Purpose: This register displays payroll information processed for an employee on the pay date shown in the report heading.

Note:  The Legislative Auditor's Office requires this report be printed or saved for at least three years or until audited, whichever is longer. 

Frequency:

• Final – Biweekly, Judicial, University
• Preprocessing – Biweekly, Judicial, University

Retention:

Note: Microfiche

AUIS44 – Thru 2/5/10 – Retention

AUIS44J – thru 2/1/10 – Onsite – copies 4 years

AUIS44U – thru 1/22/10 – Offsite – Originals

Additional Information:

Reading the Payroll Register

The Payroll Register contains the following segments:

1. Agency and Pay Period Information
2. Employee Information
3. Delivery Method of Net Pay and Net Pay Amount
4. Indicators
5. Earnings
6. Employer Benefits
7. Gross Basis
8. Leave Accounting
9. Employee Deductions

Following is a description of the information reported in each segment of the Payroll Register:

1.    Agency and Pay Period Information:

• State Org Code: The 3 digit code assigned to the employing agency.
• Pay Grp: 01 (Regular Bi-Weekly); 06 (ISU, BSU & U of I); 20 (Judicial Branch)
• Pay Loc: A two or four digit code and title of the pay location that the employing agency may have assigned for reporting and warrant distribution.
• Program: (AU444905) Report number assigned to the Payroll Register
• Run Date:  Date the Payroll Register was generated.  Will be a preprocessing or final processing date
• Payroll Number:  The five digit payroll number assigned to this payroll. (Example: The 7^th pay date in 2016 is payroll number 16007.)
• Pay Date:  The date employees will be paid for this payroll. (Example: Payroll number 16007 pays on 04/08/2016.)

2.    Employee Information: Employee's full name, social security number, and mailing address from their profile information in the EIS system (IEM screen).

3.    Delivery Method of Net Pay and Net Pay Amount:

• Delivery Method:
• Direct - Deposit:  Net pay will be deposited directly into employee's designated bank account(s) on pay day.
• Pre - Note:  A paper warrant (check) will be mailed on pay day to the employee's mailing address listed on the payroll register.  
• Blank:  A paper warrant (check) will be mailed on pay day to the employee's mailing address listed on the payroll register.
• Also listed: Manual, Void, Adjustment and Special Pay.
• Net Pay Amount:  Amount of money employee receives.

4.    Indicators: Retrieved from the employee's information in the EIS system.

5.    Earnings: Lists employee earnings by PCN, earn codes, hours, rate of pay, pay period amounts, and earnings total.

Note: Not all earnings codes will have a pay period amount and not all pay period amounts are reflected in the employee's net pay.  For a complete list of earnings codes see Earnings Codes (ERN), Leave Accruals.

6.    Employer Benefits: Lists employer costs by code, description, and pay period amount along with the employer benefits total for the pay period.

• SSDI SSDI - Social Security Trust Account - Old Age
• SSHI SSHI Social Security Trust Account - Hospital
• SUI SUI Unemployment Insurance
• COMP Workers Compensation
• RETIRE, ORP1 100 PERSI-Normal Contribution 130 Judges Retirement 150 Opt Retirement TIAA
• ORP 170 PERSI (Ret) Ammort Fee
• DENTAL Deductions – see current Fiscal Year
• HEALTH Deductions – see current Fiscal Year
• RETSL- ER 909 PERSI (Retire) - Sick Leave Payment
• DHR Fees 915 DHR Fees - Idaho Division of Human Resources
• Group Life 920 Group Basic Life Insurance

7.    Gross Basis: Lists Year to date earnings.  Also reported on the employee's IGB screen in the EIS system.

• Gross: Includes all earnings except taxable fringe.
• FICA: Includes all gross earnings minus the Pre-Tax Health, Dental and FSA deductions.
• Federal: Includes all FICA earnings minus retirement, 401K, 457 and 403B deductions.
• *Idaho: Includes all FICA earnings minus retirement, 401K, 457 and 403B deductions.
  
  *Out of state earnings will be identified by the appropriate indicators. 

8.    Leave Accounting: Shows current pay period accruals and balances for Sick, Vacation, Covered Comp, Exempt Comp, RHH, On Call, and CSS hours.

• Bi-Weekly (Pay Group 01) and University (Pay Group 06) sick and vacation leave accrual calculation: Leave Code Rates X CSS for that pay period= Accrual Amount
• Judicial Branch (Pay Group 20) does not maintain leave accruals and balances on the EIS system; therefore, no balances are updated during payroll.  

9.    Employee Deductions: Lists all deductions withheld from employee's gross earnings.  For a complete list of deduction codes see Deductions - Numeric Order

• Earnings Total (segment 5) minus taxable fringe minus total employee deductions will equal Net Pay Amt (segment 3).
• SSDI, SSHI, FED, ID and other state income taxes withheld are reported by pay period amount as well as year to date amount.

All other deductions are reported by pay period amount only.

Reading the recap pages

The payroll register will include a recap page with a list of totals. The totals include: Total Earnings, Total to Clearing House, Total Employer Benefits, Total Agency Costs This Payroll, and Total Deductions. For agencies that use pay locations, there will both be an agency total, and totals by pay location.

Note: Total Number of Bank Deposits plus Total Number of Warrants may not always equal the Total Number of Employees Paid. Employees paid MAD or LWO earnings that have no gross pay are counted in the Total Number of Employees Paid, but not in the Total Number of Bank Deposits or the Total Number of Warrants.