OFFICE OF PAY & RETIREMENT SERVICES (OPRS) PeopleSoft Payroll Go-Live Frequently Asked Questions (FAQ s) October 15, 2007

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1 A. Gross Pay Differences A1.Why is my gross pay different when I am receiving the same amount of hours as my previous pay check? The difference in your gross pay is due to the difference in the way the old system rounded pay calculations verses the new system. The old system rounded pay calculations to 2 decimal places. The new systems rounds pay calculations to 6 decimal places. Rounding differences will occur when you have multiple earnings codes (e.g. Overtime, Night Differential, Sunday Pay, etc.) Generally, the difference in rounding procedures result in gross pay differences that are less than $2.00. B. Multiple Jobs / Multiple Checks B1. I work multiple jobs and I used to receive separate checks for each job. This pay period I only received 1 paycheck. Why am I no longer receiving separate checks for each job? In the past, employees that occupied multiple jobs received separate checks for regular pay. The new policy of the Office of Pay & Retirement Services is that employees that occupy multiple jobs will receive one consolidated check for regular pay for all jobs worked. Your direct deposit allocations for all regular pay compensation that you receive will be processed based on the direct deposit set up associated with your primary (or main) job. (Note: This policy does not apply to employees that work multiple jobs in different pay groups. Employees that work multiple jobs in different pay groups will continue to receive two separate paychecks.) B2. I work multiple jobs and had my direct deposit for my second job sent to a separate direct deposit account. Why are my deposits different on this check? In the past, employees that occupied multiple jobs were able to set up different direct deposit allocations for their primary (or main) job and any additional jobs that you have. The new policy of the Office of Pay & Retirement Services is that employees that occupy multiple jobs will receive one consolidated check for regular pay for all jobs worked. Your direct deposit allocations for all regular pay compensation that you receive will be processed based on the direct deposit set up associated with your primary (or main) job. Page 1 of 6

2 B3. I work multiple jobs and the total amount of taxes withheld on this check is higher then on my previous paycheck. Why? In the past, employees that occupied multiple jobs received separate checks for regular pay. The new policy of the Office of Pay & Retirement Services is that employees that occupy multiple jobs will receive one consolidated check for regular pay for all jobs worked. Your taxable earnings are consolidated to one amount for all regular pay compensation that you receive giving. The consolidation of your taxable earnings caused your tax withholding amount to change. C. Night Differential C1. I am an employee with night differential. I did not receive my standard hours for night differential that is usually paid to me. Why? In the past, employees with night differential were paid a fixed amount of hours as opposed to actual hours worked for duty that was subject to night differential. PeopleSoft has the ability to process night differential calculations in the background. Therefore, you are paid for actual time worked as opposed to a fixed amount of hours. The new system permits more accurate compliance with the District Personnel Manual policy on compensation and time reporting. D. Overtime Payment (Police and Fire Staff in the 28 Day FLSA Cycle Only) D1. Why did I not receive my FLSA OT (Fair Labor Standards Act Overtime) in the 2 nd pay period of the FLSA cycle? In the past, police and fire staff that worked more than 171 hours in the first pay period of the FLSA cycle received the overtime pay in the 2 nd pay period of the FLSA cycle, regardless of the pay cycle in which the hours were earned. In the new system, police and fire staff that work more than 171 hours will receive the FLSA overtime payment in the pay period in which the hours were worked. Page 2 of 6

3 E. Net Pay Salaried Employees E1. I am a salaried employee that receives the same net pay every pay period. Why is the net amount on my new paycheck greater than the net amount shown on my old paycheck? In the past, your pay stubs displayed net earnings as the amount you received after all allotments were deducted from your gross. The new payroll system displays your actual net pay and not the net of your gross less any allocations. Your actual net pay is your gross pay less your deductions, taxes, and any applicable mandated deductions. Your actual net pay is detailed on the new Earnings and Leave Statement. Any direct deposit allocations that you may have do not affect net pay. The details of your direct deposit allocations are listed in the direct deposit distribution section on your Earnings and Leave Statement. F1. My tax allowances are wrong. How do I correct them? F. Tax Allowances You may contact your agency s payroll supervisor or DCHR to obtain a form to change your tax allowances. You will need to return the completed form to the Office of Pay and Retirement Services for processing. Page 3 of 6

