human capital management implementation project sign-offpayroll . process name track only? ad002 -...

Human Capital Management Implementation

Project Sign-Off

Payroll

Thursday, June 2, 2016

(c) 2016 Board of Regents of the University System of Georgia. All Rights Reserved.

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Table of Contents1-HCM Data Flow Inputs and Outputs

DESCRIPTION ENTERPRISE DI!GR!M PROVIDING “THE BIG PICTURE”

PURPOSE A. Presents key modules, processes and interfaces B. Highlights points of integration, input and output of system data C. Highlights outstanding decisions related to the design,

development, configuration and implementation processes PRIMARY USERS Steering Committee, Practitioners, ITS, SSC and USO Management

2-HCM Business Process Listing (HCM-003-BPR)

DESCRIPTION QUICK REFERENCE LISTING OF MAJOR TASKS PURPOSE A. Defines scope of the core implementation, based on the related

business process and practitioner community B. Serves as a “common denominator” for design, development,

testing and training documentation PRIMARY USERS Practitioners

3-HCM Business Process Flow Diagrams – Future State

DESCRIPTION VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL FORMAT, SEGREGATED BY THE SECURITY ROLE NAME

PURPOSE A. Confirms touchpoints and “hand-offs” within a business process B. Identifies control points and segregation of duties

PRIMARY USERS Practitioners

4-HCM Business Process Fact Sheet (HCM-002-BPR)

DESCRIPTION BUSINESS IMPACT SUMMARY PURPOSE A. Presents changes to business policies and procedures, resulting

from the implementation B. Serves as the basis for the communication plan, “delta training”

and other change management initiatives PRIMARY USERS Steering Committee, Process Owners, Communications Team, Training

Teams

5-HCM Decision Point Fact Sheet (HCM-006-DPT)

DESCRIPTION OUTSTANDING ISSUES SUMMARY PURPOSE A. Outlines issues which impact design, development, project

scope and go-live dates

i

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Table of ContentsB. Presents potential solutions and documents the approach

recommended by the project team C. Serves as the basis for issue discussion and resolution D. Tracks the status of items transitioned to HR, Fiscal Affairs and

the Steering Committee PRIMARY USERS Steering Committee, ITS, SSC and USO Management

6-HCM Use Cases (HCM-010-TST)

DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES

PURPOSE

PRIMARY USERS

A. Lists major tasks within a business process and denotes the task practitioner

B. Serves as the basis for defining the scope of user acceptance testing and practitioner training

C. Links major tasks and business processes to security roles and user groups (SSC, ITS, Institution, USO, etc.)

D. Defines the audience for communication initiatives E. Serves as the basis for user acceptance testing Practitioners, Communication Team, Training Team, Security and Workflow Team

7-HCM Business Requirements (HCM-004-REQ)

DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS

PURPOSE A. Defines scope of the implementation, based on the related business process

B. Serves as a “common denominator” for design, development, testing and training documentation

PRIMARY USERS Steering Committee, Implementation Teams, Auditors & Practitioners

ii

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Table of Contents8-HCM Reports/Interfaces/Conversion/Enhancements (“RICE”) Inventory (HCM-

015-RIC)

DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT PURPOSE A. Identifies custom tables, pages, interfaces and other objects

required to fulfill approved business requirements for each related business process

B. Serves as a “common denominator” between the requirements gathering and design/development efforts

C. Groups different types of modification elements (tables, pages, etc.) for ease of migration

PRIMARY USERS Implementation Teams, ITS Staff

9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)

DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED

REQUIREMENT INFORMATION

PURPOSE A. Presents an integrated view of the requirements gathering and design/development efforts

B. Associates custom development with an approved business requirement [NOTE: This report presents the same information as 7-HCM Business Requirements (HCM-004-REQ) where custom development is required].

