Payroll Transitions d

Transcription

1 Payroll Transitions d February 26, 2018

2 Agenda OneSource Project Overview Payroll Transition Guiding Principles UGA s Current Payroll Processing Practices UGA s Future Payroll Processing Practices Why are current payroll practices changing? December 2018 Transition Plan Communication Strategy Q&A Session

3 What is OneSource? Multi-year business transformation project Replace many legacy administrative systems and associated business processes Next Generation Finance and Human Resource administrative systems and processes: Oracle PeopleSoft 9.2 Aligning with the University System of Georgia (OneUSG Connect)

4 Who will see changes? All employees through Payroll and Human Resources processes and selfservice features All offices through Financial & HR reporting, processes, and systems

5 Thank you to the Payroll Communication Strategy Team Baileigh Barnes, HR Benefits Accounting Julie Camp, Payroll Chad Cleveland, Accounting Kelly Cona, GA Ctr for Continuing Ed Mark Farmer, Cellular Biology Sarah Fraker, OneSource Change Mgmt Victoria Grubbs, Payroll Brett Jackson, Auxiliary Services Matt Chambers, Marketing & Comm Rebecca Beeler, Marketing & Comm Juan Jarrett, Assoc. VP for Human Resources Diane Kirkwood, OneSource HCM Lead Sonya Lane, Veterinary Teaching Hospital Michael Lewis, Geology Patrice Masterson, HR Employee Benefits Crystal Rogers, UBAS Programs Lindsey Van Note, HR Assoc. VP Office Lynn Wilson, EITS Krista Richmond, Marketing & Comm

6 Payroll Transition Guiding Principles Determine the most positive option with least impact to employees Align with the OneUSG Connect payroll processing standards (which includes all USG institutions) Efficiency for practitioners and employees Begin communications early

7 Change Summary Beginning December 2018 Pay Date Last Business Day Academic Monthly Salary Biweekly Hourly Biweekly December, May, Summer School December Pay Period Sunday Saturday Sunday- Saturday Days between pay period and pay day 6 days (currently 8 days) 6 days (currently 8 days) Pay Date Change Thursday to Friday Thursday to Friday Pay Shifts 1 Week

8 If you are paid once each month, you ll see these changes 2018 changes December pay date: December 31, changes Pay dates will be last business day of the month including: May when spring semester ends (change for Academic payroll) Summer School (change for Academic payroll) December, even if UGA is closed Monthly and Academic payrolls processed together in OneUSG Connect

9 Current Status if you are paid every other week - Biweekly UGA currently pays biweekly employees on two separate payrolls, each paid on alternate Thursdays Benefits eligible employees are paid on the Salaried biweekly payroll Non-benefits eligible employees are paid on the Hourly biweekly payroll The UGA biweekly pay period is a two week span of time from Thursday Wednesday Overtime is based on a 40 hour work week

10 Future Status of Biweekly Payrolls Pay dates for hourly biweekly and salaried biweekly payrolls will be synced and standardized. Pay period shift: From Thursday -Wednesday (current) To Sunday - Saturday (OneUSG Connect) Transition begins with the pay period of December 16 29, 2018 Last day to use Kronos for time collection will be December 15 Start using Kaba Clocks and OneUSG Connect for time collection on December 16 First combined pay date is January 4, 2019

11 Biweekly Current vs. Future Status Current State Two biweekly payrolls Pay period from Thurs - Wed 8 day window before pay date Paid on Thursday Future State One biweekly payroll Pay period from Sun Sat 6 day window before pay date Paid on Friday

12 Current State Biweekly pay period (Thu - Wed) Sunday Monday Tuesday Wednesday Thursday Friday Saturday Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Day 7 Day 8 Day 9 Day 10 Day 11 Day 12 Day 13 Day 14 Future State Biweekly pay period (Sun Sat) Sunday Monday Tuesday Wednesday Thursday Friday Saturday Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Day 7 Day 8 Day 9 Day 10 Day 11 Day 12 Day 13 Day 14

13 Salary biweekly payroll changes In December 2018, salaried biweekly employees will receive three checks otwo checks, each on the regular pay date schedule, and oone transition pay check (covering any work time on the three days between Wednesday/pay period end date and Sunday/pay period start date) oonly usual tax and retirement deductions will be deducted from the 3 rd check

14 December 2018 Salary Biweekly Sunday Monday Tuesday Wednesday Thursday Friday Saturday November December 1 Day 11 Day 12 Day 13 Day 14 Day 1 Day 2 Day Day 8 Day 4 Day 5 Day 6 Day 7 PAY CHECK # Day 11 Day 12 Day 13 Day 14 Nov 15-Nov 28 Day PAY CHECK #2 Nov 29 Dec 12 * Day January 1, *Dec 20 th Normally, the final pay date of calendar year

