Budget & Payroll

20.04         Payroll Preparation Report (Bi-weekly Payroll)                             Issued: May 15, 1998

1.     Purpose of Payroll Preparation Report (PPR)

        The Form 500 authorizes the employment and pay rate of a temporary employee and the
        Student Form 500 authorizes the employment of students. All temporary employees are
        paid on a bi-weekly basis and all students are paid once a month (every other bi-weekly
        payroll).  The purpose of the PPR is to obtain (on a bi-weekly basis) the approval of the
        applicable administrator for the payroll related to the temporary and student employees for
        whom they have administrative responsibility. This is a necessary control to ensure that only
        authorized employees are paid and that they are paid for the correct number of hours.

2.     PPR Procedures

        2.1     The B/P/P System generates PPRs (sorted by ADLOC) for all temporary and student
                  employees on a bi-weekly basis. [Note: Student employees are processed once a
                  month on every other bi-weekly payroll.]

       2.2     The Payroll Office (for payrolls involving temporary employees only) or the Student
                 Employment Office (for payrolls that include student workers) receives and distributes
                 the PPRs to the respective administrators and requires they be approved and returned
                 prior to running the bi-weekly payroll.

        2.3    The administrator should verify each employee, their pay rate and the funding source.
                 They must also enter the number of hours worked. If they note an exception, they
                 should note the exception on the face of the PPR. If the exception was created by
                 error, the administrator should discuss the resolution of the problem with the Payroll
                 Office or Student Employment Office, as appropriate. If the exception relates to an
                 action requested or to be requested, the administrator should attach a copy of the
                 Form 500 or Student Form 500 to the PPR. After completing the PPR the
                 administrator should sign and return it promptly to the Payroll Office or Student
                 Employment Office, as appropriate.

        2.4    The Payroll Office or the Student Employment Office reviews all PPRs for corrections
                 needed or requested changes and the Payroll Office updates the B/P/P System, as
                 appropriate. [Note: Requested changes can be entered only after the approved
                 Form 500 or Student Form 500 is received.] The PPRs are retained by the Payroll
                 and Student Employment offices for 12 months.  

Contact:    Student employees - Student Employment Coordinator
                  All other employees - Payroll Supervisor