PRIMARY USERS Implementation Teams, Practitioners, ITS Staff

10-HCM Communication Plan (HCM-005-COM)

DESCRIPTION DETAILED LISTING OF CHANGES IN CURRENT FUNCTIONALITY, POLICIES AND PROCEDURES

PURPOSE A. Identifies user groups impacts by future state functionality B. Serves as the basis for pre- and post-go-live communication C. Serves as the basis for “delta” training

PRIMARY USERS Communication Team, Training Team, Practitioners

iii

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Table of Contents11-HCM Practitioner Training Curriculum (HCM-009-TRN)

DESCRIPTION LISTING OF TOPICS TO INCLUDE IN TRAINING PLAN

PURPOSE A. Serves as the basis for institutional practitioner and SSC instructor-led training and deliverables (including UPKs)

B. Serves as the basis for employee and manager self-service training deliverables

C. Identifies affected user groups by security role PRIMARY USERS Training Team, Practitioners

APPENDIX – Job Aids

iv

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PS Payroll for North America

Human Resources PS Module

Base Benefits

PS Module

Time and Labor

PS Module

Absence Management

PS Module

ADP Tax Services

ADP Garnishment

Glacier

NRA Integration

Wells Fargo Check Print

Wells Fargo ACH Process

Job Data

Time Reporter Criteria Hourly Rate

Eligibility Enrollment

W2 Print File

Direct Deposit For Expense

Payment

Equifax ACA

Commitment Accounting PS Module

PeopleSoft Payroll for North America Data Flow Inputs and Outputs Employee

Tax Data

Employee General

Deduction Data

Employee Direct

Deposit Data

Retro Pay Process

Additional Pay Excel

Spreadsheet Process

Automated Adjustment

Load Process

Retro Benefits Process

PeopleSoft Tax Compliance

Updates

ADP Lien Upload (Garnishment)

Employee Outside US Payroll Solution

Paymatch Audit NRA Integration with

Glacier Contract Pay W2 Print Vendor Standardized Use of

Pre-noting Off-cycle Check

Printing

Load Approved Absences to Payable Time Load Comp Time & Deferred Holiday Hours Balances

Work Schedules

Payable Time

FMLA Data Standard Hours

Eligibility and Enrollment Criteria

General Ledger

Common Remitter

RET/Savings

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HCM Business Process Listing HCM-003-BPR

Payroll

Process Name Track Only?

AD002 - Audit Payroll Changes Yes

PY001 - Pre Payroll Processes (Day 1) No

PY002 - On-Cycle Payroll Processing (Day 2-3) No

PY003 - Post Payroll Processes No

PY005 - Off-Cycle Check Processing No

PY006 - Check Reversal Processing No

PY009 - Tax Balancing after Payroll, Month End, and Quarter End No

PY013 - Year End Processes No

PY014 - Calendar Year Preparation No

PY015 - Summer Payroll Processing No

PY016 - Special Payroll Processing - Unconfirm No

PY017 - Non-Resident Alien (NRA) Processing No

PY018 - Adding or Modifying an Earnings Table No

PY019 - Adding or Modifying a Deduction Code No

PY020 - Adding or Modifying a Paygroup No

PY021 - Adding or Modifying Company Tax Data No

PY022 - Annual Retirement Limits Review_Update No

PY023 - Tutition Assistance Plan (TAP) Benefit Reporting No

PY024 - Adding New State -Employee Level No

PY025 - W2c Processing No

PY026 - Repayment of Overpaid Wages Yes

PY027 - Arrears Override No

PY028 - Test and Apply Federal and State Tax and Garnishment Compliance Updates No

PY029 - Retroactive Pay Process Yes

PY030 - Balance Adjustment Process No

PY032 - Updating and Maintaining Employee Level Data No

PY100 - Payroll Table Configuration and Maintenance Yes

PY500 - Administer Payroll Security Yes

PY600 - AdHoc Reporting Yes

PY999 - Payroll Data Conversion Yes

Tuesday, July 12, 2016 Page 1 of 2

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HCM Business Process Listing HCM-003-BPR

End of Report


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PY001 - Pre Payroll Processes (Day 1)

Last Updated 05.24.2016

BO

R_P

AY_

AN

ALY

ST

Day 1 (Business Day Prior

Complete Additional Pay Excel

Spreadsheet Load

Load Automated Adjusted

Spreadsheet to Staging Table

Complete Automated Adjustment Spreadsheet

No

Review Additional Pay Data to validate

results

Upload Errors?

