Minnesota Correctional Facility – Rush City

TO: MCF-Rush City Staff

FROM: Robert Feneis, Warden

DATE: March 2, 2005

SUBJECT: Payroll Reporting Expectations and Errors

Since the pay period that ended August 10, 2004, all staff have been entering time and leave information into the SEMA4 on-line system. For the initial pay periods, it was recognized that errors would occur as staff and supervisors adjusted to this new system. The payroll department sent out reminders and corrections in order to assist employees with this new time reporting method. Now that we have been doing on-line time reporting for nearly 7 months, staff should be familiar with the system and errors should be minimal.

Payroll staff have been instructed that they should no longer verify 100% of the time entries into SEMA4. This may mean that many of the earn code corrections and time adjustments that you have seen in the past will no longer be completed by payroll staff. For example, if you use OT1 for overtime rather than the earn code OTR, your overtime will be paid at straight time rather than time and a half rate. You can no longer assume that errors in entering time and leave will be found and corrected by your supervisor or payroll staff. This change also increases the importance of the supervisors’ role in the payroll review and approval process. Payroll staff will audit the accuracy of a small percentage of time sheets each pay period.

For most Rush City employees, this change will not be noticeable because you have mastered the on-line time entry system. However, if you do find that you were paid incorrectly, immediately notify your supervisor so that the error can be investigated and corrected.

The majority of staff payroll transactions are processed accurately and timely. However, occasionally errors are made that can result in an erroneous paycheck or no paycheck at all. Since paychecks are automatically deposited, most staff assume that the deposit was completed accurately and timely. It is a good idea to verify the accuracy of your biweekly pay by reviewing your pay statement in Employee Self Service. You can also verify that your pay was deposited each pay day by contacting your financial institution. Some financial institutions also allow customers to view on-line account statements where you can verify the deposit of your paycheck.