Payroll Standard Operating Procedure 1.0: Fiscal Officer Responsibility
Fiscal Officer's Procedures to Ensure Compliant, Accurate and Timely Payroll Processing
Financial Management Services
To outline the Fiscal Officer's responsiblity when it comes to ensuring accurate payroll processing within their department (s).
1. The Fiscal Officer is responsible for ensuring a proper segregation of duties in their area in order to prevent fraud. This includes the following:
2. The Fiscal Officer is responsible for ensuring that the Fiscal Approver is reviewing the Fiscal Approver report for inaccuracies prior to payday. The Fiscal Officer is also able to run a payroll report in the IUIE so the Fiscal Officer themselves can reveiw the payroll report, although it is not required. Items that must be reviewed include:
Larger departments are often unable to verify payroll detail by person, so they should take the following steps to ensure that their payroll is accurate:
3. The Fiscal Officer is responsible for ensuring that the TIME Approver is the appropriate person for that role. They should also periodically review their TIME Approvers to verify that they are still active employees. Payroll will provide a quarterly report of TIME Approvers to each department, until an IUIE report can be written.
The Fiscal Officer is also responsible for ensuring that TIME Approvers and Payroll Process are approving their timesheets and that Payroll Processors are approving the payroll vouchers. The Fiscal Officer should be using the IUIE TIME super approval report to identify TIME Approvers and Payroll Processors who are allowing the TIME system to super approve the department's timesheets. It can be located using the following path:
The Central Payroll office will notify Fiscal Officers when a payroll processor does not approve their payroll vouchers. It is incumbent on the Fiscal Officer to rectify these situations when they are identified.
4. The Fiscal Officer is responsible for ensuring that the Payroll Processor are looking for enroute e-docs that affect payroll prior to the payroll closing. If any potential issues arise as the result of an enroute e-doc, the Payroll Processor must take action to avoid any resulting payroll issues. The e-docs that potentially affect payroll are:
5. The Fiscal Officer is responsible for ensuring their department is complying with all University payroll policies located at:
6. The Fiscal Officer is responsible for monitoring overpayments that occur and that proper action is being taken to ensure the overpayment is collected. The Fiscal Officer is also responsible for ensuring that proper procedures are in place to prevent overpayments. These procedures include, but are not limited to, the above 5 SOP procedures.
Fiscal Officer: Person who is trained and hired for the purpose of providing fiscal, policy, and internal control management of all funds in a unit. They are responsible for ensuring that processes and related controls have been established to achieve the mission and objectives of their organization(s).
|See the following policies:
Recording of Timekeeping in TIME: FIN-PAY- IV-270
Role of Fiscal Officer, Account Manager, and Account Supervisor: FIN-ACC-1-1
Payroll Overpayment Processing: FIN-PAY-IV-280
Overpayment Processing Procedures: Payroll PSOP 2.0
|Financial Management Services