GAP 101.56, Biweekly Gross Pay Distribution and Time Off Reports

Contents

1. General
2. How to Use These Reports
3. Gross Pay Distribution Report Layout and Abbreviations
4. Primary Position Data
5. Labor Distribution of Gross Pay and Other Items
6. Secondary Position Pay and Distribution
7. Summary Section of the Gross Pay Distribution Report
8. Distribution of Cost Center Sort
9. Time Off Report
10. Summary Section of the Time Off Report

---

I. General

The Biweekly Gross Pay Distribution Report for each organizational key has been designed to provide information regarding the components of a biweekly employee's gross pay  as well as the funding source(s) and corresponding percentage allocation(s) of each compensatory payment.  The Time Off Report for each organizational key in Company 10 has been designed to provide information regarding a biweekly employee’s vacation, sick and discretionary holiday hours.  These reports can be run in SAP for each biweekly pay period and are available to departments once Corporate Payroll Services has completed the biweekly payroll (typically no later than the Monday prior to a pay day). Both reports use position based security authorization for retrieving and viewing all information.  Authorization to run the report is based upon the organizational unit assigned to your position.  For complete instructions on how to run this report, please see Biweekly Gross Pay Distribution and Time Off Reports. Since this document provides data relating to an employee’s pay, it must be treated confidentially; therefore, departments are encouraged not to print this data. 

II. How to Use These Reports 

These reports provide Duke University and Health System departments with the detailed components of gross pay as well as the distribution of the pay.  For University departments, the report reflects the utilization of vacation/sick/discretionary holidays prior to the pay date as well as ending balances for each. This information can be used in the following ways:

• To confirm that hours were submitted and processed appropriately for a pay period. 
• If hours were not submitted or were not properly processed, proactively address the situation and inform the employee prior to the pay day.  Submit the appropriate forms to process the necessary pay adjustments. 
• Provide the percentage distribution of pay (or effort) for the pay period which should be reviewed by a responsible person(s) (normally department heads or supervisors), having first-hand knowledge of all the activities of each employee or employees listed.  Should an employee's actual effort in an activity vary  from the distribution of this report, an adjustment in the funding source and the percentage allocation should be processed promptly on a Cost Distribution iForm. This review and corresponding adjustments are required of all University departments for compliance with Federal regulations to ensure appropriate charges to funding sources.  This applies to sponsored grants and contracts as well as to departmental funds.
• To confirm Vacation/Sick/Discretionary balances for University employees.

III. Gross Pay Distribution Report Layout and Abbreviations

The Biweekly Gross Pay Distribution Report is divided into two sections - Hours Worked & Paid Time Off and Premiums.  The number of hours and the total amount for those hours can be found for both sections.  Below each of the sections is the employee’s Labor Distribution for the pay period.  Abbreviations typically found in each section are listed below with their intended meanings for the purpose of clarity.

General

Hours Worked and Paid Time Off

Company 0010

DUHS

Premiums

General 

IV. Primary Position Data

The primary (PRI) position data line on this report for an employee lists the following items as applicable for the pay period:

• Hourly rate of pay
• Hours Paid:
  • Worked (includes all primary hours worked)

Company 10

• Vacation
• Sick Leave
• Holiday
• Funeral
• Jury/Election

DUHS

• Short Term Bank PTO
• Long Term Bank PTO
• Carryover Bank PTO
• PTO Payout
• Jury
• Premium Hours/Amount:
  • Weekend (in hours)
  • Holiday (in hours)
  • Emergency Call Back - Unworked (in hours)
  • Emergency Call Back - Worked (in hours)
  • Standby/Special (in hours)
  • Shift Premium (amount)
• Overtime:
  • Overtime hours for week one (1) of the pay period
  • Overtime adjusted rate for week one (1) of the pay period
  • Overtime hours for week two (2) of the pay period or for the 14-day pay period for an employee on Overtime Code 2 (8/80)
  • Overtime adjusted rate for week two (2) of the pay period or for the 14-day pay period for an employee on Overtime Code 2 (8/80)
• Amount:    
  • This is the amount of the primary gross pay determined by the data previous listed on this line.  (See GAP 101.55, Gross Pay Computations for the calculations necessary to determine gross pay.)
• Additional Items:
  • Gross Adjustments (GROSSADJ) - Gross adjustments of pay that are submitted as a total dollar amount (i.e. paid parental leave) processed for the pay period, will be shown with applicable amounts and the funding source if different from the primary.
  • Gross adjustments submitted to adjust pay from a previous pay period are reflected on the report under the pay period being adjusted and include hours worked, paid time off, premiums, and labor distribution as appropriate.  
  • Manual Checks (MCK) - Amounts paid to an employee by a manual check will be shown on this report with the applicable funding source and amount(s).
  • Premiums that are not included in the premiums list above (i.e. Charge Nurse Premium) are listed as separate line items using the 8 character abbreviation found on an employee’s pay statement.
  • A miscellaneous payment that in not included in the weighted adjusted overtime average is listed as a separate line item (MISCEXCL) with the applicable funding source and amount. 