4 G. Deductions G1. Why has the amount of my short-term disability deduction changed? Short-term benefit deductions are based on your current rate of pay. In the past, the old payroll system did not update deductions when a change in pay occurred and the system did not recognize a maximum deduction amount. When the District implemented the new system, all pay-based deductions were re-calculated based on your current rate of pay and in accordance with the maximum deduction amount. G2. Why has the amount of my long-term disability deduction changed? Long-term benefit deductions are based on your current rate of pay. In the past, the old payroll system did not update deductions when a change in pay occurred and the system did not recognize a maximum deduction amount. When the District implemented the new system, all pay-based deductions were re-calculated based on your current rate of pay and in accordance with the maximum deduction amount. H. Direct Deposit H1. I work multiple jobs and had my direct deposit for my second job sent to a separate direct deposit account. Why are my deposits different on this check? In the past, employees that occupied multiple jobs were able to set up different direct deposit allocations for their primary (or main) job and any additional jobs that you have. The new policy of the Office of Pay & Retirement Services is that employees that occupy multiple jobs will receive one consolidated check for regular pay for all jobs worked. Your direct deposit allocations for all regular pay compensation that you receive will be processed based on the direct deposit set up associated with your primary (or main) job. H2. I need to change my direct deposit allocations. How do I do this? You may contact your agency s payroll supervisor or DCHR to obtain a form to change your direct deposit allocations. You will need to return the completed direct deposit form and a voided check if you are adding/changing a checking account or a deposit slip if you are adding/changing a savings account. The direct deposit form and the supporting blank check or deposit slip should be returned to the Office of Pay and Retirement Services for processing. Page 4 of 6

5 I. Garnishments I1. I work multiple jobs and the amount of my garnishment has changed on my new Earnings and Leave Statement. Why did the amount change? In the past, employees that occupied multiple jobs with regular pay that was subject to percentage based garnishments, the system calculated garnishment obligations based on wages earned from your primary job only. The implementation of the new system provides the District Government the ability to calculate and process percentage based garnishments in accordance with wage and garnishment regulations. Therefore, all regular pay earned, for regular and secondary jobs, will be subject to percentage based garnishments. Your new garnishment deduction amount is calculated correctly in accordance with wage and garnishment regulations. J1. What does Salary Admin Plan indicate? J. Miscellaneous Earnings and Leave Statement Information The Salary Admin plan information on your Earnings and Leave Statement indicates the salary plan that you belong to for compensation administration management. J2. What does the pay group section on the new earnings statement indicate? Pay Groups are a function of payroll management and do not affect your pay. Pay groups generally indicate the pay cycle that you belong to (i.e. Group 1 is paid bi-weekly on Tuesdays; Group 2 is paid bi-weekly on Fridays; and Group 6 is paid semi-monthly). Page 5 of 6

6 J3. In the Taxes section, what is EE? OFFICE OF PAY & RETIREMENT SERVICES (OPRS) EE indicates Employee. EE details the tax amounts that you have paid. J4. In the Employer Benefits section, what is ER? ER indicates employer. ER details the benefit amounts that are paid on your behalf by the District. J5. Why are the year-to-date figures blank in the After-Tax Deductions section? This data was not stored in the old payroll system and therefore was not transferred to the new system. The new system will display this data beginning with the first paycheck that you receive after January 1, J6. Why are the year-to-date figures blank in the Employer Paid Benefits section? This data was not stored in the old payroll system and therefore was not transferred to the new system. The new system will display this data beginning with the first paycheck that you receive after January 1, J7. Why are the year-to-date figures blank in the Before-Tax Deductions section? This data was not stored in the old payroll system and therefore was not transferred to the new system. The new system will display this data beginning with the first paycheck that you receive after January 1, Page 6 of 6