Yes

Run and Correct

Presheet Audit Report

Correct Errors and Reload Spreadsheet

Invalid Funding Maintenance

CA107

Process Complete

Corrections: Retro Pay-

BOR_PAY_ANALYST Retro Ben-

BOR_BN_ANALYST

BO

R_P

AY_

AD

MIN

_SSC

Run Retro Pay Calc

to Payroll Submission)

Run Retro Ben Calc

Email Notification to Payroll & Benefits

Retro Processes are Complete DR

AFT

PY002 – On-Cycle Payroll Processing (Day 2)


BO

R_P

AY_

AN

ALY

ST

Time Approval & Sign Off

TL003 Lock Time and Labor

by Pay Group

Manual Adjustment Spreadsheet Completed

Retro Pay/Retro Ben Adjustments Completed

Presheet Audit Report Corrections

Complete

Submit Payroll Package to SSC

Payroll

Invalid Funding

Maintenance CA107

Institutional Review Begins

BW Day 3

BO

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AY_

AD

MIN

_SSC

Confirm Correct Calendars are Attached

to Pay Run ID

Load Time and Labor to Paysheets

Notify Institution Payroll Received

Notify SSC Payroll Analyst Payroll Ready to Review &

Adjust

Print Payroll Error Messages

Run H.S.A. Employer Match Process

Email HR Listserve that HR Lock is On

Print Calculate Savings &

Retirement Error Report

Create Paysheets for Consolidated Pay

Run ID

Run Preliminary Payroll Calc

Run NRA Earnings Split

Load Retro Pay To Paysheet


Final Calc

Final Calc

Load Retro Ben To Paysheet


Load Automated Adjustment

Spreadsheets


No

Print NRA Earnings Split Report


HR Lock On

Final Calc

Yes

Run Calculate Savings &

Retirement in Report Only

Payroll Error Messages?

BO

R_P

AY_

AN

ALY

ST_S

SC

Resolve Any Payroll Error

Messages

Run Balancing Reports & Queries

Balance Payroll

Adjustments? Enter Payline Adjustments

Yes No

Notify Inst Payroll is Ready for Review

Run & Save Payroll Summary and

Register

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PY002 – On-Cycle Payroll Processing (Day 3) B

OR

_PA

Y_A

DM

IN_S

SC

BO

R_P

AY_

AN

ALY

STB

OR

_PA

Y_A

NA

LYST

_SSC


Run and Resolve Any Preconfirm Audit

Errors

Run Balancing Queries

Final Review of Payroll Prior to Confirm

(BOR_PAY_MANAGER)

Final Calc

Complete Final

Manual Adjustment Spreadsheet

Contact SSC Payroll Manager

Continue to confirm?

Resolve Issue

Is there an issue preventing

confirm?

BW Day 2

Balance Resolve Any Payroll Error

Messages

Run AM Off-cycle Process

Is Off-Cycle AM Required?

Yes

Request AM Off-cycle Process

Load TL

No

Email Manual Adjustment Spreadsheet

Notification OK to Process Final Calc


Final Calc

Adjustments?


Notification Payroll is Ready for Pre-confirm Review

B

Yes

Notification Payroll is Ready for Confirm No

No

Yes

A

Resolve Any Payroll Error

Messages

Update OK to Pay Required?

Run Update OK to Pay

Yes

Run Predistribution Audit

No

B

Enter Adjustments

Yes

BW DaY 2

Confirm Consolidated Payroll

Email Payroll Listserve that Payroll

is Confirmed

Payroll Processing Complete

A

No

C

C

No


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PY003 – Post Payroll Processes B

OR

_PA

Y_A

DM

IN_S

SCB

OR

_PA

Y_A

NA

LYST


Run Post Confirm Processes

Run Consolidated Payroll Summary

Run Consolidated Payroll Registers

Run Calculate Savings &

Retirement

Create Wells Fargo ACH File

WF001

Create Wells Fargo Check

Print File WF001

Create ACH PDF File For Employee Self

Service

Create Check PDF File for Employee

Self Service

Create ADP Garnishment

File AG008

Create ADP Tax Periodic

File AT010

Run Post Payroll Reports

Notification the Post-Confirm Processes are

Complete

Post Payroll Processes

Completed

Attach Pay Calendars to next

Pay Run ID

Common Remitter

FN108

Predistribution Audit Process

CA109.18

Send Payroll Summary MM101

H.S.A./FSA File Optum BN850

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PY005 – Off-Cycle Calendar Processing B

OR

_PA

Y_A

NA

LYS

T_SS

C

BO

R_P

AY_

AN

ALY

STTh

ird

Par

tyV

end

ors

Em

plo

yee


Institution Submits Off-Cycle Payment

Form

Has request met the criteria in

the BPM?

