NYS Comptroller Seal

 

Bureau of State Payroll Services

 

  Date: February 10, 2004  Bulletin No. 457

Subject Identifying Duplicate Time Entry Transactions Utilizing the Public Query 00_Time_Entry_Duplicate
Purpose To prevent or correct duplication of Time Entry Transactions.
Affected Employees Employees who have a Time Entry Transaction that is an exact duplication of a previously submitted transaction.
Effective
Date
Immediately
Background Agencies are responsible to ensure that their employees are paid correctly.
How the Query Works The query compares Time Entry Transactions for a specific department(s) and Pay Period End Date with previously entered Time Entry Transactions.

The user will be prompted for the Pay Period End Date and the Dept ID using a "like" statement (enter a 5-digit agency code, or use the '_' as a wildcard to execute the query for multiple agencies, e.g.,'05___').

The query can be run using Pay End Dates from current or previous pay periods in which the Time Entry information has not been archived. Archived Time Entry Transactions (generally those more than one year old) will not be tested for duplicate transactions.

The only employees that are identified by the query are those with duplicate Time Entry Transactions in a prior pay period that have an exact match for the Earnings Code, Earnings Begin and End Date, NY Units, Hours, NY Days, and Amount. 

The results will provide the Dept ID, Employee's Empl ID, and Record Number, the Pay Period End Date requested, Earnings Begin and End Date, Earn Code, NY Units, Hours, NY Days, Amount and the Pay Period End Date where the exact transaction was previously entered.

Note: Agencies must not alter public queries unless you "save as" private. Refer to Payroll Bulletin 441 for instructions on how to save a public query as a private query.
Agency Actions Time Entry Transactions submitted in production generally do not appear in PS_Query until the following business day. Agencies who send in Time Entry files will normally see the information in PS_Query two days after the file is due to OSC.

For Previously Processed Payrolls when the Time Entry Page is no longer available for entry:
Run the query using any previous Pay Period End Date.
Research all duplicate transactions to ensure the employee is not overpaid or underpaid.
Review Paycheck Data to confirm the duplicate payment.
If the employee was overpaid or underpaid, correct the transaction in the next pay period by using the same Earns Code and the appropriate positive or negative value.
If it is determined that the transaction is not a duplicate, enter a general comment explaining the reason why the transaction is appropriate.
If the overpayment of the duplicate transaction was recovered by another method, (i.e. AC230, Additional Pay page as an OVP), enter a General Comment explaining how the duplicate payment was recovered. If the employee is currently off the payroll, set up an OVP in the Additional Pay page.

For Payrolls Not Yet Processed when the Time Entry Page is available for entry:
Run query after all Time Entry transactions have been entered for the Pay Period and are in PS Query.
Research all duplicate transactions to ensure the employee is not over or under paid.
Review Paycheck Data to confirm the duplicate payment
Agencies must delete transactions that should not have been entered from the Time Entry page.
If it is determined that the transaction is not a duplicate, enter an explanation of the validity of the transaction in the Time Entry Comment. If the agency wishes to retain the comment indefinitely enter a General Comment as well.
Questions Questions regarding this bulletin may be directed to the Query Help mailbox.