UGA's OneSource Project Payroll Information Sessions February 26, 2018 Last Modified: 5/18/18

Transcription

1 When the new system begins, will the time off that has already Yes, leave that has been entered in UGA s Eleave system will be converted to the OneUSG been entered into translate over? Connect module. Will the new system automatically adjust The module will go by the leave cascading rules. If the person has leave to fit within the 8 hour workday if an employee earned comp comp time, it will automatically use the comp time first and then apply regular leave after the day before and then uses annual leave the next or will we still that. It will also go by the employee's pay schedule to determine the number of hours for have to enter that manually? a particular day. We will be using the absence management module and all employees will request their leave electronically through that module. For biweekly employees, the leave is automatically loaded to the time sheet and then needs to be approved by the supervisor. It will be paid after it is approved. Units will have to work out alternative methods for Do you know if the leave forms will be submitted electronically? employees who don't have access to a computer. What about comp time? Will they be monitored by PeopleSoft? Will OneUSG automatically add annual leave when employees work holidays? A benefit eligible biweekly employee will be set up to either earn comp time or overtime. If the employee earns comp time, it will be automatically sent to the employee's record in. If an employee works a holiday, the time will go into a deferred holiday leave bucket in. Absense Management Academic Payroll Business Processes Combining pay periods Combining pay periods Comp Time December 2018 and January 2019 pay dates December 2018 and January 2019 s For someone who is a less than 100% employee, will the system intuitively read into that and not populate an 8 hour holiday? Will academic payroll be calculated as it is now or will it be like monthly payroll but just 10 months? If an employee works less than 100%, the System will use the employee's percent multiplied by 8 hours to determine the holiday hours. Academic payroll will be calculated the same as it is now and paid over 10 months. The HCM business process review forums will be April 30, May 1 & May 3. Information about the forums and the business process summaries for each of the modules can be found at Can you talk about the business process reviews that will be coming up? eview/. The HCM business process review forums will be April 30, May 1 & May 3. Information about the forums and the business process summaries for each of the modules can be found at Even though the hourly and salaried biweekly payrolls will be processed together, t_business_process_review/. employees from the two groups can be assigned to different approvers. When the salaried and hourly payroll are combined into one biweekly payroll, the employees will be separated into paygroups according to their benefit eligibility, When the two payrolls merge together, will there be a need for the overtime/comp time status, etc. There will be more information provided about this in payrolls to be identified? the fall closer to Go Live. Right now, comp time balances as of May 31st are paid out to Yes, it is a USG requirement for all comp time balances as of May 31 to be paid out by the employees on June 15th, will that be the same? end of the fiscal year. Using the example of a salaried biweekly employee retiring on Dec. 31, 2018: The payroll check for pay period 12/16 12/29/18 will be paid on 1/4/19. The employee's pay for 12/30 12/31/19 will be paid on 1/18/19. If a salary biweekly employee is retiring as of Dec. 31, will there be The accrued leave payout will be paid out on 2/1/19 based on USG's policy to pay out in any impact? the next pay period. Can you tell us the processes that might be in place for the estimated payroll that we do in December for the biweekly payrolls? In December 2018, Payroll plans to minimize estimated time and it will only be on the salaried biweekly payroll. Any estimated time that will occur will be in the early payroll of the month and corrections must be made for that pay period by the December 27 pay date. Additional information on estimating payrolls in the future with OneUSG Connect will be made available at a later date.