Add Off-Cycle Pay Calendar & Attach

Pay Run ID

Add Paysheet for Employee

Enter Payment Information

Run Off-Cycle Pay Calc

Review Results

for Accuracy

Off-Cycle Calendar is Confirmed

Run Required Post Payroll Processes

Employee Receives Off-cycle Payment


Post-Payroll Processes

PY003

Notify Institution that Request is

Declined

No

AM Off-Cycle Process AM008

Off-Cycle Requested

On Demand Declined

A

A

Review Results & Approve Confirm

B

B

YE/FYE Adjustment

Payroll? Yes No

Yes

No

Ensure Check Date is Unique

Yes

PrePayroll PY001

Notify Money Movement of Off-

cycle Payroll Confirm DR

AFT

PY005 – On Demand Check Processing B

OR

_PA

Y_A

NA

LYST

_SS

C

BO

R_

PA

Y_A

NA

LYST

Empl

oyee

M

oney

Mo

vem

ent


Institution Submits On Demand

Payment Request Form

Enter EMPL ID and Pay End Date

Enter Time & Labor Data

TL017

Review Results

Provide Review to Institution

Employee Receives Payment

Check Errors?

Use Paysheet Creation Process?

Access Create Online Check Page

Load Time & Labor?

Yes Yes

Enter Pay Data Save and Calculate

No

No Change Data Yes

SSC Overnight Check Process To Employee or Institution

Record Payment in CEO Portal

Money Movement

MM101

Need For Demand Check

Does Request Meet Criteria?

Yes

Off-Cycle Process

Confirm and Print Process

No

Send Money Movement Payroll

Summary

Review Check for Accuracy

A

A

B

B

Paid Through AP?

No

TBD

Yes

No

ACH to Employee Account

TBD

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PY006 – Check Reversal Processing B

OR

_PA

Y_A

NA

LYST

_SSC

B

OR

_PA

Y_A

NA

LYST


Reversal Required

Complete Check/ Advice Reversal Request form

Check is Reversed in PeopleSoft HCM

Reissue Check?

Determine Method of Repayment

Yes

Will Off-Cycle Payroll be Used?

No

Wells Fargo Reversal Process WF003

Reference Online Check

Process PY005

Reference Off-Cycle Check

Process PY005

Yes

Notify Institution Process(es) Complete

No

Reversal Process Complete

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PY009 – Tax Balancing after Payroll, Month End, Quarter End B

OR

_PA

Y_A

NA

LYS

T_SS

C

BO

R_P

AY_

AN

ALY

ST


Tax Reconciliation

Run & Record Tax Summary Report TAX010FD/ST at MO

end and QTR end

Tax Spreadsheet

balance?

Run Tax Error Report

(Tax 900)

Are there any errors?

Run and record the Quarter Balancing Versions

Validates Institu-

tion is in Balance

Submits Quarter File to ADP for processing

ADP Tax Filing AT010

Tax Balancing Spreadsheet in

balance?

Complete & Submit Qtr Tax

Approval

Yes Yes

Balance Adjust. PY030

Errors corrected w/

Manual Check?

No

Off-Cycle Check PY005 Yes

End of Month? Yes

End

No

No

No

No End of Quarter?

