Each month, adlocs active in Monthly Payroll receive a new budget verification document that must be submitted to the payroll office in order for employees to be paid. BVDs are created automatically on (or just after, in the case of a weekend) the date selected by workstation. Once created, BVDs are managed by the departments and/or payroll office.
A new BVD is created in a status of Active. While the document is active, a department or central administrator can make necessary payroll reductions to account for unpaid time in the current or previous months. In many situations, the administrator need do nothing but review the BVD. When the BVD looks good to the administrator, he/she is to notify the department approver.
The department manager must review the BVD as well. If the approver agrees with the payroll data, he/she will submit the document.
Submitting the document causes Monthly Payroll to change the status of the document to Submitted. Conversely, if work still needs to be done, the approver simply instructs the administrator as to the required changes and waits for the administrator to correct the document before submitting.
Workstations that do not allow departments to do their own BVD corrections and approvals may make use of the “approve all” function that is available on the central administrator’s workstation listing screen.
This action approves all active BVDs at one time, making it a time-saving feature when used appropriately.
In the event that a problem is discovered with the BVD document after submission and before the workstation/reporting period is sent to BPP for payment, a central administrator can return the BVD to the department for correction.
After the BVDs for a workstation’s reporting period have been sent to BPP, no further changes are allowed.
After a BVD is created, it can be cancelled if no payroll action is desired. It is important to keep in mind that cancelling a BVD does not guarantee inclusion in BPP’s existing paper BVD process; therefore, this option is only recommended in emergency situations.
It is possible for a workstation’s entire payroll to be cancelled for a reporting period. This function is very rarely used and should only be invoked after discussing the situation with Monthly Payroll technical support.
As long as the workstation/reporting period has not been sent to BPP for payment, a cancelled BVD can be recalled to active status by a central administrator.
In the event that a workstation has had its payroll cancelled for a reporting period, it is possible for those BVDs to be recalled in a single action.