PAYROLL STANDARD OPERATIONAL PROCEDURE

health first – payroll timekeeping operations sop document type sop organization health first audience internal – payroll + managers effective date owner health first – owner payroll processor adp pay frequency bi weekly 1\ purpose this sop defines the standardized process used by health first to collect, validate, correct, lock, audit, and report employee time worked prior to payroll submission the objective is to ensure payroll accuracy timely adp submission clear accountability audit safe documentation repeatable execution regardless of staff turnover 2\ scope this sop applies to all hourly and salaried health first employees clinical, administrative, owner, and va/wfh staff all payroll periods processed through adp 3\ payroll overview item standard pay frequency bi weekly pay date friday payroll cutoff thursday before pay date @ 12 00 pm payroll processor adp payroll submitter owner locations 1 physical + va/wfh 4\ time capture methods authoritative source (current state) manual pdf timesheets employee completed signed submitted to owner entered into adp optional efficiency tool (non mandatory) trackbii timekeeping app clock in / clock out only no job codes or complex rules pdfs remain authoritative unless otherwise approved 5\ roles & responsibilities employees accurately record hours submit complete, signed pdf timesheet by deadline respond to correction requests promptly managers (if applicable) review out of policy hours provide written approvals when required owner (payroll authority) collect submissions validate accuracy approve corrections lock timesheets submit payroll to adp maintain audit records 6 step payroll timekeeping workflow step 1 – collect time submissions objective create a single intake snapshot of all expected and received time submissions actions define pay period dates identify all employees required to submit time collect pdf timesheets record receipt status output intake roster table employee role expected channel received notes step 2 – validate completeness & detect exceptions objective identify missing, incomplete, or incorrect time entries before payroll lock validation rules full pay period coverage daily entries present weekly & period totals correct signature present entries legible exception taxonomy category severity owner missing timesheet high employee partial period high employee missing signature medium employee math error medium payroll illegible entry medium employee out of policy hours low manager output exceptions queue employee issue severity owner notes step 3 – route exceptions for correction objective ensure timely resolution of all exceptions with documentation sla standards severity sla high same business day medium 24 hours low before payroll cutoff documentation requirements corrected pdf signed timesheet manager email approval (if applicable) output routing matrix correction request templates awaiting response tracker step 4 – apply corrections & lock timesheets objective finalize time records and prevent unauthorized changes lock definition a timesheet is locked when all exceptions resolved signatures present owner approval recorded corrections logged ready for adp submission corrections log (required) employee issue before after approved by evidence lock rule unlocked timesheets are not submitted to adp step 5 – control totals & audit checks objective detect payroll risk before submission required control totals headcount paid total hours regular vs overtime va/wfh hours audit checks no post lock edits signatures present approvals documented math verified output control totals report audit register pre handoff issue list (if any) step 6 – timesheet completion report objective provide stakeholder ready confirmation of payroll readiness report sections executive summary completion kpis exceptions resolved outstanding items (if any) audit confirmation recurring issues & improvements payroll handoff certification certification statement i confirm that all payroll timekeeping procedures have been completed in accordance with the health first payroll sop owner signature date 7\ post lock corrections if an issue is discovered after payroll lock do not reopen timesheet document as payroll adjustment process via next payroll or off cycle record in adjustment log 8\ document control version date description owner 1 0 initial sop health first