Finance Process Documents - Staff and Pensions Payroll

Finance Process Documents - Staff and Pensions Payroll PURPOSE This document details the processes associated with the Payroll Office to ensure that payroll is processed in accordance with statutory requirements and that staff members are paid on a monthly basis in line with University Guidelines. There are a number of sub processes that are required to perform this function. Each process is defined below in both a descriptive format as well as in a flowchart. The main sub processes are: PR01-01 Increments PR01-02 New Starters PR01-03 Salary Amendments PR01-04 Leavers PR01-05 Sabbatical PR01-06 Acting Up PR01-07 Salary Amendments PR01-08 Deductions PR01-09 Retiring Staff PR01-10 Information Certs & Revenue Documentation PR01-11 Time sheets Part Time Payment Claim PR01-12 Grading Payment File PR00-13 Over-time Claim Forms PR01-14 Payroll Run PR01-15 Payroll file – Bank Cheques run PR01-16 Postings in Agresso GL PR01-17 Statutory Returns PR01-18 Postgrad Scholarship Payment PR01-19 Customer Services PR01-20 Systems Update PR01-21 Campus Visitors Payroll PR01-22 Year End Payroll Process

RESPONSIBILITY Payroll team members are responsible for providing financial supports to all University Staff and Retired Members of Staff, Postgraduates, Campus Visitors under the management of the Payroll Manager.

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Finance Process Documents - Staff and Pensions Payroll PROCEDURE PR01-01 Increments: 

All Increment information is entered on CORE Payroll System by HR Administrator.

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System automatically generates increments on generation of payroll.

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Validation checks performed by Payroll Administrator to ensure increments processed.

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Manual Check by Payroll Administrator to ensure correct increment processed.

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Gross to Net Pay Report - Run System Update Programme on CORE which will update the monthly payroll system with latest increment information.

PR01-02 New Starters: 

All New Starter information is entered on CORE Payroll System by HR Administrator.

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Notification to Payroll Administrator by automated system email from HR on a daily basis.

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Validation check by Payroll Administrator on New Starter information. If incorrect or issues return to HR Administrator.

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Run system update programme on CORE which will update the monthly payroll system with latest new starter information.

PR01-03 Salary Amendments: 

All Salary amendment information is entered on CORE Payroll System by HR Administrator. To be completed by HR by the 2nd Friday of every month.



Notification to Payroll Administrator by automated system email.

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Payroll administrator receives notification from HR on a daily basis via system generated email.

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Validation check by Payroll Administrator on Salary Amendments information received from HR. Add Salary (new staff member) New Salary (new role for existing staff member) Effective Date



If incorrect or issue return to HR Administrator with results of validation check and errors.



Run System Update Programme on CORE which will update the monthly payroll system with the latest salary amendments information.

PR01-04 Leavers: 

All Leavers information is entered on CORE Payroll System by HR Administrator.

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Notification to Payroll Administrator by automated system email - Payroll administrator receives notification from HR on a daily basis via system generated email.

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Run a BI Leavers Report and validate report via manual checks.

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Validation check by Payroll Administrator on Leavers information received from HR. If incorrect or issue return to HR Administrator Calculate days leave via manual calculation

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Finance Process Documents - Staff and Pensions Payroll 

Run System Update Programme which will update the monthly payroll system with the latest salary leavers information.

PR01-05 Sabbatical: Staff Member request calculations for sabbatical leave – this is done for pay costs and expenses based on where they plan to travel and for the length of time. These are agreed with the relevant Department, application then submitted to HR. All Sabbatical information is entered on CORE Payroll System by HR Administrator. Notification to payroll administrator by automated system email. Payroll administrator receives notification from HR on a daily basis via system generated email. Validation check by Payroll Administrator on Sabbatical information received from HR. If incorrect or issue return to HR Administrator with results of validation check and errors. If ok => Go to Payroll approve screen and approve expenses. Run payroll system update programme on CORE which will update the monthly payroll system with the sabbatical information. PR01-06 Acting Up: 

All Acting Up information is entered on CORE Payroll System by HR Administrator.

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Notification to Payroll Administrator from HR Administrator via a salary amendment.

