10/14/2014. Semi Annual Payroll Meeting. Semi-Annual Payroll Meeting

Transcription

1 Semi-Annual Payroll Meeting 10/14/2014

2 Today s Agenda Welcome and Introductions Time and Labor Update Jessie Bortz epar Update Natalie Cummings Payroll Process and Procedures Sheretha Measells Payroll Review Adam Cantwell Open Questions / Discussion

3 Payroll Department Staff Adam Cantwell Director of Payroll Alice Ahten Administrative Assistant Sheretha Measells Payroll Manager Creshona George Accountant III Amber Gray Data Processing Analyst Ambra Gray Payroll Analyst Asheley Lankford Payroll Analyst Jay Manikandan Data Processing Analyst Extension x2611 Natalie Cummings Sr Business Process Analyst Jessica Bortz T&L Analyst Amy Tiller Payroll Data Analyst Nancy Barganier University Tax Accountant

4 Payroll Department Mini Topics Supplements Social Security Card / Receipt of Application FNIS

5 Time and Labor Update

6 The Past- Where we ve been Presented By

7 IMPLEMENTATION TIMELINE May Jun July Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun July Aug Sept Oct Nov Dec Jan Feb Survey Campus Design, Develop, Test Pilot, Enhance, Get Ready 1 st Group Get Ready 2 nd Group

8 The Present- Where we are Presented By

9 IMPLEMENTATION SCHEDULE Jan May June July Aug- Sep- Oct Nov 2014 Feb 2015 Mar OBF IR A&H Std Aff NSM EPPS ECS Callier HR Info Sec Provost D of Std VPComm Library FinAid/ Records Div/Wom/ Multi/Com SOM VPAdmin Police Grad Std Interdisc Env H&S BBS Facilities Log/Mail/ Print President Enroll. CBH Research St Plan CVL , ,600 1,

10 Semi-monthly (Only time worked)

11 Semi-monthly Web Clock- IN/OUT

12 Monthly Exempt (Only exceptions)

13 10/14/201 4 Monthly Nonexempt (Time worked and leave taken)

14 10/14/201 4 Manager Approval

15 What does the Implementation Process entail? 1) Implementation Meeting 2) Dept sends Dept Roles to Payroll for set up 3) Payroll Updates and Validations 4) Time Admin Training Part 1 5) Time Admin assigns Managers to Employee Timesheets 6) Department Go Live- 1 st of the month 7) All Employee Training- classroom, written, videos 8) Time Admin Training Part 2

16 The Future- Where we re going Presented By

17 CLOCK OPTIONS OPTION DESCRIPTION Time Admin Entry Time Admin enters signed paper timesheets and approves based on Manager signature of paper timesheet in the Online Timesheet Existing Clock to PeopleSoft Payroll to pull data from the existing Dept Clock and feed into Online Timesheet for processing Preferred Web Clock Vendor Dept purchases a clock from the preferred vendor to collect time and feed to Online Timesheet

18 PHASE 2: INTERFACE & CLOCKS Oct Nov Dec Jan Feb Mar Apr May June Gather Data Specifications Plan Development & Testing Roll Out

19 epar

20 What is epar and why should we change? Electronic Personnel Action Request Replacing Paper Forms Currently used Today Speed of Approvals Electronic Audit Trail Electronic Attachments No Loss of Paperwork

21 epar Screen

22 epar Screen

23 epar Workflow Multiple Department Approvers After Department Approvers

24 epar Workflow

25 epar Notification

26 epar Status Types Saved Submitted Approved Denied Completed

27 epar Action Types Terminations End of Assignment Retirement Leave of Absence Return from Leave Supplemental Pay Job/Position Attribute Changes Funding Changes Transfers New Appointments New Hires

28 epar Pilot Groups Office of Budget and Finance Provost Human Resources Information Resources School of Management School of Engineering & Computer Science Student Affairs

29 epar Estimated Rollout Spring/Early Summer 2015 Two Phases

30 Payroll Process and Procedures

31 Payroll Process and Procedures Terminations / Leave of Absence W-2 Consent / Address Updates Deadline Calendar / Off Cycle Checks Direct Deposit / (Why it s not on self service right now) Mailing of Checks

32 Payroll Review

33 10/14/201 4 Positions vs. Appointments Work Study Change Payroll Review Job End Date / Funding End Date / Expected End Date Hourly Employees Don t encumber funds They don t get paid without hours turned in When to end the job Termination Vs. End of Assignment

34 10/14/201 4 Payroll Review Spreadsheet Loading of Data for New Fiscal Year RA TA Lecturers / Hourly Supplements / Cell Phones Strive for Perfect Payroll 6,729 Payroll Checks on Three On-Cycle Payrolls 10 errors would be 0.149% error rate But to the employee with the error 1 error = %

35 Open Questions & Discussion