2 December 2018 and January 2019 s December 2018 and January 2019 s December 2018 and January 2019 s December 2018 and January 2019 s December 2018 and January 2019 s. December 2018 and January 2019 s. December 2018 and January 2019 s. What resources will be available for employees impacted by the salary biweekly and hourly biweekly changes to estimate what our paychecks will be during the transition? Will this eliminate backpay for hourly students? For monthly employees paid in December, does this mean they will no longer receive pay prior to the holiday break but on December 31, 2018? Can you go over the third paycheck in December for hourly and salary biweekly employees? Will this include hours worked and overtime? For hourly, on the second paycheck in December, how will payroll deductions be handled? During the holiday break in December, salaried biweekly employees typically get their pay checks on the last work day before the break. Will that be the same practice in Dec. 2018? Will the employee be allowed to go get the check or will the person responsible have to get them? The OneSource HCM team will provide examples for estimating biweekly pay checks in the fall of No. Payroll eliminated the practice of estimating time for hourly students several years ago because there were so many overpayments when students did not work the time that was estimated. The time and effort needed by departments and Payroll to collect the money and make adjustments prior to balancing W 2s was not worth the benefit of estimating time. Therefore, backpays will continue for students with OneUSG Connect. That is correct. Starting in December 2018 and in the future, monthly (including academic) employees will be paid on the last business day of the month. Only salaried payroll employees will receive a third check in December Hourly payroll employees will receive two pay checks in December 2018 but will receive three checks in November The OneSource HCM team has to work through the overtime process with OneUSG Connect and that process will be communicated to employees in Fall The first and second checks for hourly employees in December 2018 will be as they normally are today. The second check may have additional deductions such as parking and charity. For December 2018, that will be the practice. Salaried biweekly employees will be paid a full check for 14 days on December 20th. For the days worked from Dec , they will be paid on December 27th. Most employees should be on direct deposit by December UGA Payroll will be working to fulfill the requirement for all employees to have direct deposit during the Fall However, for the few employees that will receive a check, the Payroll office will be open on December 27 to allow employees to pick them up. in most cases direct deposit for new employees should be established almost immediately because there will be no pre noting with OneUSG Connect. If for some reason the employee is not able to set up direct deposit using Employee Self Service prior How will new people get direct deposit quicker? Will they get paper to his first pay check, it is possible that the first check will be a paper check. checks if the direct deposit is not processed. Paper checks will be printed and mailed by Wells Fargo two days prior to pay day. If an hourly employee goes inactive will their direct deposit be cancelled? Do we know what the delay is from pay day to getting mailed checks? Is it true that the new employee will be the individual who provides the direct deposit information? We are working with OneUSG to establish a time period when we can no longer accept the person's previous information and have to require them to provide new updated direct deposit information. Paper checks are printed by Wells Fargo from their Charlotte location. The checks are printed and mailed on Wednesday for a typical Friday pay date. OneUSG SSC has not received many reports of employees not receiving checks on their actual pay date. The employee will set up his/her direct deposit information via Employee Self Service. If the employee doesn't have access to a computer, his/her department should provide a computer and assistance to allow him/her to set up direct deposit, withholding forms, etc. via Employee Self Service. What is the processing time on submitting direct deposit? What happens when international students don t have a checking account? As long as direct deposit is entered prior to the start of payroll processing, it should go into effect immediately. A message on the direct deposit set up sceen will explain that direct deposit may not go into effect if set up during the week prior to the pay date. International students will have to go through the same process as any other employee if they cannot establish an account. The account will have to be one that is accepted by the Federal Reserve.

3 Will you please discuss the fact that everyone is going to have to sign up for by the end of the year? When UGA transitions to OneUSG Connect, direct deposit will be the required method of payment for all employees with some exceptions. If an employee cannot obtain an account at a financial institution, an exemption will have to be approved by OneUSG Connect. If the exemption is approved, the employee will be paid by pay card. Federal workstudy students can voluntarily sign up for direct deposit, but UGA cannot require them to do so. There will be some instances where direct deposit for a new employee will not be set up for an employee before his first paycheck. In those instances, a paper check will be printed and mailed by Wells Fargo. Direct deposit is the required method of payment for all USG employees with some exceptions. In the fall of 2018, before UGA transitions to OneUSG Connect, the Payroll office will work with UGA departments to make sure all employees are set up with direct deposit. Employees that cannot obtain an account at a financial institution will have to Will the transition check be a paper check and be mailed out to employees? submit exception requests to OneUSG Connect. Exceptions that are approved will be paid by pay card. Workstudy employees are eligible for direct deposit but not required. Are work study students ineligble for direct deposit? Workstudy employees are eligible for direct deposit but not required. Do all student workers get exemption from direct deposit requirement? No. Only work study students are exempt from the direct deposit requirement. However, work study students can sign up for direct deposit voluntarily. If we currently have direct deposit, will this transition automatically? The OneSource team will convert all direct deposit information from the legacy IMS sytem to OneUSG Connect. How many accounts can you have for direct deposit? When UGA transitions to OneUSG Connect in December 2018, employees will have the ability to have their pay distributed between six accounts. The accounts