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Payroll administrator receives notification from HR on a daily basis via system generated email on New Staff Grades.

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Payroll Administrator Validation check by Payroll Administrator on Acting Up information received from HR. If incorrect or issue return to HR Administrator with validation check and errors Monthly non pensionable allowances as provided by HR Input into Payroll with effective date



Run System Update Programme on which will update the monthly payroll system with the acting up information.

PR01-07 Salary Amendments (National Wage Agreements/Haddington Road Agreement) 

All Amendments to Salaries information is entered on CORE Payroll System by HR Administrator.

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Notification to Payroll Administrator from HR Administrator.

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Payroll administrator receives notification from HR on a daily basis via report format on amendments to salaries.

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Validation check by Payroll Administrator on amendments to salaries information received from HR. If incorrect or issue return to HR Administrator. Personal Rate => manually calculates increases Acting Up Allowance => manually calculates increases Pension => manually calculates increases

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Run payroll system update programme on CORE which will update the monthly payroll system with the amendments to salaries information.

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Finance Process Documents - Staff and Pensions Payroll PR01-08 Deductions: Validation Check by Payroll Administrator on deductions to salaries information received from employee/vendor. If incorrect or issue manually calculate to recheck. PR01-09 Retiring Staff: 

Standard Form HR Administrator - All retiring staff details are entered on standard retirement form by HR Administrator.

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Notification to Payroll Administrator via memo from HR plus a system automated email.

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Validation check by Payroll Administrator on amendments to retirement information received from HR. If incorrect or issue return to HR Administrator. 

State Amount of Gratuity



Annual Pension Payment

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Check is based on the validity of information supplied.

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Pensioner Details set-up on Core.

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Ensure that all pensioner details are set-up on CORE as per Retiring Information prepared by HR [Effective Date for new Salary, Salary Details, PRSI Changes, Deduction checklist]

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Run payroll system update programme on CORE which will update the monthly payroll system with the retiring staff pensioner salaries information

PR01-10 Information Certs & Revenue Documentation: 

Payroll Administrator up-date ROS manually with details of all P45 which are issued to employee.

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Provide income statement for mortgage application purposes to staff on request.

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Complete social welfare forms or request from individual employees or from the Department

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Supply information/clarifications to Revenue on request e.g. Tax credit cut off point used

PR01-11 Time sheets Part Time Payment Claim: 

HR responsible for ensuring part-time hourly paid staff are set up on CORE pay for time sheet and payment processing. Payroll responsible for set up of hourly paid students.

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Validation check by Payroll Administrator and Financial Accountants on ESS timesheet on CORE.

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Hours approved via Core Portal and approved in Finance and released to Core Pay for payment.

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Run payroll system update programme on CORE which will update the monthly payroll system with the part-time claim information.

PR01-12 Grading Payment File (Assessment): 

Grading Payment File is prepared by the relevant Dept.



Payroll Administrator receives excel file which contains





Staff member details



Amount Payable



PPS No

Validation Check on Excel File With PPS No

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Finance Process Documents - Staff and Pensions Payroll -

Without PPS No-

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Format File to load on CORE Cost Centre Allocation Money Due

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Run payroll system update programme on CORE which will update the monthly payroll system with the latest language payment file information.

PR00-13 Over-time Claim Forms: 

Overtime Claim Forms are completed by the Originating Dept and sent to Payroll Dept. via internal post.



Payroll Administrator receives claim form from Originating Dept containing: PPS No Hours Worked Staff ID No and Name Department and cost centre information

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Validation check on Claim Form With PPS No Without PPS No

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Format Claim Form to load on CORE Cost Centre Allocation Pay Due



Run payroll system update programme on CORE which will update the monthly payroll system with the latest overtime claim form file information.

PR01-14 Payroll Run: 

Monthly payroll file run created on CORE. Payroll file is generated in bank.eft format.

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Payment date 25th of each month, if this date falls on a Saturday then payment is made on the Friday and if it falls on a Sunday then payment is made on the Monday.

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Transfer on-line to Ulster Bank On-Line for payment.

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Payslips File created on CORE.

