Types of Payroll Documents

Background

The Comptroller’s office permits state agencies and institutions of higher education to submit various types of payroll documents at will through the statewide financial systems.

Payroll documents are batches of payroll transactions submitted through the accounting system with a unique identifier on each incoming batch. The unique identifiers are called document numbers and the coding schema for the document numbers define the type of batch (payroll, annuity, purchase, travel, warrant cancellation, etc.).

Each identifier or document number must be unique within the agency and cannot be repeated during the fiscal year.

Payroll documents are categorized by the type of transactions they contain. Generally, there are three major categories of payroll documents:

• Regular payroll documents
• Supplemental payroll documents
• Reimbursement payroll documents

Regular Payroll Documents

Regular payroll documents are batches of transactions that include the expected or adjusted salary amounts for the pay period.

Regular payroll documents can include overtime payments, adjustments and even lump-sum payments of unused leave. Agencies determine which types of transactions or payments are included in regular payroll documents and may choose to include only the base salary and scheduled entitlements for the pay period or may include other types of entitlement such as overtime payments.

To ensure employees are paid their expected or adjusted salary in a timely manner, agencies must meet processing deadlines for their regular payroll documents.

For more information, and to see the suggested processing schedule for the current fiscal year, see Payroll Due Dates and Direct Deposit Deadlines (FPP E.030).