can be added using Employee Self Service. If you already have a system set up where you have automatic deductions from your online banking, do you need to work with them to account for the different pay dates? Yes. The OneSource HCM team is communicating information now and throughout 2018 about payroll changes occuring in December These communications will enable employees to work with their financial institutions to change automatic deductions to coincide with the new pay dates. Employee Self Service Employees paid from multiple accounts/positions Employees paid from multiple accounts/positions Kaba Clock Kaba Clock Kaba Clock If we currently have something set up so that we have money deducted to go to the credit union account prior to pay, will that change? How will tax witholding changes be processed in the new system? If we have an hourly employee paid at two different rates on two different grants or paid from multiple accounts will they be paid on different time cards? What if it is on a grant and a grant ends in the middle of the pay period? Can you explain more information about the Kaba clock? Will employees be able to check their hours throughout the week? Can they look to make sure they clocked in? Will approval for employees that work 8 5 every day still be needed? Will there be training on Kaba clocks? Credit union deductions will no longer exist with OneUSG Connect. The Payroll office will be working with employees with credit union deductions to see if they want to add those as multiple direct deposit accounts when UGA transitions to OneUSG Connect. Employees will be able to change their tax witholding on their W 4 or G 4 using OneUSG Connect Employee Self Service starting in December Yes. The process of employees submitting time for jobs with different rates will be similar to how it is done now. The same ID can have multiple jobs and multiple profiles. All funding sources are effective dated so you can enter in a funding source to be used through a certain date and it will stop after that date. Kaba clocks are physical time clocks that are used to collect punches and then transfer those punches into OneUSG Connect Time & Labor. If a unit doesn't want to use a physical time clock, the PeopleSoft webclock can be used in OneUSG Connect to collect timestamps for employees. Kaba clocks are a little different than Kronos clocks. Unlike Kronos, there is a function for clock in and clock out. If you are clocked in, the only function you will be able to do is clock out and visa versa. Employees won't be able to review their hours on the clock. They will have to log in to OneUSG Connect to view their timesheet. Yes. Pay from schedule will work differently. There will be some sort of positive action done by the employee to submit their time, and the submission will count as the employee's approval. The manager will then need to approve the time. We will be providing training and resources for Kaba clocks closer to Go Live. They work very similarly to Kronos clocks, so hopefully it will be an easy transition. Are Kaba clocks an online system or are they physical clocks? Kaba clocks are just a mechanism to collect punches and then transfer those punches into PeopleSoft. There is no online function. All Kaba clocks are physical clocks, but there is a PeopleSoft web clock that can be used to collect timestamps online.

4 Will Kaba clocks be provided or will each department have to purchase them? Will everyone use the Kaba clocks? How can you approve your time on a mobile phone? With the OneUSG Connect, will all employees including the academic and monthly be in the Kaba system so that checks are generated or is it just the biweekly? What's the process for the transition from Kronos to? What will be the support mechanisms within the University to transition? It will be up to the department to purchase the clocks. The Kaba clock team worked with project coordinators to get the clocks ordered by April 2nd. Please reach out to your project coordinator if you have any questions, and they should let you know what has been done. No. Kaba clocks will only be used by departments that want their employees to punch in and out on a physical time clock. There are also other ways for non exempt employees to report time and exempt employees will not clock in and out. For employees, the act of submitting time is the act of approval in the new system. Employees do not have to log in at a separate time to approve time. The only ones approving will be the managers who can also do that from a mobile device. Only biweekly employees whose departments have designated that they need to punch in and out on a timeclack will use Kaba clocks. Three UGA units will participate in a Kaba clock pilot that will run from April 8 May 19. The pilot will help UGA adopt best practices for all aspects of the Kaba clock transition. Orders for Kaba clocks were due April 2nd. There will be site surveys immediately following and installation of the Kaba clocks will begin in October Information will be provided in fall 2018 to help with the transition. Kaba clocks New Employees Off cycle process Off cycle process Pay period Pay period Pay period Project Coordinator Right now, most people clock in with the 810 number, but some clock in with a card. Can you discuss how this will be in the new system? Will the acquisition of the UGA MyID process change so that they can log into the new self service website sooner? What if someone has been left off payroll? Will there be a process in place for emergency paychecks to be issued? When you say the pay date do you mean the funds are available on that date or the evening before? Will the system be able to make it so that academic payroll people will be paid over 12 months rather than 10? Kaba biometric clocks will be used with OneUSG Connect and employees will be identified with their finger print. They will not have to swipe their UGA card. There will be options to potentionally enter in the 81# number for problems with the finger print. The timing of obtaining the UGA MyID should work the same as it does today. An off cycle payroll process will be used to pay employees who have been left off payroll. The off cycle payments will be paid on Fridays in weeks in between biweekly payrolls. More information about the off cycle process will be communicated during the fall of Yes. The current emergency check process will change to an off cycle payroll process. There will be information sent out in the fall of 2018 to explain how the off cycle check process will work. Funds are available to employees the morning of the pay date. The option to pay 9 month faculty over 12 months will not be available at UGA's OneUSG Connect December 2018 Go Live. OneUSG Connect is working to make this option available once all USG institutions have implemented OneUSG Connect. Payroll schedules and pay dates for FY19 will be posted to the