Agency Payroll Resources
This page is to assist agency payroll staff with information necessary to input data for payroll in the PeopleSoft HR system.
Important Information
July 2008 Newsletter (past newsletters are available on the MINE homepage under "Featured Links". Select SABHRS Documentation > Human Resources > Newsletters)
Payroll/Benefits Calendars
Important Forms
Frequently Asked Questions for Payroll Staff
An employee is requesting credit for prior service, what do I need to do?
Prior to PeopleSoft (SABHRS), when an employee terminated, all of the information pertaining to the employee was deleted from the previous payroll system, but retained on Microfiche.
If the employee has not worked for any State Agency as an employee from April 1999 to present date, and the employee worked for any legally constituted department, board, commission of State, county, city government, or political sub-division, then a request for verification will need to be performed.
If the employee has worked for any State Agency as an employee from April 1999 to present date, but their Leave Accelerator Hours on PeopleSoft only reflects their service from April 1999 to present date, and the employee had worked for any legally constituted department, board, commission of State, county, city government, or political sub-division. A request for verification will need to be performed.
Since PeopleSoft (SABHRS) once the employee has been hired and credited with Leave Accelerator Hours on the HR system, this information is retained, even after termination. Employees that are terminated on SABHRS and then rehired, start accruing Leave Accelerator Hours from their balance that was retained at the time of their termination.
Prior Service Certification Instructions
Prior Service Employment Verification Form
How do I have an employee reactivated in a position?
To reactivate an employee (who has terminated anytime since 4/99), complete the Rehire/Concurrent/Transfer Form and send it to the Payroll box. This form needs to be completed for all rehires, concurrent records and interagency transfers.
Has this person been employed with another agency?
State payroll can view history of an employee from 4/23/99 to the present, so call anyone of us to see if a person has been previously employed with another agency. Employee payroll records are available on microfiche only to 1976.
How do I estimate an employee's paycheck?
Fill in all necessary fields on the Payroll Calculator spreadsheet created and maintained by Leon Richmond. If you do not have the current copy of this spreadsheet, contact Central Payroll and someone can get it to you.
Do I need to adjust leave balance when processing a prior period adjustment ?
Yes. When making prior period adjustments to time it effects the accrual rate for employee's leave. To make the necessary adjustments:
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Enter the adjustment for paid time.
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Check Leave Accrual page to find mistakes in accruals as a result of the error in paid time. (Compensate Employees, Administer Base Benefits, Use, Leave Accrual)
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Calculate the amount of the accrual error. Use the accrual rate at the time the employee's leave was shorted.
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Enter the calculated amount of the accrual error using the adjustment codes (SL+ and VL+) on the same timesheet with the paid time adjustment.
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To find employees whose leave accrual may need to be adjusted, run the query MT_PY_PRIOR_PERIOD_EARNINGS to find prior period adjustments for a specific pay period.
An employee entered a direct deposit through Self-Service, but it hasn't pre-noted yet. Why?
When entering a direct deposit through Self Service, the system enters the date submitted as the effective date. If that date is after the pay period end date, it will not pre-note until the next payroll. In other words, if the direct deposit was entered on a date that we are currently getting paid for, it will pre-note. Direct Deposits entered by payroll staff automatically pre-note on the next payday because you have always been trained to enter the first day of the pay period for the effective date (no matter which date in the pay period you received the paperwork). Please see the Self Service Direct Deposit Schedule for a listing of when employees can expect their money to be deposited into their accounts.
How do I process a deceased employee's final paycheck?
Due to the tax and estate complexities associated with deceased employees' final pay, any money still owed to a deceased employee at the time of his/her death must be processed through an off-cycle. The hours still owed CANNOT be approved with regular payroll processing. You must completely follow the Checklist for Deceased Employee and place the completed checklist in the employee file. Kathy Coey can help if you need assistance processing the final pay.
