- During the payroll process (See Policy and Procedure X.X) Payroll Department identifies timesheet discrepancies requiring follow-up with participant or representative
- Each day, timesheet discrepancies are provided to <<Staff Title>> by Payroll Department staff
- <<Staff Title>> reviews and follows up on timesheet discrepancies each day
- <<Staff Title>> reviews each timesheet for the following errors:
- Dates on the timesheet do not match the pay period start and end dates
- Timesheet is submitted for wrong payroll cycle
- Timesheet is missing signatures of participant/representative or workers
- A day with hours recorded is missing in time or out time
- “AM” or “PM” designation is missing from a timesheet line
- The timesheet includes time recorded for a date that has not yet occurred
- Faxed timesheet image was compromised
- Timesheet is illegible
- If timesheet contains any of the above discrepancies, <<Staff Title>> contacts participant or representative via phone
- Using participant name on timesheet, <<Staff Title>> looks up participant in Customer Service System
- Open new outbound call note log for participant
- <<Staff Title>> places an outbound call to the participant or representative using the phone number listed for participant on the timesheet
- In note log, <<Staff Title>> documents:
- The phone number and staff person who placed call
- The reason for the call
- Who the <<Staff Title>> talked to, or if a voicemail message was left
- Verification that participant/representative was told that the timesheet must be corrected and re-faxed in order to be processed <<if applicable; information may be able to be collected over the phone, in which case that information should be recorded>>
- When the participant/representative estimates they will re-fax the timesheet
- << Notify participant/representative to call F/EA within 5 minutes of re-faxing a timesheet so they can verify that the timesheet was received and will be processed>>
- <<Notify that if timesheet isn’t received within the business day, it will be paid on the following Friday>>
- Document the resolution of the issue in Customer Service notes log
7. Two attempts to contact the participant by phone must be made within the day the discrepancy is identified by Customer Service
- If the participant/representative or a voicemail system cannot be reached after two attempts within the business day that the discrepancy is identified by Customer Service, timesheet must be mailed to participant/representative within the business day
8. <<Staff Title>> completes a “Not Paid” template letter from the F/EA Master Copy File
9. All timesheets for which calls have been made or timesheets that have been mailed are placed in a timesheet discrepancy sorter in Customer Service Unit
10. Sorter is reviewed each Tuesday afternoon, Wednesday afternoon and Friday morning
11. <<Staff Title>> opens sorter
12. For each timesheet in sorter, <<Staff Title>> goes to Payroll System to see if the timesheet has been paid yet
13. If timesheet has not yet been paid, keep timesheet in sorter so that it can be verified the next time the sorter is reviewed