’ from drop-down menu
    2. *Selected Period: Click on drop-down menu to select pay period for report review.
      1. Last committed regular pay run will auto-select dates for the last regular paycheck.
        Last committed regular pay run will appear with a green checkmark next to the date range
      2. Last committed pay run will auto-select dates for the last non-regular paycheck (off-cycle).
  3. Filters
    1. *Location
      1. Click on blue box icon () and type in your assigned managed location
    2. Register by Pay Run Employee Status
      1. Select all of the following statuses
        
        Active
        
        Inactive
        
        Pre-Start
        
        Terminated
  4. Output and Page Format Options
    1. Output Format: Select PDF format for recommended version of report.
    2. To process, click on ‘Run Report’ blue button.
    3. Once successfully submitted, report will be available in Dayforce inbox messaging center for download.
  5. Important items to review on Payroll Register Report
    1. Employee Count
    2. Pay codes
    3. Rates
    4. YTD Amount
    5. Employment Status Reference Code

Active Employees Not Paid Report
1. Select report and click on ‘run.’
2. Parameters (* = required fields)
  1. *Pay Group: Select ‘Hospital’ from drop-down menu
  2. *Selected Period: Click on drop-down menu to select pay period for report review.

Filters
1. *Location
  1. Click on blue box icon ( ) and type in your assigned managed location.
Output and Page Format Options
1. Output Format: Select Excel 2007+ (XLSX) format
To process, click on ‘Run Report’ blue button.
Once successfully submitted, the report will be available in Dayforce inbox messaging center for download.
Important items to review on the Active Employee Not Paid Report
1. List of team members on report to confirm that list is correct and team members are not owed a paycheck for specified pay period
2. Common reasons team members are included on this report:
  1. Missing Paid time off (PTO)- because PTO has not yet been approved and/or requested.
  2. Pending Leave of Absence (LOA)- because LOA is not yet approved.
  3. Commission Based team members such as groomers, etc.…
  4. Team members who did not punch in and out at all.

Zero Dollar Paycheck Report
1. Select report and click on ‘run’
2. Parameters (* = required fields)
  1. *Pay Group: Select ‘Hospital’ from drop-down menu
  2. *Selected Period: Click on drop-down menu to select pay period for report review.
3. Filters
  1. *Location
    1. Click on blue box icon ( ) and type in your assigned managed location.
4. Output and Page Format Options
  1. Output Format: Select Excel 2007+ (XLSX) format
5. To process, click on ‘Run Report’ blue button.
6. Once successfully submitted, the report will be available in Dayforce inbox messaging center for download.
7. Important items to review on the Zero Dollar Paycheck Report
  1. Report should be blank with no team members reflecting
  2. If a team member appears in the report, then team member will receive a paycheck for zero dollars for pay period selected.
    1. If this occurs, review payroll deductions by reviewing the ‘Payroll Register Report’ and ensuring that deductions are indeed correct.
      1. If deductions are incorrect, reach out to the payroll team by creating a SR/ticket through the helpdesk (HD) at support.unitedvetcare.com.
  3. Most common reasons team members appear on this report:
    1. The team member’s ‘pay rate’ is missing on their Dayforce employee profile.
      1. For example: A team member has worked 80 hours for specified pay period and pay rate is zero dollars.
    2. The team members have elected to contribute their full paycheck into an employee plan.
      1. For example: A 401(k) plan and/or a Roth (retirement) account
Pay Rate Report
1. Select report and click on ‘run.’
2. Parameters (* = required fields)
  1. *Effective Start: Click on drop-down menu to select start date for report review.
  2. Effective End Date: Click on the drop-down menu to select end date for report review.
3. Filters
  1. Employment Status Group Name
    1. Select all the following statuses:
      1. Active
      2. Inactive
      3. Terminated
4. Output and Page Format Options
  1. Output Format: PDF
5. To process, click on ‘Run Report’ blue button.
6. Once successfully submitted, the report will be available in Dayforce inbox messaging center for download.
7. Important items to review on the Pay Rate Report
  1. This report identifies all pay information pertaining to increases. Such as: merit increases, business plan Increase, promotions, etc...
    1. For example: if a team member has a merit increase that should reflect in the period that is being reviewed, review the following columns for accuracy:
      1. Effective Date
      2. Status
      3. Pay Type
      4. Pay Class
      5. Job Title
      6. Base Rate
      7. Base Salary
8. If the pay rate information is incorrect:
  1. Review team member’s profile in Dayforce to ensure that the Dayforce Compensation Form has been submitted.
  2. If Dayforce Compensation Form has not been submitted. Contact the payroll team by creating a SR/ticket through the helpdesk (HD) at support.unitedvetcare.com.

Period Review
1. In Period Review, managers can load employee pay summaries by pay group and access timesheets to review and edit their employees’ worked time.

Columns along the top of the feature show employee names, primary work assignments, and the names of the pay category groups
Dayforce shows totals for individual employees in the individual employee rows.
To sort data in each column in ascending or descending order, click the column header.
In the totals row at the bottom of the feature Dayforce shows totals for all employees in the pay period.
You can control whether Dayforce shows totals in hours, amount, or both, using the Show Totals as button.
Authorizing & Unauthorizing Timesheets in Period Review
1. In Period Review, you can authorize and unauthorize employee timesheets records in the following ways:
  1. Using the Authorize and Unauthorize buttons in the Period Review toolstrip.
  2. Using the Timesheets and Manager Timesheet slide-out panels.
2. When a manager authorizes employee records, the manager authorized icon () appears in the Authorized by Manager column in the appropriate employee rows:

To authorize time records directly from Period Review:
1. Go to Period Review.
2. Select the checkbox to the left of the Employee column for the employee that you want to authorize time records for.
3. Click Authorize. The manager authorized icon appears in the Authorized by Manager column for the employee.
To authorize time records in Period Review using the Timesheets or Manager Timesheet slide-out panels:
1. Go to Period Review.
2. In the Employee column, click the name of the employee that you want to authorize time records for.
3. Depending on the feature that opens in the slide-out panel, do the following:
4. Manager Timesheet: Select a shift and then click Authorize Day. To authorize all timesheet records at once, click Authorize All in the toolstrip.
5. Timesheets: Select a shift and then click Authorize in the toolstrip.
6. Click Save.
7. To close the slide-out panel, click the right arrow icon ().
8. In Period Review, click Refresh. The manager authorized icon appears in the Authorized by Manager column for the employee.

3/27/24

Bianca Barrow, People Systems Director

Date

REVIEW/REVISION HISTORY

Version #

Reviewed/ Revised Date

Review/Revision Description

Revised By

Reviewed/Approved By

9/14/2023

New P&P

Gabby Moore/ Renee Lex

Bianca Barrow

2/27/2024

Updated due dates to local time & SLA breakdown

Bianca Barrow

Dawn Barker/Carrie Ellis

3/27/2024

Update to Section IV. Policy for 1.Timesheet Schedule

Gabby Moore

Bianca Barrow/Gabby Moore