Payroll website by June What about paycheck schedules in the new system? When will the final spring academic check be paid since it usually The last check for the spring semester will be paid on the last business day of May ends the first week of May? beginning with May If the normal pay date falls on a bank observed holiday, the pay date will be the business If pay date is a bank observed holiday, will I still get paid? day before the holiday. Biweekly employees will be paid on Friday and monthly employees will be paid on the last business day of the month even if UGA is closed unless it is a bank observed holiday. If UGA is closed, will I still be paid on Friday? In that case, the pay date will be the business day before. Yes, the 40 hour work week will continue to be used to determine when an employee is paid overtime or earns comp time. The work week is from Sunday Saturday and there will For non exempt staff, would we still follow the 40 hour workweek? be two 40 hour work weeks per pay period. Overtime is based on a 40 hour work week from Sunday Saturday. If more than 40 work hours are submitted during a work week, any additional work time over 40 hours will be Is overtime based on 80 hours for biweekly or 40 hours? paid at time and a half. In OneUSG Connect, employees will be paid for a 14 day two week period from Sun Sat. After the transition period will biweekly employees receive a check There could be 10 working days during the 14 calendar day period. The pay date is the for 10 days at a time? Friday, 6 days after the end of the pay period. Go to the OneSource website onesource.uga.edu and click the resources button to find How can we find out who our project coordinator is? the list of project coordinators.

5 Summer Pay Will the pay date in summer payroll be on the last day of May, June, and July? The pay date for the summer sessions will be on the last business day of the months of May, June and July. If the session goes a little into the next month, it can still be paid on the last business day of the prior month. Would summer pay be considered in the previous academic year or Summer pay paid in May and June will be paid in the current fiscal year. Summer pay Summer Pay in the beginning of the new one? paid in July will be paid in the next fiscal year. If the session goes a little into the next month, it can still be paid on the last business day In Maymester, If you pay someone for Maymester work that is not of the prior month. OneUSG will provide additional information on this. An audit gave the completed until June 4th, are you paying them for work that is not USG permission to do this as long as the session does not go too far into the following Summer Pay yet completed? month. Time approval What day will supervisors be approving time? When will employees sign off on time cards on the new system? Can an approver log into the system if he/she is out of the office to approve employee time cards? How many approvers will be required in the new system? Can you designate who approves? Will supervisors be able to create pre populated time cards for example Monday Friday, 8 5? If the employee does not enter his/her time what happens? If the employee submits time sheet and the approver does not approve the time by the deadline, what will happen? When you say supervisors can sign off any time during the pay period, does that mean that the supervisor can sign off in the middle of the week and this will approve the entire pay period even the days after the sign off? If a supervisor is not aware of payroll information, will he/she still be the approver? How will tipped employees function in the new system? How will monthly payroll be checked and verified? What will be the deadline, date, and time for the employee to submit/approve his or her time card? What does an approver have to do if they approve time during the middle of the week? In OneUSG Connect, you can approve submitted time at any time during the pay period. The deadline for biweekly approval will be Monday morning at 9am after the end of the pay period on Saturday. No time approval is needed for the monthly (exempt) payroll. Employees will start using OneUSG Connect on December 16, When an employee submits his/her time, that will be the employee's approval. The supervisor can approve the employee's submitted time at any time during the pay period. The term sign off will no longer be used with OneUSG Connect. Approvers will be able to log in to OneUSG Connect outside of the office. Duo authorization will be a required to log into the OneUSG Connect and it will also work on mobile devices. Only one approval will be required. If an office requires review beyond the approving supervisor, review access can be given to those individuals. All employees will have a designated approver (Reports To) but that approval can also be delegated to another person. We are working on a version of pay from schedule. The employee will have to log in, apply the schedule and submit. The employee's submission will be the approval. If the employee doesn't enter his/her time, the supervisor can enter the time. There will also be a process for the employee to approve the time after the fact. More information to come on the after the fact approval process. In the new system, if the approver forgets to approve, the time sheets can be approved by Central Payroll so that the employee can be paid. There will also be a process to follow up on the supervisor's approval. If an adjustment needs to be made, it can be made on the next pay cycle. No, the supervisor can only approve time that has been submitted by the employee. Submitted time can be approved daily or at the end of the week, whatever works best for each unit. A supervisor who has knowledge of the time worked by the employee should approve the employee's time. Other people who need to review payroll information for other reasons can be given review access. The OneSource HCM team is currently working with OneUSG Connect on this process. The goal is for employees to report their tips in OneUSG Connect and then the system will automatically calculate the difference between the pay rate and tip rate if tips are less than primary job pay. The details are still being worked out with OneUSG. Information will be provided in the fall The biweekly pay period ends on Saturday. Supervisors can approve submitted time at any time during the pay period. (Every day, at the end of the week, etc.) Supervisors will be encouraged to make final approvals of time for employees that work Mon Fri on the Friday before pay period end and by 9am on Monday for those employees that work on Saturday. The exact time will be determined in fall Supervisors can only approve time that has been worked/submitted. For example, if they approve time for a M F employee through Wednesday, they have to approve Thursday and Friday after the time has been worked/submitted.

