Community College of Allegheny County (CCAC)

Community College of Allegheny County

Payroll Colleague User's Information

TCDE Screen - Time Card Data Entry
The TCDE (Time Card Data Entry) screen in Colleague is used by staff on campus to enter payroll for existing employees.  These payments are typically Overtime and Docking for regular employees or hours worked for temporary employees and students.

STPS Screen - Stipend Summary
The STPS (Person's Stipends Summary) screens in Colleague are used by staff on campus to enter payments to existing employees for non-instructional work assignments.  Payment for instructional work assignments are entered into the Auto A-2 Workflow System for both new and existing employees.

XTSP Screen - Auto A2 (stipend request)
The Auto A-2 Workflow System in Colleague is used by staff on campus to enter requests for payments to instructors for teaching courses*.  Requests are routed electronically to the appropriate administrators for approval.  When requests are finally approved they are processed into Colleague by Payroll for payment as stipends and can be viewed on STPS. 

* Certain non-instructional requests for full-time faculty only may also be entered on XNIS. 

Need access to the screens above?

To request access to any of these screens email jschutz@ccac.edu. Include the following information:

  • Colleague ID
  • Name
  • Campus
  • Department
  • Title
  • Supervisor's name
  • New hire or transfer
  • If transfer provide old campus, dept., title
  • Effective date

 

Online Training

Instructions for entering time on these screens is available for all Colleague users at the Colleague Online Training site at Blackboard at courses.ccac.edu; you will find these instructions in Module 7.  If you do not have a Blackboard account or need more info, see the Colleague Online Training information page.

Payroll Authorization Forms

(A Note About Approvals on Payroll Authorization Forms)


Payroll Process Responsibilities

 


Payroll Process Responsibilities

Business Office

  • Process Payroll Authorization forms for new hires, salary changes, terminations, or other changes in an employee’s payroll status.
  • Approve and insure FLSA compliance for Non-Instructional payments entered by campus staff.
  • Input and submit Overtime and Docking for permanent SEIU employees.
  • Input and submit vouchers for temporary staff

Academic Deans 

  • Process Payroll Authorization forms for newly hired Adjunct faculty and Part-time Administrators.
  • Input and submit authorization for instructional and non-instructional payments to current employees.

Con-Ed Directors

  • Process Payroll Authorization forms for newly hired Adjunct faculty and Part-time Administrators.
  • Input and submit authorization for instructional and non-instructional payments to current employees.

Financial Aid Office

  • Input and submit Student compensation vouchers.

Human Resources

  • Create new positions, prepare contractual increases, process batch wage changes, and approve authorization forms for Board approved positions.

Payroll Department Role

  • Input grant payments, new hires, demographic and tax changes, salary adjustments, misc. pay, and payments requiring special handling.
  • Run regular payroll cycles and special pay runs.
  • Balance payroll authorization forms to the payroll register.
  • Post payroll transactions to the general ledger.
  • Authorize printing checks and advices.
  • Transmit direct deposit file and control totals.

Benefits Department Role

  • Input new hire and employee coverage changes, update file for benefit cost increases, balance the data input to the payroll register.

ITS – Operations Role

  • Print the payroll checks and deposit advices.

Budget Department Role

  • Pay check and deposit advice distribution.

Office Services Role

  • Mailing of checks and deposit advice

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Authorization Forms

A-1 Personnel Action and Payroll Authorization

  • For Board Approved Regular Full-time, Regular Part-time, and Temporary Replacement Positions, both exempt and non-exempt (employees eligible for fringe benefits).
  • For processing the following information for the above positions:
    • New hires, Changes of address
    • Salary changes, promotions and transfers
    • Leaves of absence, Sabbaticals
    • Any situation that officially changes the status of the employee

A-2 Personnel Action and Payroll Authorization

  • For Part-time Administrators, Part-time Instructors, Full-time faculty overages, and SEIU special contractual payments. (NOT to be used for payment of a non-exempt employee’s regular earnings)
  • For processing the following types of pay:
    • New hires
    • Instructional payments for credit & noncredit classes
    • Non-instructional payments for coordination, department head stipend, advising, coaching, etc.
    • Change of address for Part-time professional staff
    • Any situation that officially changes the status of these employee

Auto A-2 System

  • For Full-time faculty overages for instruction and non-instruction.
  • For Adjunct faculty teaching courses


PSTD Screen print

  • This screen is accessed through the Datatel Stipend (STPS) screens
  • Used for Non-Instructional payments to temporary exempt employees (e.g. Adjunct Faculty)
  • Not to be used for F/T faculty.  FT faculty assignments are entered into the Auto A-2 system from their load form.
  • The PSTD screen is printed and approvals are affixed to this document.

Overtime and Docking Report

  • Payment to Regular non-exempt employees who are paid salaried with overtime
  • For reporting hours to be paid over the employees regular budgeted hours. Straight time is paid for hours up to 40 and time and 1/2 for hours worked in excess of 40 per week
  • For reporting docking of salary for hours not worked up to the employees budgeted hour

Work-study Student Voucher

  • Payments to STUDENT employees
  • Co-op Institutional students
  • Federal Work-study students
  • Employees are subject to FLSA overtime requirements.  Pay for hours worked, calculate overtime at time and 1/2 after 40 hours per week
  • Student must not work during their scheduled class times
  • Earnings must be associated with the appropriate academic term

Compensation Voucher

  • Payment to Non-Exempt temporary personnel.
  • Employees are subject to FLSA overtime requirements.  Pay for hours worked, calculate overtime at time and 1/2 after 40 hours per week.

Approvals

Questions you should be able to answer either by first hand knowledge or supporting documents before affixing your signature to a Payroll authorization form.

  • Is this the proper authorization form for this type of employee?
  • Did the employee indicated on the form actually perform the work?
  • If this is an instructional payment were there students registered for the course? Was the course cancelled?
  • Is the amount and type of payment in accordance with college policies and/or contract?
  • Is the payment being charge to the correct budget or funding source?

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