Paycheck Accuracy - Review paystubs regularly

January 31, 2018

Did you know that Yale University Payroll processed over 628,000 paychecks in FY17? Corrections and changes can be very frustrating for faculty and staff, time-consuming and costly to the university.  For this reason, the Office of the Controller would like to remind employees to periodically review their paystubs to ensure their earnings are in line with their hours worked and their withholdings reflect their selections. It is particularly important to check periodically, but at least annually, to ensure any corrections required can be made within the tax year.  Any discrepancy should immediately be reported to Employee Services for resolution.

As a reminder, employees should review and approve their time worked in the appropriate time recording system on a regular basis.  In the event an employee is unable to do so by the payroll deadline, the employee is responsible for checking the information after the fact.  Approval of a timesheet by a supervisor does not relieve the employee from primary responsibility.  Falsification of hours worked is considered theft and could result in discipline, up to and including termination of employment.

Supervisors should approve all timesheets promptly and provide a check that employees have correctly entered their time.  Employees with recurring failure to approve their time records on a timely basis should be trained.  Supervisors should contact their HR Generalist for support as needed.

The grid below clearly outlines roles and responsibilities.

Responsibility

Employee

Supervisor

Lead Administrator

Yale University Payroll

Accurate and timely submission of time worked to ensure they are paid correctly

X

Timely submission of complete deductions documents (W-4s, garnishment forms)

X

Responsible for having sufficient knowledge of the employee’s work to be able to approve the timecard

X

Review and approve timecards in My Time on a regular basis

X

Timely submission of documentation to support payments above base salary to be included in the employee’s next regularly scheduled payroll

X

Timely submission of payments above base salary to be entered into the system to be included in the employee’s next regularly scheduled payroll

X

Responsible for the accuracy of their financial reports and the internal controls in their areas of responsibility

X

Ensure the appropriate procedures are in place for the accurate submission and approval of time cards in a timely manner

X

Withholding based on documents on file

X

Updating of information such as employee address to ensure accurate withholding

X

Review all payments and deductions (e.g., medical, dental, etc.) on their pay document for accuracy each pay period

X

If you need assistance, please contact Employee Services at employee.services@yale.edu or 203-432-5552.