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Submit Payslips file to Printer (Pensioners and Post Grad payrolls) or Payslips available via Core Portal (UL Staff)

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Segregate internal and external payslips into separate bundles which are packed as follows:

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Internal Payslip=> Normal Envelope for Postgrad Payroll.

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External Payslip=> Window Envelope Pensioners.

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Internal Payslips are delivered by internal post.

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External Payslips are delivered by external post.

PR01-15 Payroll file – Bank Cheques run (exceptional basis): 

Monthly payroll cheque file run created on CORE.



Payment date 25th of each month, if this date falls on a Saturday then payment is made on the Friday and if it falls on a Sunday then payment is made on the Monday.

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Finance Process Documents - Staff and Pensions Payroll -

Cheques #’s assigned Automatic cheque signatory

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Submit 2 Cheque files to Printer – payslip and cheque

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Segregate internal and external paycheques into separate bundles which are packed as follows:

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Internal Payslip=> Normal Envelope

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External Payslip=> Window Envelope

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External Payslips are delivered by external post.

PR01-16 Postings in Agresso GL: 

Source Payroll Files are created .dat format.

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Source file is loaded to Agresso via GL07 process.

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Journal postings created in Agresso outlining posting to payroll control a/c’s.

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Control A/C Reconciliation in Agresso GL Cr Control Account Dr Payroll Control Account with sub analysis to manage the various voluntary and statutory deductions.

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Reconcile Payroll Control Account to the posting summary.

PR01-17 Statutory Returns: 

Log on to ROS to begin monthly PAYE/PRSI Return.

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PAYE / PRSI Data from GL Reconciliation Agresso -Take monthly PAYE/PRSI data from GL Reconciliations

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Complete PAYE/PRSI Amounts due on Form (Online ROS).

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Validation Check on Return accuracy and completeness to ensure accuracy to GL reconciliations.

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Submit return on-line ROS.

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Schedule payment from Ulster Bank Account No 1 Account via Ulster Bank on-line payment programme.

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Completed monthly PAYE/PRSI return by the 14th of every month

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Funds received by Revenue Commissioners confirmed by ROS on receipt

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Pension Levy Deductions returned by the 14th of each month to the Dept. of Education. Schedule payment from Ulster Bank Account No 2 Account via Ulster Bank on-line payment programme. Email sent to Dept. to confirm transfer.



Single Pension Scheme deductions returned by the 19th of each month to the Dept. of Expenditure. Schedule payment from Ulster Bank Account No 2 Account via Ulster Bank on-line payment programme.

PR01-18 Postgrad Scholarship Payment (CORE used to process stipend payments to Post Graduates): 

Beginning of month Postgrad Payroll Admin generates leavers report for following month to be sent to each student terminating ( and PI)?.



Relevant amendments are processed according to new Financial Aid Forms received. New students are approved at RPAP meeting.

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Stipend is generated and validated.

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Finance Process Documents - Staff and Pensions Payroll 

Payment date 25th of each month, if this date falls on a Saturday then payment is made on the Friday and if it falls on a Sunday then payment is made on the Monday.



Payslips processed, interface process transfer data to Agresso with GL analysis for posting.

PR01-19 Customer Services: 

Queries are raised by phone / email with Payroll Administrator. Payroll administrator resolves query If unable to due to system issue or other dept issue, raises with relevant 3rd party. Reverts back to Originator Issue resolved and call log updated

PR01-20 Systems Update: 

System changes received from CORE by Payroll Administrator Enter System Parameter Changes on CORE which is restricted by different user access Approve System Parameter Changes Validation check by Payroll Administrator of all changes made Updated Payroll System

PR01-21 Campus Visitors Payroll: This payroll deals with claims submitted for external examiners and quality reviewers payments to whom are subject to PAYE as per agreement with Revenue. Claim forms, duly approved, are submitted from relevant areas by the 2nd Friday of each month, if new claimants then they are set-up on Core, claim entered on Core and processed by the 23rd of each month, bank file created and transferred to bank. Payslips processed and posted, interface process transfer data to Agresso with GL analysis for posting. PR01-22 Year End Payroll Process This needs to be done for the four different paygroups after the final payroll of the tax year is done, the following are the steps that need to be completed before running payrolls in new tax year:          

