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Florida Gulf Coast University

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Finance and Accounting

Payroll Liaison Information

 
 

Training Sessions

Click here to view the list of available Payroll Liaison and OPS Web Time Entry sessions

Training Manuals

To view the Banner Web Time Entry Approver Manual click here.

Payroll Certification Information

The Total Payroll Cost Report and Leave Liability Report are available online via Eprint to authorized users on the Tuesday preceding each pay day. It is the responsibility of the Vice-President, Dean/Director or designee to certify that the information on the Total Cost Report is accurate and to report any discrepancies to Payroll by completion of Payroll Certification form according to the Payroll Certification Guidelines.

To view the Payroll Certification Guidelines click here.

To download the Payroll Certification form click here.

For the complete Payroll Guidelines Policy, please click here.

Click here for additional resources.

Guidance for Payroll Records Management

Each University College/Department has the primary legal responsibility for the proper creation, care and management of its payroll records. In accordance with the Payroll Certification Guidelines, Payroll Liaisons must maintain copies of their department’s time records and leave forms submitted to Payroll that comply with the State’s Records Retention Schedule. To meet this responsibility, the Payroll Liaison should design the most efficient and economical filing method that works for the department. Generally, the simplest method is the best. Please keep in mind as you assist your department that even the most organized record maintenance practices will not compensate for information that is inaccurately or incompletely created.To review the guidelines, please click here.


FAQs

General Payroll Questions:
When I have a Payroll question, how do I know who I should contact?
Where do I find payroll deadlines?

Time Approval Questions:
What steps must be followed to appoint or remove a department’s Payroll Liaison?
When does an OPS employee’s timesheet have to be printed and signed?
Does it matter whether I use Banner or Gulfline to approve OPS time?

Payroll Certification Questions:
Where do I find the Total Payroll Cost Report?
What am I certifying on the Total Payroll Cost Report?
What steps must a Dean/Director follow to designate a subordinate to certify a department’s payroll?
How does a Dean/Director authorize a designate to view the Total Payroll Cost Report?
What Payroll documentation needs to be maintained for audit purposes and for how long?
Can a Dean/Director delegate the payroll certification process to their secretaries as long as the secretary is not a designated payroll approver?

Answers

When I have a Payroll question, how do I know who I should contact?
If you have a Payroll question, contact the Payroll department which is located in Finance & Accounting.The names and phone numbers for the Payroll Staff are located on the General Payroll Information tab.

Where do I find payroll deadlines?
The annual Payroll Calendar located on the HR website under the General Payroll Information menu contains several important dates: Pay Period Beginning Dates, Pay Period Ending Dates for both payrolls, the dates Appt. forms are due to HR, the OPS Time Entry Deadlines, the Check Dates, and the Coverage Months for Insurance Deducts.

What steps must be followed to appoint or remove a department’s HR/Payroll Liaison?
To appoint or remove an Payroll Liaison, the Dean/Director or designee must submit the HR Liaison Request form which is available on the HR website under Forms.

When does an OPS employee’s timesheet have to be printed and signed?
If the Supervisor is acting as the Payroll Liaison and approving the timesheet online, it is not necessary to also print and sign the timesheet. The online submission and approval process provides an electronic signature.
If the supervisor is not approving the timesheet online, the employee needs to print the timesheet for the supervisor’s signature. The signed timesheet can then be given to the Payroll Liaison for online approval.

Does it matter whether I use Banner or Gulfline to approve OPS time?
Either method can be used depending on your personal preference. If you need assistance using either method, contact Payroll office.

Where do I find the Total Payroll Cost Report?
HR/Payroll Liaisons will receive an email each biweekly period giving the direct link to the Total Payroll Cost report for that pay period. To access the Total Payroll Cost report for a specific pay period, you can also go to http://www.eprint.fgcu.edu/.

What am I certifying on the Total Payroll Cost Report?
The authorized certifier should review the employees listed on the reports and validate that the employees did in fact work in the pay period being reviewed. The Dean/Director or designee’s signature on the certification form certifies that the earnings actually reflect the time worked and or leave taken, and that the employee is eligible for any applicable taxable fringe benefits such as cell phone or car allowances.

What steps must a Dean/Director follow to designate a subordinate to certify a department’s payroll?
The Dean/Director may delegate responsibility for payroll certifications to a designee by sending an email or memo to the Payroll Manager with the authorized Fund/Orgs. The Payroll Liaison cannot be the delegate for payroll certifications.

How does a Dean/Director authorize a designate to view the Total Payroll Cost Report?
The Dean/Director may request access to the Total Payroll Cost report for a designee by sending an email or memo to the Payroll Manager containing the Fund/Orgs that may be viewed.

What Payroll documentation needs to be maintained for audit purposes and for how long?
OPS and SP timesheets, A&P and Faculty leave forms and Payroll Certification forms should be maintained in an organized fashion for each payroll period. The department should also maintain a record of any delegation of payroll certification duties. Payroll will notify departments when payroll records for a specific time period may be purged.

Can a Dean/Director delegate the payroll certification process to their secretaries as long as the secretary is not a designated payroll approver?
Yes, it is acceptable for a Dean/Director to delegate the payroll certification process to their secretaries as long as said secretary is not a designated payroll approver. That being said, it is important for all to understand that, as the payroll certification process is audited, should we find unforeseen problems with this part of the process, we may at a later date change the requirement.
Of course, the Dean/Director may only delegate such a responsibility if the secretary has the necessary knowledge to perform the job. Ultimately, it is the Dean/Director’s responsibility that employees are appropriately paid. If the Dean/Director determines that the secretary is capable of performing the job under his/her supervision, there is no evident lack of internal control.