Michigan Medicine Timekeeper Update: April 7, 2022

Incremental PTO Accrual Process

Employees who consistently work over their standard hours for a designated period of time are entitled to an adjustment of their PTO accruals to match the actual FTE they worked.

For example, if a non-bargained employee has an FTE of .5 or Standard Hours of 20/week and consistently works 40 hours a week over a 12 week period an adjustment should be made to their accruals.

Be sure to follow the Incremental PTO Accrual Process. Incremental PTO Process and Charts

Payroll Team Office Hours Pilot

Amanda Louks, Payroll Manager (or designee) will be available for “Office Hours” to meet with Timekeepers & Approvers twice a week for an hour.

There will be designated topics for each session followed by Q & A for any questions you have related or unrelated to the topic. Come join us!

Office Hours Schedule:

  • Monday April 11, 2022 11am-12noon (Topic “Queries”)
  • Thursday April 14, 2022 1pm-2pm (Topic “Reviewing Job Data”)

Use the zoom link below to join any of the dates/times listed above.

Join Zoom Meeting


Meeting ID: 940 6634 3290

One tap mobile

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Needs Approval Auditing

Be sure to run a Needs Approval Query prior to each payroll cut off. The query should be ran with a date range for the prior 6 months through the current pay period end date. This way you will catch any prior period adjustments that may have been entered by staff that still need to be approved.

This is an important step as using the Enter Time page to review and approve time will not automatically show you prior period adjustments sitting in the system for approval.

Query choices to pull up time that is in Needs Approval Status:

  • MTL_RPTD_PUNCH_NA_GRP (for punch time by group)
  • MTL_RPTD_TIME_NA_DEPT (for elapsed time by department ID)
  • MTL_RPTD_TIME_NA_EMPLID (for elapsed time by Employee ID)
  • MTL_RPTD_TIME_NA_GRP (for elapsed time by group)

Featured Query

The MPY_DEPT_MGR_REPORT_RECIPIENTS query lists staff by Department ID assigned as the:

  • Department Manager
  • Personnel paperwork override recipient
  • Gross Pay Register override recipient
  • Time Report override recipient
  • Time Report Backup override recipient

Payroll sends audits and other periodic reports to the Time Report Recipients and at times the Department Manager. It is important to ensure these assignments are accurate and up to date.

If an update is needed you may request an update via the Department Maintenance Form.

Checking Gross Pay Registers (GPR) Reminder:

All departments must have a system in place that ensures an accurate payroll in accordance with the Payroll Controls Standard Practice Guide. A part of that system is reviewing the gross pay register. The GPR is the final summary of what was paid out in the payroll.

Also, remember there is a weekly correction payroll that runs every Thursday evening that will also have a GPR to check. This is an important step for many reasons including to make sure other departments do not accidentally charge your short code.  See the GPR Reconciliation Process for further details. 

If you need assistance, please reach out to your pay analyst directly. If you do not know who your pay analyst is, please click here to look them up by department ID.