Run Pre Year End Data Check Report and ensure it reconciles with the payroll completed update report of your last payroll runs. Run Yearend Cleardown. Review the payroll calendar. Load new Tax Certs Update new Tax certs Load New PRSI&PAYE rates Update USC rates, PRD rates, OAP rates, Social Welfare Rates, Emergency Tax Rates. Check all Yearend Control Reports Generate P35’s for both companies 1 and 2. (P35 file returned to Revenue via ROS) Generate and release/print P60’s/PRD Certs. (Released via Core Portal)

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Finance Process Documents - Staff and Pensions Payroll DOCUMENTATION See attached Process map. User guide document is available on the shared training documentation folder – \\iota\Finance\Training\TrainingDocumentation CorePay Tutorial for New Staff in Payroll Office User guides for Core Portal Users: https://psi2.ul.ie:8250/coredocs/PRApprover1.pdf https://psi2.ul.ie:8250/coredocs/PRApprover2HoD.pdf https://psi2.ul.ie:8250/coredocs/PRTimeRecording.pdf

RECORDS Refer to UL’s Records Management and Retention Policy. All records are maintained on our Agresso Financial System. Finance adheres to the University’s records management and retention policy.

PROCESS VERIFICATION Evaluation of all Staff Payroll and Pensions process effectiveness is carried out using internal (Finance Dept.) self-assessment and customer feedback reviews. We also get evaluated via the Finance department annual external audit in addition to on-going research funding audits and internal audits.

REVISION HISTORY Revision No.

1

Date

Approved by:

Details of Change

Process Owner

30/03/07

Initial Release

Eleanor Shire

1.1

23/10/2012

Updated for 2012/2013 QMS review

Catriona Doherty

1.2

31/12/2014

Updated for 2014/2015 QMS review

Catriona Doherty

PD-PAY-015 Finance Department

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Finance Process Documents - Staff and Pensions Payroll Payroll Process Version : 1.2

Process Owner : Catriona Doherty Date : January 2015

PR01-01 Increments & PR01-02 New Starters Source/Originator

Increment Information entered on CORE Payroll System by HR Administrator

Staff follow up If increment not given

Payroll Dept

Outputs

System automatically processes increments at increment date

Monthly Payroll System updated with latest increment information

Salary amendment put through by HR & approved by Salary office

New Starters Information entered on CORE Payroll System by HR Administrator

Notification received from HR via system generated email

Validation check’s by Payroll Administrator – Starters report - Gross to Net Pay Report

If No Back to HR Approve

Yes Monthly Payroll System updated with latest New Starters information

Generate Salaries & Allowances for New Starters

PD-PAY-015 Finance Department

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Finance Process Documents - Staff and Pensions Payroll Payroll Process Version : 1.2 PR01-03 Salary Amendments & PR01-04 Leavers Source/Originator Salary Amendments (Maternity / Parental Leave/ Job Share/ Sick Leave) Information entered on CORE Payroll System by HR Administrator

Process Owner : Catriona Doherty Date : January 2015

Payroll Dept

Outputs

Notification received from HR via Salary Approval screen, Maternity – via report. Sick Leave – via report

Validation check by Payroll Administrator Maternity – Payroll setup an allowance to record it

No – Revert to HR with results of validation checks and errors

Approve

Yes Monthly Payroll System updated with latest Salary Amendments information

Generate Salaries & Allowances Run Gross to Net Report Manual Reconciliation Check

Leavers Information entered on CORE Payroll System by HR Administrator

Notification received from HR via system generated email

Validation check by Payroll Administrator: Run Leavers Report - Calculate days leave & - Manual Calculation

No – Revert to HR with results of validation checks and errors

Approve

Generate Salaries & Allowances Run Gross to Net Report Manual Reconciliation Check

PD-PAY-015 Finance Department

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Monthly Payroll System updated with latest New Leavers information

Version 1.2

Finance Process Documents - Staff and Pensions Payroll Payroll Process Version 1.2 PR01-05 - Sabbatical & PR01-06 - Acting Up Source/Originator

Process Owner : Catriona Doherty Date: January 2015 Payroll Dept

Outputs

Notification received from HR via Salary Approval screen

Sabbatical Application submitted to Finance for salary cost & expense calculations per final agreement with Department

