19.01 Updates

last updated: 09/28/2009

Online update 09/28/2009

Updated policy due to UAccess Employee implementation

Superseded Section

Online update 07/24/2006

Change: Added contact information to report misuses and abuses

Superseded Section

Online update 03/08/2006

Clarified wording in #14 regarding reconciliation of Payroll Expenditure Listing

Superseded Section

Online update 06/30/2004

Corrected wording to take into account changes due to moving to the POPR system. Changes requested by Jenny Ruiz, Operations - FSO.

Superseded Section

Online update 12/14/2000

Par 2: Updated alternate ETR information.

Superseded Section

Online update 04/26/2000

Purpose: changed to "To ensure that all departments participate in an internal control process. Segregation of duties is a primary internal control intended to prevent, or decrease the risk of, errors or irregularities; identify problems; and ensure that corrective action is taken by. This is done by assuring that no single individual should have control over all phases of a transaction."
Par 9: Ended at employee's supervisor. Made a separate paragraph (new 10) that says, "The Payroll Representative ensures that the time on the Employee Time Record is reported correctly and is approved by both employee and supervisor to indicate agreement with the hours recorded and that the appropriate amounts are charged to the appropriate account ...
Par 10: Changed to "The person who data enters the employees time into the Time Roster Percent Distribution screen (45), cannot be the same person who approves the Time Roster Batch Authorization screen (48), in the same biweekly pay period. "
Par 16. a: Changed to: "collect the completed and approved biweekly time cards/sheets or ETRs for each employee by the departmental deadline."
Par 16. e: Moved to b: changed to "Verify that ETR or time card/sheet has been signed by the supervisor and the employee to indicte agreement with the hours recorded and the accrued leave balances."
Par 16.b: Moved to d: changed to "Calculate the total number of hours worked and leave recorded on the ETR from the beginning of the pay period to the end of the pay period to validate the hours."
Par 16.c: Changed to: "Verify that the employee has sufficient leave balances for requested leave time."
Par 16. d: Moved to e.
Par 20: Moved b to a and c to b and a to c. Changed b to: "Submit the completed and signed time card/sheet or ETR to the supervisor by the scheduled deadline."

Superseded Section

Online update 08/26/98

Reformatted:

moved some check distribution instructions to 19.31
Removed duplicative information
Clarified specific requirements for segregating duties and procedures to follow if unable to follow policy.

Added segregation of duties required for electronic PET processing.

Superseded section

Online Update 2/12/98

Added par 38.b. to comply with Office of Management and Budget (OMB) Circular A-21, "Cost Principles for Educational Institutions."

On Line Update 6/9/97

New section

Return to 19.01, Segregation of Duties