Payroll Forms & Reports
Earnings Request Form (ERF)
This form is used to request input of earn codes to employee’s time records by payroll staff during the monthly time entry window. General uses of the form are as follows:
- When department staff is unavailable during time entry
- In lieu of entering one’s own time record
- To process “other” types of pay for unclassified staff
- In instances, when departments do not have access to the timesheet org in Banner.
For Unclassified Payroll
(VP signature is required on this form)
One-time additional payments up to $500 (for part-time employees)
Earn Code ONB (Other Unclassified Pay, account 10209) No benefits or leave accruals.
Additional hours paid to salaried part-time nonexempt employees
Departments may deem it appropriate to occasionally pay additional hours to salaried part-time employees. Additional hours up to 40 hours worked in a week must be processed at straight-time using the earn code OAP on the ERF form, account 10102 or 10103.
For Student Payroll
Generally used for a one-time payment of a student worker. If the student does not have an active job with the department, this should be submitted as an MCR. If the student has an active job with the department, the one-time payment can be entered during time entry.
One-time payments must be submitted to ELR for approval using the Student Employment Exception Request Form found on the Policies and Procedures: Student Workers page. One-time payments must be approved before submitting an MCR or entering into time entry.
For Classified/Temporary Payroll
To pay overtime (Department does not have access to timesheet org)
Earn codes OTM (Current) or OTP (Prior Month with Special Rate)
Approval to pay has been authorized by Human Resources.
For repeated payments or payments over the amount of 500 dollars, submit a PRF see HR website for more information.
Reports
PWIPAYR
Hours entered in PHAHOUR by earn code with totals. Payroll administrators should be running this report after they complete their time entry as a way to double check their work. The report can be run again two working days after the time entry window closes to see the calculated amounts.
Report Parameters: Pay Year (required), Pay Number (required), Orgn Code (optional - timesheet orgn security), Employee Class (optional).
For each employee, you will see their ID, Name, Position, Suffix, Earn Codes, Shift, Hours/Units, Break out of Labor Distribution (Hrs/Units, Percentages, Index, Account Code, Amount).
Report can be run as a PDF (print preview) or Excel Spreadsheet (spreadsheet).
Leave Balances
Current leave balances by employee. It doesn't matter what year or pay number you enter into the parameters, you will only see the current balances.
Report can be run as a PDF (print preview) or Excel Spreadsheet (spreadsheet). If you run it as an Excel Spreadsheet, you will also see the indexes associated with each employees job.
Rosters
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Work Study Report
Work-Study awards, expenditures, and balances.
Work Study Error Report
List Work-Study payroll distribution errors. Errors include Work-Study funds with account code 10501 or non Work-Study funds with account code 10503.
Student Employee Credit Hour Report
Lists credit hours in previous, current, and next term for all student employees.
Payroll Expense by Person
Management summary of employee earnings for a specified payroll.
Job Changes
Employee job changes during a specified date range.
Timesheets
Timesheets for each active Classified employee.
Leave History Report - PWIORPT
Lists all leave transactions for an employee. Useful for tracking down leave balance discrepancies.
Payroll Management Report - PWRPRMR
A report that produces employee or FOAPA detail similar to PWIEMPL or PWIFOAP. The key difference is that PWRPRMR shows monthly expenses and forecast amounts for up to 12 months.
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