|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.|
|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query can be run using Pay End Dates from current or previous pay periods in which the Time Entry information has not been archived.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.
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:
|Questions||Questions regarding this bulletin may be directed to the Query Help mailbox.|