15 December 2018 Salary Biweekly Sunday Monday Tuesday Wednesday Thursday Friday Saturday November December 1 Day 11 Day 12 Day 13 Day 14 Day 1 Day 2 Day Day 4 Day 5 Day 6 Day 7 Day 8 PAY CHECK #1 Nov 15-Nov 29 Day 9 Day Day 11 Day 12 Day 13 Day 14 Day 1 Day 2 Day 3 Begin New Pay Period PAY CHECK #2 Nov 29 Dec 12 * January 1, *Dec 20 th - Normally final pay date of calendar year

16 December 2018 Salary Biweekly Sunday Monday Tuesday Wednesday Thursday Friday Saturday November December 1 Day 11 Day 12 Day 13 Day 14 Day 1 Day 2 Day Day 4 Day 5 Day 6 Day 7 Day 8 PAY CHECK #1 Nov 15-Nov 29 Day 9 Day Day 11 Day 12 Day 13 Day 14 Day 1 Day 2 Day 3 Begin New Pay Period PAY CHECK #2 Nov 29 Dec 12 * PAY CHECK #3 Dec January 1, *Dec 20 th - Normally final pay of calendar year

17 December 2018 & January 2019 Salary Biweekly Sunday Monday Tuesday Wednesday Thursday Friday Saturday November December Start Work Week Day 1 * Day 2 Day 3 Day 4 Day 5 Day 6 Day Day 8 Day 9 Day 10 Day 11 Day 12 Day 13 Day January 1, * First OneUSG Connect Pay Period Begins PAY DATE #1 OneUSG Connect

18 December 2018 Combine biweekly payrolls and transition to Sun-Sat pay period CURRENT SALARIED PROCESS TRANSITION SALARIED PROCESS Pay Date Pay Period # of days Gross Net Pay Date Pay Period # of days Gross Net 12/06/18 11/15-11/28/18 14 $ $ /06/18 11/15-11/28/18 14 $ $ /20/18 11/29-12/12/18 14 $ $ /20/18 11/29-12/12/18 14 $ $ /27/18 12/13-12/15/18 3 $ $ /3/19 12/13-12/26/18 14 $ $ /4/19 12/16-12/29/18 14 $ $ /17/19 12/27-1/9/19 14 $ $ /18/19 12/30-1/12/18 14 $ $747.71

19 Hourly biweekly payroll changes In December 2018, hourly biweekly employees will receive o one check for the current 14 day pay period, and o one check for a transition 10 day pay period In January 2019, the first check will be a week earlier January 4, 2019 instead of January 10, 2019

20 December 2018 Hourly Biweekly Sunday Monday Tuesday Wednesday Thursday Friday Saturday November December 1 Day 4 Day 5 Day 6 Day 7 Day 8 Day 9 Day Day 11 Day 12 Day 13 Day 14 Day 1 Day 2 Day Day 4 Day 5 Day 6 Day 7 Begin New Pay Period Day 8 PAY DATE #1 Nov 22-Dec 5 Day 9 Day PAY DAY #2 Dec 6 Dec 15* January 1, * PAY DAY Dec 20 th - final pay date of calendar year

21 December 2018 & January 2019 Hourly Biweekly Sunday Monday Tuesday Wednesday Thursday Friday Saturday November December Start Work Week Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Day Day 8 Day 9 Day 10 Day 11 Day 12 Day 13 Day January 1, PAY DAY #1 OneUSG Connect

22 December 2018 Combine biweekly payrolls and transition to Sun-Sat pay period CURRENT HOURLY PROCESS TRANSITION HOURLY PROCESS Part-time Employee (working Monday Friday, 4 hours per day, $12/hour) Pay Date Pay Period # of days Gross Net Pay Date Pay Period # of days Gross Net 12/13/18 11/22-12/5/18 14 $ $ /13/18 11/22-12/5/18 14 $ $ /20/18 12/6-12/19/18 14 $ $ /20/18 12/6-12/15/18 10 $ $ /10/19* 12/20-1/2/19 14 $ $ /4/19* 12/16-12/29/18 14 $ $ /17/19 1/3/19-1/16/19 14 $ $ /18/19* 12/30-1/12/19 14 $ $ *Includes days that UGA is closed, therefore pay is less

23 Change Summary Beginning December 2018 Pay Date Last Business Day Academic Monthly Salary Biweekly Hourly Biweekly December, May, Summer School December Pay Period Sunday Saturday Sunday- Saturday Days between pay period and pay day 6 days (currently 8 days) 6 days (currently 8 days) Pay Date Change Thursday to Friday Thursday to Friday Pay Shifts 1 Week

24 OneSource Information Questions