End

Yes

No

Run/Record Tax Deposit Summary

TAX001 post-confirm of Payroll

ADP Tax Filing AT010

Yes

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PY013 – Calendar Year End Processes YE Test B

OR

_PA

Y_A

NA

LYST

_SSC

IT

S


PS Year End Release Notes downloaded

Setup meeting

to review with SSC

Review Release Notes

Apply Update

Prepare the Year End Tables

Begin Year End Testing

Errors? TAX900 Error Report

Correct Errors in PeopleSoft

Yes

Run TAX510

Run Load TAX910LD

TAX910ER Error Report & TAX910AU

Audit report Errors

Resolve Errors

No

Yes

TAX910FD Report TAX910ST Report No

TAX915 W3 Transmittal

TAX916 State Tax Totals

Reconcile Totals

from all Reports

Update Applied to Production

Update W2 Company Table

YE Production

13.2

Notify SSC Update applied

Send Approval to ITS to apply to test

database

Send Approval to ITS to apply to Production

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PY013 – Calendar End Processes – YE Production B

OR

_PA

Y_A

NA

LYST

_SSC

A

DP

Tax

Serv

ice

sB

OR

_PA

Y_A

NA

LYST


Errors? TAX900 Error Report

Tax Balancing

PY009

Run TAX510 Run Load TAX910LD

TAX910ER Error Report & TAX910AU

Audit report Errors

Resolve Errors

TAX910FD Report TAX910ST Report TAX915 W3 Transmittal

TAX916 State Tax Totals

Compare all Report

Totals

Final Calendar Year Payrolls completed No

Yes

Totals Reconcile?

No

Prepare Year End Tables

Tax Balancing

PY009 No

Run ADP Quarterly Extract PBZQTR

Compare PBZQTR Report totals

TAX010 Report totals

Totals Balance?

Reconcile Differences

No

Create W2 Print File

Yes

13.2

Transmit file to ADP via Smart

Compliance

File received by ADP confirmation totals

sent to SSC

Confirmation totals received

Tax Balancing

PY009 Annual Totals

Balance?

Work with SSC Tax to Balance Annual Totals

No

Yes

Yes All Institutional

Approvals Received

Submit Annual Tax Approval

Yes

A

A

TBD

Submit Annual Payroll Tax

Returns to Tax Agencies

Tax Returned Posted to SmartCompliance

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PY014 – Calendar Year Preparation

Last Update 05.24.2016

Manually Create spreadsheet

BO

R_P

AY_

AN

ALY

ST_S

SC

Payroll Year End Prep begins

Build Balance ID’s for upcoming year

Run Calendar Year (CY) Automated

process

add Fiscal Year (FY) balance

info

with Pay Date information

Change Check Dates on Pay Calendars

Yes

Create Pay Calendars

Modify Check Dates?

!dd Pay Run ID’s

No

Complete

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PY016 – Special Payroll Processing (Unconfirm) B

OR

_PA

Y_A

DM

IN_S

SCIT

SB

OR

_PA

Y_A

NA

LYST

B

OR

_PA

Y_A

NA

LYST

_SSC


Issue identified after confirm

Verify Confirm

Flag reset on Pay

Calendar

Run Query/SQL to verify Pay Line

Statuses have been reset

Query/SQL PAY_DISTRIBUTN records deleted

Manually Reset

Last Form number

used

Run Final Calc

Run Payroll Error Message Report

Reverse T&L?

1st confirm for balance period?

ITS deletes Balance Record


Balance Payroll

Confirm Payroll

Remove Pay Run ID from paygroup(s)

not impacted

Determine Paygroups Impacted

Run Pay Unconfirm process

Resolve Issue

Yes

Error Messages

Notify Payroll

Ready for review

No No

Resolve Error Messages

Yes

No

Final Review of Payroll Prior to

Confirm

Run Preconfirm Audit

!dd Pay Run ID’s to Calendars

Yes

Reverse T&L

Notify Institutions Payroll is Ready for

confirm

Notify Payroll is

Ready for confirm

Post Payroll Processes

PY003 Process Complete

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PY016 – Special Payroll Processing (Reverse Time and Labor) B

OR

_PA

Y_A

DM

IN_S

SCB

OR

_PA

Y_A

NA

LYST

_SSC


Run Reverse T&L process

Query/SQL verify T&L Status reset to

‘RP’

Rerun Load T&L process

Process completes

successfully?

Unsheet Paylines?