Sabbatical Information entered on CORE Payroll System by HR Administrator

Validation check by Payroll Administrator -HR Paperwork versus Email Notification versus CORE - Gross to Net Pay Report

Generate Salaries & Allowances Run Gross to Net Report Manual Reconciliation Check

Acting-Up Information entered on CORE Payroll System by HR Administrator

Monthly Payroll System updated with latest Sabatical information

Notification received from HR on new staff grades via salary approval screen

Validation check by Payroll Administrator - Monthly Non Pensionable Allowances - Input into Payroll with effective date

No – Revert to HR with results of validation checks and errors

Approve

Yes Generate Salaries & Allowances Run Gross to Net Report Manual Reconciliation Check

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Monthly Payroll System updated with latest Acting Up information

Version 1.2

Finance Process Documents - Staff and Pensions Payroll Payroll Process Process Owner : Catriona Doherty Version 1.2 Date: January 2015 PR01-07 Salary Amendments (National Wage & Haddington Road Agreements) Source/Originator

Payroll Dept

Amendments to Salaries originates from National Wage Agreements

Outputs

Notification received from HR in paper format

Validation Check by Payroll Administrator - Cross check hardcopy salary scales

No

Approve

Non Salary Scale Staff => Manually calculates increases Acting Up Allowance => Manually calculates increases Pension => Manually calculates increases

Update Salary Scales on CORE Check updated CORE salary scales versus HR issued salary scales

Generate Salaries & Allowances Run Gross to Net Report Manual Reconciliation Check

PD-PAY-015 Finance Department

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Monthly Payroll System updated with latest Salary Increases information

Version 1.2

Finance Process Documents - Staff and Pensions Payroll Payroll Process Version 1.2 PR01-08 Deductions Source/Originator

Deductions from Salaries

Process Owner : Catriona Doherty Date: January 2015 Payroll Dept

Outputs

Notification received from Employee, Vendors i.e. Health Insurance, Credit Union etc.

Amend Employee record and verify with hardcopy notification

Generate Salaries & Allowances Run Gross to Net Report Manual Reconciliation Check

PD-PAY-015 Finance Department

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Monthly Payroll System updated with latest deduction updates

Version 1.2

Finance Process Documents - Staff and Pensions Payroll Payroll Process Version 1.2 PR01-09 Retiring Staff Source/Originator

Retiring Information / Form prepared by HR

Process Owner : Catriona Doherty Date: January 2015 Payroll Dept

Outputs

Receive Notification re pending retirement memo plus email

State Amount - Gratuity - Pensionable Amt per annum

Payroll Administrator approves via event management screen

Pensioner details set-up on CORE by HR

Salary approval screen

Validation Check -Gross to Net Report with HR Notification - Effective Date for new salary and salary details - Changes to PRSI rates - Deduction checklist

Approve

Generate Salaries & Allowances Run Gross to Net Report Manual Reconciliation Check

PD-PAY-015 Finance Department

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Monthly Payroll System updated with latest Pensioner information

Version 1.2

Finance Process Documents - Staff and Pensions Payroll Payroll Process Process Owner : Catriona Doherty Version 1.2 Date: January 2015 PR01-10 Information Certs and Revenue Documentation Source/Originator

Information Request made by employee for P60, P45 and Mortgage statement

Payroll Dept

Payroll complete numerical data

Outputs

P45 issues to Employee and Revenue Commissioners notified

P60 issued to Employee and also available online via Core Portal

Mortgage Statement returned to employee

PD-PAY-015 Finance Department

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Finance Process Documents - Staff and Pensions Payroll Payroll Process Process Owner : Catriona Doherty Version 1.2 Date: January 2015 PR01-11 -Time Sheets Part-Time Payment Claim Source Documents

Part-Time Payment Claims are made via the Core Portal. Including – Language Payments, Invigilator claims

Payroll Dept

Outputs

Claim entered on the system via Core Portal by claimant

No

Claim approved by Approver 1 & 2

yes

Validation Check by Financial Accountants - PPS No - Bank Details - Hourly Rate - Cost Centre

Yes

Monthly Payroll System updated with latest part-time claim information

Generate Salaries & Allowances Run Gross to Net Report Manual Reconciliation Check

