Oregon University System

Oregon University System Logo

OUS

 

FASOM - Section 10: HRIS - Certification of Certain Distributed Payroll Processes

Section 10: HRIS -- Certification of Certain Distributed Payroll Processes

The content of this policy is current, although it has not yet been transitioned to the new Fiscal Policy format.  This will be accomplished as time and resources permit.

Authority:   ORS 351.097

Index

  1. Summary
  2. Scope
  3. Purpose
  4. Oregon University System Payroll
  5. Certification of Certain Distributed Processes
  6. Designation
  7. Qualifications
  8. Training
  9. Continuing Education
  10. Incumbents
  11. Recruitments
  12. Resolution of Issues
  13. Exceptions


1. SUMMARY

This policy establishes guidelines related to certification of certain distributed payroll processes.

2. SCOPE

This is a systemwide HRIS policy.

3. PURPOSE

To comply with statutory requirements, encourage efficiency and promote good internal control.

4. OREGON UNIVERSITY SYSTEM PAYROLL

Oregon University System Payroll The Controller is responsible for the preparation of the Oregon University System (System) payroll. Integral to fulfilling this responsibility is the accomplishment of institutional distributed processes as well as central aggregation processes.

5. CERTIFICATION OF CERTAIN DISTRIBUTED PROCESSES

As a part of each payroll, the institutional Payroll Manager will certify that certain distributed payroll processes have been successfully completed. The processes covered by this certification will be established by the Controller. This certification will be submitted to the Controller at the same time the direct deposit file is transmitted to the Controller's Division.

6. DESIGNATION

The institutional officer who has administrative responsibility for payroll will designate an institutional Payroll Manager. This designation will be communicated in writing to the Controller. Also, a substitute will be designated to serve in the temporary absence of the Payroll Manager.

7. QUALIFICATIONS

A combination of education, training, experience, and professional licenses can adequately prepare an individual for the position of institutional Payroll Manager. The Controller establishes the following minimum qualifications for this position (institutions may establish additional or more rigorous qualifications):

A minimum of three years payroll management experience in an operation of comparable size and complexity. This includes experience in all aspects of payroll law, operations, accounting, and reporting.

8. TRAINING

Prior to assuming responsibility for the certification, the Payroll Manager will have completed:

a) institutional training on the software,
b) institutional operational training, and
c) Controller's Division orientation on the aggregation processes.

9. CONTINUING EDUCATION

The Payroll Manager will attend quarterly workshops coordinated by the Controller's Division. These workshops will include continuing education sessions on relevant payroll topics.

10. INCUMBENTS

At implementation of the new system, an incumbent Payroll Manager will be required to meet the qualifications specified above.

11. RECRUITMENTS

When an institution recruits to fill the Payroll Manager position, a representative from the Controller's Division will serve on the search committee.

12. RESOLUTION OF ISSUES

If issues arise which could impact the accuracy or timeliness of the payroll, they will be immediately reported to and resolved to the satisfaction of the Controller.

13. EXCEPTIONS

A legitimate business need may be identified which would not strictly conform to these guidelines. If that occurs, an exception will be requested. The Controller will evaluate the request and may grant an exception.

[Return to Index]

Note: This electronic document supersedes all previous versions and is subject to change.

Last Updated: 12/01/98