6 Will we have the ability to approve online? Yes. OneUSG Connect is an online system. Supervisors will also have the ability to approve time on mobile devices. Can you talk about the new method for submitting time? The methods used to submit time in OneUSG Connect are similar to the methods used in Kronos today. Employees can clock in or out on a physical Kaba timeclock. Employees can use the timestamp option to clock in or out on a computer. Employees can enter the number of hours worked for the day instead of entering the begin and end times for the day. There will also be a method to apply a set schedule to the timecard and make adjustments as needed. Each unit will determine the best time submission option for their employees. OneUSG Connect does not provide an app for time approval. Authorized approvers can Will there be an app for timeclock or approval processes? use the internet on their mobile devices to log into OneUSG Connect and approve time. For those who are on call employees, will this be automated in the new system in regards to being on call? We are planning to have a time reporting code for on call pay in OneUSG Connect. Previously it was mentioned that approvers could approve off The action of an employee submitting his/her time is also the approval. Employees will campus. Can employees also approve their time card off campus if not actually have to log in to approve their time separately. Authorized employees will be needed? able to submit their time off campus if needed. Do paper trails of the IP addresses still need to be checked and kept for auditing purposes? This is being worked out with OneUSG Connect. Will employees still have to sign a paper copy of a timecard if they are unable to sign off electronically on a payroll cycle? UGA would like to minimize the use of paper timecards. However, there are units who need to use paper time cards. The supervisor can submit the time for the employee by using the paper time card as a source. The paper time card with the employee's approving signature is required to be kept for auditing purposes. We are working through the best way for an employee to submit time if he/she doesn't have access to OneUSG Connect. We will try to get a specific document in OneSource that can be printed off and signed. Will managers still have the ability to correct timecards in the new Yes. The manager can correct an employee's timecard but it will have to be approved by system? the employee and manager after the correction is made. Training Will the training be online training or in person training? There will be a variety of training methods including online and in person training. Will we have an opportunity to see the new Oracle system before we switch over so that we have the chance to familiarize ourselves Employees and supervisors will have an opportunity to use OneUSG Connect through Training with it? testing and training. Will all accruals in the current system be translated into the new system? (Specifically comp time that has been approved) Yes. Employees year end comp time balances will be converted from Kronos to OneUSG Connect. Yes, historical information will be available after we implement OneUSG Connect. Will we able to look at historical data from Kronos from years past? Information will be provided on how to access that information W 2s will be processed using UGA's legacy system. They will be available through Employee Self Service for employeess who have opted in for electronic W 2s. They will be distributed to depts for active/inactive employees who don't opt in for electronic W 2s W 2s for terminated employees will be mailed to home addresses by the UGA Payroll office. Employees ca Can we assume that W 2 forms will also be mailed by OneUSG if opt in to access their 2019 W 2s online through Employee Self Service in OneUSG the employee did not choose to go electronically before the go live Connect. If an employee doesn't opt in for an electronic W 2, his/her 2019 will be mailed date? to his home address. Are we going to sync up our 12 paid holidays? There is not a plan for all USG institutions to sync up their holidays. Each institution is allowed to set its own holiday schedule.