NO

Unsheet

No Reverse

T&L Resolve Issue

Yes



Resolve Payroll Error

Messages

Yes

Yes

Notify Payrolls are Ready to

Review/Adjust No

Balance Payroll



Resolve payroll error

messages Yes

Run Final Calc Payroll Errors? No

No

Resume Payroll

Processing PY002

Yes DRAF

T

PY016 – Special Payroll Processing (Unsheet) B

OR

_PA

Y_A

DM

IN_S

SCIT

SB

OR

_PA

Y_A

NA

LYST

_SSC


Run Pay Unsheet process

Run Query/SQL verify Pay Earnings

are deleted Create Paysheets

PYLOAD transactions?

Load Automated Adjustment Spreadsheet

(PSHUP) to Staging Table

Load Automated Adjustment

Spreadsheet (PY Load) to Payline

Add Manual Adjustments to

Payline

Load Time and Labor to Paysheets


Notify Payrolls Ready to Review/ Adjust

Unsheet

Reset Records PU_STATUS on

PSHUP_TXN

Create Query to extract earnings deductions on

paylines

Review Pay Calendars flags are

reset

Send Notification


Balance Payroll


Resolve payroll error

messages

Run Final Calc

Payroll Errors?

Run Payroll Error Message Report

Yes

No

Notify ITS

Yes

No


Yes

A

A

Continue Payroll

Confirm PY002

No

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PY017 – Non-resident Alien Tax Set Up T

hir

d P

art

y

Ve

nd

or

BO

R_H

R_A

NA

LY

ST

BO

R_

NR

A_A

DM

IN

Em

plo

ye

eB

OR

_P

AY

_A

NA

LY

ST

_

SS

C


NRA is Hired

NRA Hire

Process

HR018

Verify eligibility through Glacier

Provides Summary /

Documentation

Confirms Receipt of Glacier Forms

from NRA

Correct Employee Tax Data

Country on Tax Treaty

Table?

Complete Tax Treaty Request

Form

No

Set up Tax Treaty Data

Notify Tax Treaty Complete

Complete Glacier Forms

Yes

Day 2 PY002

Create Glacier Employee Profile

Email Notice to Employee

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PY018 – Adding/Modifying an Earnings Code B

OR

_PA

Y_A

NA

LYST

_SSC

B

OR

_PA

Y_A

NA

LYST

C

ross

-fun

ctio

nal R

evie

wT

eam


Need for New/ Modified Earnings

Code Identified

Complete and Submit Earnings

Code Request Form

Review Earnings

Code Request

Create/Modify Earnings Code

Add New Earnings Code to Appropriate Earnings Program(s

&Earnings Table

Update Earnings Code Data Dictionary

Earnings Code Request Complete

Review Earnings

Code Request

Notify Institution of New/Modified Earnings Code Is this a new

Earnings Code? No

Yes

Notify FIN/CA of New/Modified Earnings Code

Notify Institution of Earnings Code to be

Used

Existing Earnings Code

satisfy request?

Yes

No

Request approved?

Yes

Notify SSC of Decision No A

A

DRAF

T

PY019 – Adding/Modifying a Deduction Code (General) B

OR

_PA

Y_A

NA

LYST

_SSC

B

OR

_PA

Y_A

NA

LYST

Cro

ss-f

unct

iona

l Rev

iew

Tea

m


Need for New/ Modified Deduction

Code Identified

Review Deduction

Code Request

Add Deduction Code(s) to Deduction Table

Deduction Code Complete

Notification of New Deduction Code

Is this a new Deduction Code?

Modify Deduction Code Table

No

Review Request

Notify FIN/CA of New/Modified

General Deduction Code

Does this Deduction Code

Require a Vendor?

Resubmit Request?

Notify SSC of approval

Notify SSC of denial Is request approved?

Yes No

Notify Institution of Denial

Add Deduction Code(s) to General

Deduction Code Table

Contact Vendor Maintenance Team

Add Deduction to Company General Deduction Table

Add Vendor to Deduction Code

Yes

No Update Deduction

Code Data Dictionary

Complete & Submit Deduction Code Request Form

Revise Request

Yes

Yes

ANo

A

DRAF

T

PY019 – Adding/Modifying a Deduction Code (Benefit) B

OR

_PA

Y_A

NA

LYST

_SS

C

BO

R_B

N_A

NA

LYST

_SS

CC

ross

-fu

nct

ion

al R

evi

ew

Te

am


Need for New/ Modified Deduction

Code Identified

Review Benefit Deduction Code

Request

Is request approved?