PD-PAY-015 Finance Department

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Finance Process Documents - Staff and Pensions Payroll Payroll Process Version 1.2 PR01-12 - Grading Payment File Source Documents

Process Owner : Catrion Doherty Date: January 2015 Payroll Dept

Outputs

Excel File received Payroll Dept - % responsibilities - No of students per module - PPS No

Grading Payment File prepared by the relevant Department

No

Validation Check on File - With PPS No - Without PPS No

Monthly Payroll System updated with latest grading payment file information

Yes

Format File to load on CORE - Cost Centre Allocation - Money Due

Run Payroll

PD-PAY-015 Finance Department

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Finance Process Documents - Staff and Pensions Payroll Payroll Process Version 1.2 PR01-13 Overtime Claims Source/Originator

Process Owner : Catriona Doherty Date: January 2015 Payroll Dept

Claim Form received by Payroll Dept - PPS No - Hours Worked - Approve - ID Number

Overtime Claim Forms prepared by Originating Dept

No

Output

Monthly Payroll System updated with latest Overtime file information

Validation Check on File

Yes

Information entered on CORE - Cost Centre Allocation - Money Due

Run Payroll

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Finance Process Documents - Staff and Pensions Payroll Payroll Process Version 1.2 PR01-14 Payroll Run Source Documents

Process Owner : Catriona Doherty Date: January 2015 Payroll Dept

Outputs

Run Update Payroll on Core - View Gross to Net output -Print report schedule -Check rolling control totals - Complete update and authorisation

Payroll File generated in bank.eft format

Payment Dates - 25th of every month Or - if it falls on Saturday the previous day (Friday 24th) If Sunday (Monday 26th)

Transfer on-line to Ulster Bank for payment

Payslip File created on CORE

Payslips created and available online Core Portal

File sent to printer for Pensioners and Postgrads only

External Payslips inserted in window envelope Internal Payslips in normal envelope

Internal payslip delivered by internal post

External payslip delivered by external post

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Finance Process Documents - Staff and Pensions Payroll Payroll Process Process Owner : Catriona Doherty Version 1.2 Date: Oct-2012 PR01-15 Payroll File -Bank Cheques run (exceptional basis) Source Documents

Payroll Dept

Outputs

Run Update Payroll on Core - View Gross to Net output Monthly -Print reportPayroll schedule File Run control createdtotals -Check rolling on CORE - Complete update and authorisation

Payslip File created on CORE

Payslips created

Cheque File generated with - Cheque #’s assigned - Automatic Cheque Signatory

2 Files sent to printer – payslip and cheques

Internal payslip delivered by internal post

External Payslips with cheques inserted in window envelope Internal Payslips with cheques in normal envelope

External payslip delivered by external post

PD-PAY-015 Finance Department

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Finance Process Documents - Staff and Pensions Payroll Payroll Process Version 1.2 PR01-16 Postings in Agresso GL

Process Owner : Catriona Doherty Date: January 2015

Source Documents

Source Payroll Files created – before payroll is completed

Payroll

Outputs

Feed file created in .dat format

Loaded to Agresso via GL07 process

Payroll Journals posted to Agresso

Control A/C’s Reconciliation Process in GL - Cr Control Account - Dr Creditors Account

PD-PAY-015 Finance Department

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Accurate postings in Agresso GL

Version 1.2

Finance Process Documents - Staff and Pensions Payroll Payroll Process Version 1.2 PR01-17 Statutory Returns

Process Owner : Catriona Doherty Date: January 2015

Source Documents

Payroll

Outputs

Log on to ROS - Unique Password - Unique Username

Enter PAYE / PRSI Amount Due

PAYE / PRSI data from GL Reconciliation

Validation check by Financial Accountant

Submit Return on-line

Schedule Payment from Ulster Bank Account 1

Pension Levy and Single Pension Scheme data from GL Reconciliation

PD-PAY-015 Finance Department

Schedule Payment from Ulster Bank Account 2

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Completed Monthly Statutory PAYE / PRSI Return by 14th of every month

Funds received by Revenue Commissioners

Funds received by Department of Education on 14th of every month and Department of Expenditure on 19th of every month

Version 1.2

Finance Process Documents - Staff and Pensions Payroll Payroll Process Process Owner : Catriona Doherty Version 1.2 Date: January 2015 PR01-18 Postgrad Scholarship Payment (CORE used to process stipend payments to Post Graduates) Source Documents

At the beginning of the month the Postgrad Payroll administrator generates leavers report for following month

Payroll Dept

Output

Email is sent to leavers on this list to verify if they are extending their contract or not

Non leavers respond with completed Financial Aid amendment form. Details are amended on Core.

