Creighton University
Accounting Procedures
PROCEDURE TITLE: | Payroll Information - Add, Change, Inactivate | PROCEDURE NUMBER: | PYPR 01 |
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RELATED POLICY STATEMENT(S): | None | ||
DATE ISSUED: | July 1, 1993 | DATE REVISED: | January, 2000 |
OVERVIEW
This procedure provides guidance in setting up new employees, changing information for those individuals, and inactivating them on the system when they are no longer employed by the University.
REQUIRED FORM(S)
- Employee Action Form (HR-58)
- Creighton University Student Employment Authorization (PR-2-S)
- Notice of Address Change, Only
- Authorization Agreement for Automatic Deposit
- Employee's Withholding Allowance Certificate (W-4)
PROCESSING STEPS
Add New Employee
When a new (non-student) employee is to be set up on the payroll system, the department forwards an Applicant Referral form (obtained from Human Resources), an application form, an I9 form, and a W-4 form (prepared by the employee) to Human Resources (HR). HR then prepares an Employee Action Form (HR-58) which is forwarded (along with the completed W-4 and Authorization Agreement for Automatic Deposit) to the Payroll Office for data entry to the system.
Add New Student Employee
To set up a student employee on the University's payroll system, the department must complete a Creighton University Student Employment Authorization (PR-2-S). All copies of this form, with the I9 and W-4 forms, should be sent to the Student Employment office for approval. Student Employment will prepare the student's first time sheet and forward it to the department. The yellow copy of the PR-2-S form and the W-4 form are then sent to the Payroll Office for review and processing. (The Student Employment Office basically performs the HR function for student employees with the exception of any data entry responsibility.)
Change - W-4 Information
The employee contacts Payroll to obtain a new blank W-4 form. After this form has been completed, it should be returned directly to the Payroll Office for processing.
Change - Employee Address
The employee should contact HR to obtain a Notice of Address Change, Only card. Once this has been completed, it should be returned to HR where it is entered on the system.
Change - Direct Deposit Authorization
The employee should contact the Payroll Office to obtain an Authorization Agreement for Automatic Deposit. When this form has been completed, it should be returned directly to the Payroll Office for processing.
Change - Probationary Increases
When an employee is due for an probationary increase, the department should complete an Employee Action Form (HR- 58) and forward it to HR for review. When approved, HR will forward the information to the Payroll Office for processing.
Change - Transfers Between Departments
When an employee is transferring between two University departments, the new (receiving) department should forward a copy of the Response to Job Posting and the Applicant Referral form to HR. HR will prepare an Employee Action Form (HR-58) and forward it to the Payroll Office for data entry on the system.
Change - Accounting Distribution(s)
When the payroll for an employee is to be charged to a new or different accounting distribution, this change should be processed on an Employee Action Form prepared by the department and forwarded to HR.
Change - All Benefits
HR is totally responsible for benefit related adds, changes, and inactivates for an employee. The Payroll Office is not involved in this process.
Changes to Student Employee Information
All changes to student employee information are processed in a manner similar to that described above for regular University employees, except that a PR-2-S form is used instead of an Employee Action Form and documentation is submitted to the Student Employment Office instead of HR. For address changes on a student, the Payroll Office should be contacted directly.
Inactivate an Employee
The department should initiate an Employee Action Form to notify HR and the Payroll Office that an employee has been terminated. Upon receipt of this form, the Payroll Office will complete a time sheet for bi-weekly employees in order to have their final paycheck processed. For monthly payroll employees, the Payroll Office will enter the final paycheck information directly on the system.
Inactivate a Student Employee
The department should follow the same procedures for terminating a regular University employee except that the PR-2-S form is used instead of the Personnel Form.
Processing Cut Offs for Payroll Transactions
Bi-weekly Payroll - All documentation supporting changes must be received by the Payroll Office by Tuesday of the week paychecks will be distributed if the transaction is to be reflected in that paycheck.
Monthly Payroll - All documentation supporting changes must be received in the Payroll Office no less than four work days before the end of the month if the transaction is to be reflected on that month's paycheck.