The Monthly Payroll process begins approximately 10 days after the start of the reporting period when BPP produces its hard-copy budget verification document report.
In order to prevent confusion, all new workstations and adlocs should be activated in Monthly Payroll before BPP’s report is generated.
Reporting Period Initialization
Reporting periods are initially created by the system administrator at the beginning of the fiscal year. At this time, the reporting periods’ status are all set to “Future”. Later, when Monthly Payroll detects that a new reporting period is underway, it updates the reporting period’s status to “Editable”.
When it’s time to create budget verification documents for a given workstation, Monthly Payroll creates a workstation/reporting period record with an initial status value of Incomplete.
Monthly Payroll also creates a BVD for each adloc that is to be included in its processing. The initial status value for new BVDs is Active.
Once BVDs have been created, department and/or central administrators use Monthly Payroll to enter payroll reduction data onto the BVD source lines for affected employees.
At many workstations, when all required corrections have been made, the administrator will notify the department approver that the adloc is ready to review and submit. Normally, the next step is for the department approver to submit the adloc to payroll. Alternately, a central administrator working at a workstation that does not distribute the BVD function may approve all BVDs on his/her own authority. In either case, BVD documents that were Active are moved to a Submitted status.
NOTE: Each workstation’s payroll administrators should establish a deadline by which their adlocs’ BVDs are to be submitted.
Once all BVDs have been approved, the payroll approver for the workstation submits the BVDs to BPP. This step marks each BVD as Paid and does the same to the workstation/reporting period status. If the last Incomplete workstation is paid, the overall reporting period is also marked as Paid.
When a workstation’s BVDs are submitted to BPP, Monthly Payroll’s data is loaded into the “Permission to Pay” file and queued for later processing.
The monthly payroll is finalized when BPP processes this file approximately 9 days before the end of the month. In this respect, Monthly Payroll data is handled like any other source of payroll data, which include TimeTraq, supplementals, and paper BVDs, to name a few.