V. Labor Distribution of Gross Pay and Other Items Paid

This section of the report shows the distribution of gross pay for the primary position, secondary positions, other supplemental pay, gross adjustments, and off-cycle checks. However, all of these types of pay and distributions would not appear together on one employee's record.  Discussions of the various portions of this section are as follows:

• Primary Position Gross Pay
• The distribution of the gross pay of the primary position is shown with the funding source, organizational key, company code and the applicable amount charged to each funding source. All components of gross pay recorded on the primary time record are charged to the designated funding sources.
• A Direct Charge Report is used to transfer the cost of designated base pay and corresponding overtime hours, as indicated, to another funding source. This funding source and the applicable amount will be shown on the report and the line will be identified by DCG.

Payments by off-cycle checks will be shown separately for an individual on the report, rather than being combined with other types of pay data and distributions.

The sum of the applicable amounts for an individual will equal the amount of gross pay for a check issued to the individual for the pay cycle.

VI. Secondary Position Pay and Distribution

An employee’s primary department will be able to see secondary information for that employee regardless of whether the secondary position is in the same or in a different department than the primary position.  An employee’s secondary department will not be able to access information regarding an employee’s secondary position unless they are also the employee’s primary department. 

Each secondary position's data will be shown on a separate line with the following data:

• Hourly rate
• Hours worked (includes all hours worked)
• Organizational Key of the secondary position
• Funding Source to be charged
• Overtime hours for week one (1) of the pay period
• Overtime adjusted rate for week one (1) of the pay period
• Overtime hours for week two (2) of the pay period or for the 14-day pay period for an employee on Overtime Code 2 (8/80)
• Overtime adjusted rate for week two (2) of the pay period or for the 14-day pay period for an employee on Overtime Code 2 (8/80)
• Amount of pay for the secondary position.  (See GAP 101.55, Gross Pay Computations for the calculations necessary to determine gross pay.)
• Gross adjustments submitted to adjust pay from a previous pay period are reflected on the report under the pay period being adjusted and include hours worked, paid time off, premiums, and labor distribution as appropriate.  

VII. Summary Section of the Gross Pay Distribution Report

At the end of the Biweekly Gross Pay Report, a summary by organizational key is provided which includes the following data:

• A summary of items paid this pay cycle which includes hours and applicable amounts by type of payment.

VIII. Distribution Cost Center Sort

At the end of the Biweekly Gross Pay Report, the Cost Center Sort provides a breakdown of dollars paid for all employees by funding source and total pay period dollars paid by the funding source.   

IX. Time Off Report

The first line of data on this report for an employee lists the following items:

• Employee's name (listed in alphabetical sequence)
• Duke Unique Identification Number (personnel number)
• Employment data (continuous service date)
• PSA  - Personnel Subarea
• Work schedule – number of hours the person is scheduled to work each day
• Vacation Leave Data:
  • Vacation hours balance at the beginning of this pay period (Beg. Bal.)
  • Vacation hours taken and paid this pay period (Hrs. Paid)
  • Vacation hours at the end of this pay period (End Bal)
    • (Determined by taking the Beginning Balance, subtracting hours taken, and adding hours accrued)
  • Vacation hours reported, but not paid, this pay period (Unpd.)
    • (This item is a result of an employee listing more vacation leave hours on the time card than actually accrued at the end of the previous pay period or the employee is not eligible for the vacation leave hours claimed because the probationary period has not been completed.)
• Sick Leave Data:
  • Sick leave hours balance at the beginning of this pay period. (Beg. Bal.)
  • Sick leave hours taken and paid this pay period (Hrs. Paid)
  • Sick leave hours balance at the end of this pay period (End. Bal.)
    • (Determined by taking the Beginning Balance, subtracting hours taken, and adding hours accrued)
  • Sick leave hours reported, but not paid, this pay period (Unpd.)
    • (This item is a result of an employee listing more sick leave hours on the time card than the employee had accrued at the end of the previous pay period or the employee is not eligible for the sick leave hours claimed because the probationary period has not been completed.
• Discretionary Leave Data:
  • Discretionary leave hours balance at the beginning of this pay period. (Beg. Bal.)
  • Discretionary leave hours taken and paid this pay period (Hrs. Paid)
  • Discretionary leave hours balance at the end of this pay period. (End. Bal.)

The following items should be noted regarding vacation and sick leave data:

• Employees accrue vacation and sick leave from their continuous service date based upon the guidelines provide by Human Resources. 
• Employees' pay statements will display vacation and sick leave balances in the pay period in which the probationary period is met.
• Vacation and sick leave hours accrued and/or taken based on time paid on an offcycle check or gross adjustment are entered manually into SAP and are available for viewing in the report during the subsequent pay period.  Payment by a manual check is shown separately from other pay data for an employee on this report.  The leave data will have zeroes in all of the columns.  The updated leave records are shown with other pay data.
• Vacation and sick leave hours are not accrued on hours worked in a secondary job.
• When an employee who works a full-time or abbreviated schedule reaches the maximum permissible accrual for vacation hours, that maximum number of hours will continue to appear and no further accrual of leave hours will be made until the employee takes vacation.  

X. Summary Section of the Time Off Report

At the end of the Biweekly Time Off Report, a summary by organizational key is provided which includes the following data:

• For University employees, a summary of vacation, sick and discretionary leave data is included on the report.