Any amendments e.g. Change to cost centre, change to salary end date are carried out on a continuous basis

Each month RPAP meeting is held which provides a list of new postgrad students. Receive financial aid form for each student containing details. Info entered on Core system

Monthly Payroll System updated with latest Postgrad information Generate Salaries and allowances. - Run validation - view gross to net report - confirm timesheets

Update menu - run update payroll - view gross to net output -print reports

Reports produced: - Payroll exceptions -Payroll Controls -Detailed amendment -Pre final update listing -PAYE analysis -Pensions scheme Analysis -Detailed observation

Transfer to General Ledger on Agresso

Complete update Payment Date - 25th of every month Or - if it falls on Saturday the previous day (Friday 24th) If Sunday (Monday 26th)

PD-PAY-015 Finance Department

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Print Payslips

Version 1.2

Finance Process Documents - Staff and Pensions Payroll Payroll Version 1.2 PR01–19 Customer Service Source / Originator

Process Owner: Catriona Doherty Date: January 2015 Payroll Dept

Outputs

Issue / Query identified Query noted by Payroll Administrator

Originator

Yes

Source E-mail / Telephone Issues Resolved

No

Issue resolved – Update Query Log

Escalate to 3rd party for help

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Finance Process Documents - Staff and Pensions Payroll Payroll Version 1.2 PR01–20 Systems Update Source / Originator

Any system changes i.e. PAYE, PRSI etc. are notified via email from Core Consultants

Process Owner: Catriona Doherty Date: January 2015 Payroll Dept

Outputs

Received by Payroll Administrator

Enter systems parameter changes, setup on Core – different levels of access per user

Validation check by Payroll Administrator of all changes made

PD-PAY-015 Finance Department

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Update Payroll system

Version 1.2

Finance Process Documents - Staff and Pensions Payroll Payroll Process Version 1.2 PR01-21 Campus Visitors Payroll

Process Owner : Catriona Doherty Date: January 2015

Outputs

Payroll Dept

Claims submitted on behalf of External Examiners and Quality Reviewers

Return to relevant Departmetn with queries

Source Documents

Claims checked by Payroll Administrator

No

Is information correct? Approve

Yes

Generate Salaries and allowances. - Run validation - view gross to net report - confirm timesheets

Update menu - run update payroll - view gross to net output -print reports

Monthly Payroll System updated with latest campus visitiors information

Reports produced: - Payroll exceptions -Payroll Controls -Detailed amendment -Pre final update listing -PAYE analysis -Pensions scheme Analysis -Detailed observation

Transfer to General Ledger on Agresso

Complete update -paypath processing 24th of month & payslips 25th of month

PD-PAY-015 Finance Department

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Print Payslips

Version 1.2

Finance Process Documents - Staff and Pensions Payroll Payroll Process Version 1.2 PR01-22 -Year End Payroll Process Source/Originator

Process Owner : Catriona Doherty Date: January 2015 Payroll Dept

Source Documents

After the final payroll of the tax year is completed Run Pre Year End Data Check Repor for tour paygroups

Ensure it reconciles with the payroll completed update report of your last payroll runs

Run Yearend Cleardown

Review the payroll calendar

Load/Update new Tax Certs from ROS

Load New PRSI/PAYE Rates Update USC rates, PRD rates, OAP rates, Social Welfare Rates, Emergency Tax Rates

Check all Year End Control Reports

Gemerate P35's for both companies 1 & 2

Generate and release/ print P60's/PRD Certs

PD-PAY-015 Finance Department

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P35 file returned to Revenue via ROS P60's/PRD Certs released via Core Portal Pensioners P60's posted

Version 1.2