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Master Pay Warrant Authorization

Background

The State requires a monthly certification that individuals who are receiving pay warrants should be receiving pay. CSU, Chico currently has a paper-based process for Master Payroll Certification (MPC). The current process requires Payroll to manually compare data output between PeopleSoft and PIMS. The current decentralized portion of the process is the current Attendance Certification process. It also requires departments to print warrant authorization lists and Attendance Certification Statements for signature and submission to Payroll. The paper process generates approximately 300 pieces of paper each month and creates a logistic challenge for departments who must print attendance certification summaries, review, seek signature, and bring the papers to Payroll within the short timeline for authorization at the end of each month.

Delivered PeopleSoft functionality exists for the electronic authorization of Master Payroll called Master Pay Warrant Authorization (MPWA). Other campuses in the CSU are currently using this functionality in their monthly process. CSU, Chico will be moving to the electronic authorization process.

Project Objectives

The project objective is to transition the Master Payroll Warrant Authorization process from a paper process to an electronic process. The result will be the reduction of paper use, reduction of mistakes through the automation of system data comparison, and end-user process improvement by providing an electronic mechanism to review and authorize master payroll within the system of record. Objectives include:

  • Reduce Paper User by an estimated 300 sheets per month/ 3,600 sheets per year.
  • Automate the Payroll Audit process that verifies PIMS and PeopleSoft data is in sync.
  • Electronic review and approval of Master Payroll.
  • Monthly Electronic email communication with deadlines to:
    • Department staff reviewers
    • MPP Authorizers

Project Milestones

MilestonePay Month
Security setup and initial testing May 2016
Automated Payroll Audit process June 2016
Electronic Authorization to go live July 2016

Project Update

During testing it was determined that issues existed that would result in significant manual action each month and could result in missing authorizations for pay warrants unless careful and detailed auditing occurred each month.  At the same time we began actively working on solution design activities for CHRS and determined that this project work was not the most valuable use of time.  We look forward to an automated process that will streamline and reduce paper when we move to CHRS.

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