Dear Payroll Administrators,

From the recent FSM Department Payroll Processing Survey, 26% of departments noted that Payroll Transaction Approver (PTA) approvals or lack thereof impeded the successful implementation of their payroll processing workflow. By Q2FY24, missing or late funding updates and approvals was the 3rd leading reason for denials, accounting for 15% of all journals denied at the school-level.

We are asking departments to review current Payroll Transaction Approvers (PTAs) and to remind all PTAs of their responsibilities when assigned the role.

PTA Review Instructions


  1.  Run query in myHR Reporting<https://myhrreports.northwestern.edu/>: FSM_PTA_APPROVERS
     *   For help running a query, see Getting Started with Query Manager<https://hr.northwestern.edu/documents/getting-started-with-query-manager.pdf> and How to Run and Edit Public Queries (video)<https://northwestern.hosted.panopto.com/Panopto/Pages/Viewer.aspx?id=36ff19cb-94de-4bbc-9652-b0380134f62c>.
  2.  Confirm all active chart strings are in report.
     *   Missing chart strings may be an indication that the chart string has no approvers or have users assigned that are no longer in FSM.
  3.  Review current approvers:
     *   Terminated employees should be replaced with active employees.
     *   Chart strings with no backup approvers must have a backup approver assigned.
  4.  Update PTAs in myHR:
     *   To make changes to PTAs for individual chart strings, follow the instructions outlined in the Deployed Funding Guide: Modifying or Adding PTAs<https://askhr.deskpro.com/guides/deployed-funding-guide/additional-funding-tasks/modifying-or-adding-ptas>.
     *   To assign a user that does not currently have PTA Approver access and/or replace a prior PTA for all chart strings where they are listed, users must complete:

                                                                              i.        HR Systems General Access Request Form<https://www.northwestern.edu/myhr/admin/access-forms/myhr-adminform.pdf> and submit via the FSM Security Access Request Form<https://forms.office.com/r/F2TKLefhim>:

           *   Section 2.b Position Funding Approver
           *   Section 5. Position Funding Management

                                                                            ii.        myHR Learn<https://learn.northwestern.edu/> Training Courses HRS101: myHR Data Lookup and HRS102: myHR Deployed Funding

  1.  Email [log in to unmask]<mailto:[log in to unmask]> notifying completion of PTA review.

PTA Guidelines: All current and new PTAs should review the PTA Guidelines<https://nuwildcat.sharepoint.com/sites/FSM-Finance-and-Administration/SitePages/payroll-pta-guidelines.aspx> and confirm the ability to fulfill the responsibilities of the role.

All departments must review PTA approvers and notify our office of completion by Friday, April 19.

Thank you,

Office of Finance and Administration
Northwestern University
Feinberg School of Medicine
420 East Superior Street, Rubloff 12th Floor
Chicago, Illinois 60611
[log in to unmask]<mailto:[log in to unmask]>
feinberg.northwestern.edu/finance/payroll<http://www.feinberg.northwestern.edu/finance/payroll>

[Feinberg School of Medicine]

Join us in the FSM Finance & Payroll Community of Practice<https://teams.microsoft.com/l/team/19%3aPZ6VP8GIBB8hZIsq4CrlaFHIEzVLvn0qIvpogDX1ops1%40thread.tacv2/conversations?groupId=22edb8cc-a758-4071-94f5-6b39a9dcb301&tenantId=7d76d361-8277-4708-a477-64e8366cd1bc> on Microsoft Teams!


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