Payroll Audit Report
Council Audit Committee
September 15, 2025
A G E N D A
• Time and Attendance
• Payroll Errors
• CalPERS Reporting Errors
• Next Steps
• Q&A
2 T I M E & AT T E N D A N C E
3 • Working with ERP to implement automatic upgrades.
• Time & Attendance new version upgrade was completed on 8/22/2025. • There are issues with project strings in Time & Attendance integrations. This item has been escalated to the Tyler Support team
• HR is actively working with the departments, Tyler Munis representatives, and the Robert Half support team to develop, test, and refine timekeeping and overtime rules to prevent future errors. • MUD remains a priority for Time & Attendance Implementation.
P A Y R O L L E R R O R S
4 Issue Resolution
Mid – Pay Period Split Testing Permanent Solutions in a Munis test environment with consultants
Police Department Certificate Add Pays
Splitting Hours
Reviewing pay code configuration
Isolated Errors Adding Payroll as an approver in the Personnel Action Entry workflow (Munis) to review before posting
C A L P E R S R E P O R T I N G E R R O R S
5 Error Reduction by Pay Period
March
April 20 – May 3
900
320
May 4 – May 17 220
May 18 – May 31 207
June 1 – June 14 141
June 15 – June 28 134
June 29 – July 12 141
July 13 – July 26 60
July 27 – August 9 79
August 10 – August 23 52
C A L P E R S R E P O R T I N G E R R O R S
6 Error Message Frequency Cause Resolution
“Pay rate cannot be ≤ 0” Common Retro Personnel Action
creates lump sum without
hourly rate
Add hourly rate tied to
lump sum and report to
correct period (expected
with retros)
“Reported contribution $
≠ Calculated value $”
Common Employee category
change (usually due
to promotion)
Update CalPERS profile so
Munis matches CalPERS
Invalid pay code reported Occasional Pay code incorrectly set to report
Remove from CalPERS
and update Munis pay
setup
Name mismatch Rare Employee file not
updated
Correct employee file in
CalPERS
Appointment date
mismatch
Rare Employee file not
updated
Correct employee file in
CalPERS
N E X T S T E P S
7 Payroll will continue to:
• Prioritize posting payroll to the General Ledger for Fiscal Year End, collaborating with Accounting, Budget, and consultants to identify and resolve issues.
• Focus on reconfiguring the system to permanently address mid-pay period functionality. • Developing an Annual Task Calendar outlining payroll deadlines, training manuals, and process checklists. • Conducting cross-training across the team.
• Reviewing and updating pay codes.
• Reviewing all MOU provisions and comparing to pay codes set up. • Will review the CalPERS contract provisions and compare to pay codes and MOU provisions. • Implement Executime Timesheet Reporting
Q U E S T I O N S
8