Monthly Archives: February 2022

Historical Corrections

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I want to share some updates.

First, thanks to our timekeepers and bookkeepers who are providing payroll input every pay period – we know this process is not simple, but this is our interim solution. The steps to work towards moving our substitutes and temporary employees into Kronos are moving forward with planning meetings and action steps taken.

If an employee is in Kronos and doing extra work that is a stipend or work rule that is in Kronos, that system should be used to process their payment. GP Payroll input should only be used if that work or stipend is not currently in Kronos.

We really appreciate the amount of detail being put in the notes field in the GP input – it is extremely helpful to provide specifics such as days subbed, half or whole day, etc. This assists with the auditing process so we understand the amounts being requested to pay.

We have an update related to the historical corrections process. To help supervisors and timekeepers assist employees, and our HR and Payroll teams review and apply corrections, we have created a new Historical Correction Request Form for supervisors or timekeepers to use to submit time and pay correction requests for their employees by a submission deadline. This will be a new process. Directions and links are included below.

As we get used to the new deadlines and more frequent pay cycles, our employees must review and communicate time and pay corrections to their supervisors or timekeepers within required timelines.

Division of Duties:
Employees: 
• Employees must review and approve their timecard by the employee deadline.
• Employees must notify their supervisor when they identify an error on their timecard or paycheck.
Supervisors: 
• Supervisors will be responsible for troubleshooting timecard questions and errors with the support of timekeepers, as applicable.
• Supervisors will be responsible for submitting the Historical Correction Form to Human Resources by noon on the Tuesday following the pay date.
Timekeepers:
• When asked by supervisors, Timekeepers will assist Supervisors with employee time and pay questions related to data coming from Kronos.
• If delegated by a Supervisor, Timekeepers will be responsible for submitting the Historical Correction Form to Human Resources by noon on the Tuesday following the pay date.
• Effective Jan 1, 2022:
o Timekeepers no longer sign-off on timecards in their department or school.
o Timekeepers can no longer initiate historical corrections in Kronos.

Submitting an Historical Correction Form Request:

What is an historical correction? An historical correction is a correction to your time or pay data from a previously-closed pay period.

If an employee discovers an issue on their paycheck or timecard after the pay period has closed, supervisors or timekeepers will need to report the error to HR via the Historical Correction Request Form. This will help HR review these time and attendance requests more efficiently and track the kinds of issues and concerns that arise in the transition.

All historical correction requests for a previous pay period must be submitted by noon on the Tuesday following the pay date. For example, this coming deadline to submit an historical correction request for the 1/15 – 1/28 pay period will be noon on Tuesday, February 8th. HR will review and if appropriate, a historical correction will appear on the next available paycheck.

If this deadline is missed, the correction will be reviewed and processed in the payroll run for the following pay period.

Notes for Payroll Input

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We appreciate all you have done in the midst of the transitions with Kronos and Payroll Clarity! We are doing fantastic. For your supervisors who may be on this chain, I want to applaud some of the metrics around payroll batch entry that the payroll team is watching:

Thanks for focusing on using the naming convention for your uploads! It helps ensure that the team processing this data can do so quickly and accurately. Our goal is to go to 100% We’re getting there! Here is a sample of how it should look:

Also, thank you for providing detailed notes for each payment in the notes column These notes are very helpful to the auditing team – as we review and spot check the items, this helps us understand the payments and move them forward for processing. Here are sample notes that are very helpful for the audit process:

As we head into this round of payroll, please remember that a few changes went into effect as you review and approve timecards and submit batch input:

  1. Substitute rate changes went into effect on 1/31/22 – all subs beginning on that day are to be paid $140/day – the $97 plus $43 daily incentive). Please validate that your data pays the correct daily rate. Any batch that is open now (meaning that payroll has not yet processed it) can be edited through 1 p.m. on Monday, Feb 14.
  2. The new Supplemental Pay Schedule is posted on sharepoint and available here. Please be sure to refer to it and share with others as appropriate.
  3. Today is Friday and employees should approve their timecards by the end of the workday today.
  4. Timecard approvers should approve time by Monday at 1 p.m.
  5. GP payroll batch input must be uploaded by 1 p.m. Monday.

We will work over the next week or two to create an archive of these messages that you will be able to re-visit for information so that these messages don’t clutter your inbox.

Let me know if you have any questions about this information.