Update Deduction Code Data Dictionary

Deduction Code Complete

Notify SSC of Approval

Yes

Notify Institution of New Deduction

Code

Is this a new Deduction Code?

Modify Deduction Code in

Deduction Table

Document Request

Notify SSC of Denial

No

No

Add Benefit Deduction Code to

Deduction Table Yes

Notify FIN/CA of New/Modified

Deduction Code

Complete & Submit DeductionRequest

Form

Notify Institution of Denial

Resubmit Request?

BNo

BYes

DRAF

T

PY020 – Adding or Modifying a Paygroup B

OR

_PA

Y_A

NA

LYS

T_SS

C

BO

R_P

AY_

AN

AL

YST

Cro

ss F

unct

iona

lTe

am R

evie

w

US

O

ITS/

Co

mm

itm

ent

Acc

oun

tin

g Last Updated 05.25.2016

Need for New/ Modified Pay Group

Identified

Is request for New Paygroup

New Request to Cross-Function Review Team

YES

Is request approved?

Research Recom-mend

Action to USO

Update Paygroup Data Dictionary

Paygroup setup/ changes are

complete

Research Recom-mend

Action to USO

Reviews Decision

and Notifies

SSC

Revision Request to Cross-Function Review Team

No

Complete & Submit Pay Group Request

Form

Yes

Review USO Decision and Notified SSC

No

A

Notify Institution of Decision A

ITS & CA Adds/ Maps New Paygroup

Work with All Functional

Area to Add Paygroup

Add/Modify & Test Paygroup

DRAF

T

PY021 – Adding or Modifying Company Tax Data B

OR

_PA

Y_A

NA

LSY

T_SS

C

BO

R_P

AY_

AN

ALS

YT

Com

mit

men

tA

ccou

ntin

g


New Tax State Required

SSC receives request and provides State Tax Setup Form to

Institution

Institution completes and returns Form

Tax Location needed?

Yes

All necessary information provided?

Follow-up with Institution No

Yes

Submit Request to SSC Tax Team

Add new location to Tax Location table

No

Add State in Company State

Tax Table Notify Institution

Company Tax Data is Complete

Company Tax Data Complete

Map New State

Update Taxable Gross Definition

Table

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PY022 – Annual Retirement Limits Review_Update B

OR

_HR

IS_S

SC

BO

R_P

AY_

AN

ALY

ST_S

SC


Retirement Plan Limits Email

Received

Update RET

spread-sheet

Update Savings Limit Table

Update Savings(RET) Plan

Table

Run Savings Plan Extension for New

Calendar Year

Annual RET Limits Updated

Are Limits Correct?

Yes

Submit Ticket to HRIS

Notify SSC Limits Ready to Review

No

Update ORPL Deduction Code

(EE &ER)

DRAF

T

PY023 – Tuition Assistance Plan (TAP) Benefit Reporting T

eac

hin

g In

stit

uti

on

BO

R_B

N_A

NA

LYST

Em

ploy

eeB

OR

_PA

Y_A

NA

LYST

_SSC

H

om

e In

stit

utio

nB

OR

_PA

Y_A

NA

LYST


Completes TAP Application

Process

Compiles TAP

Benefit Amounts

Semester TAP Benefit Spreadsheet

Distributed

TAP Benefit Amount FTP to

SSC

Review TAP

Benefit Amounts

TAP Benefit

Spreadsheet Complete?

Update Incom-plete

Informa-tion

TAP Benefit

Amounts Consoli-dated

Yes

TAP Benefit Exceed IRS

Limit?

Tax liability is calculated &

remitted to Tax Agencies

TAP Benefit Process Complete

TAP sorted by

Home Institu-tion (HI)

Spread-sheet

placed in HI TAP Folder

TAP Benefit Totals

Validated

TAP Excess

Recorded Yes NoA

A

No

DRAF

T

PY024 – Tax Setup – Employee Level Non-Georgia Resident Working in Georgia

BO

R_P

AY_

AN

ALY

STEm

ploy

ee


Employee does not live in GA

Institution provides G4 State

Withholding Form to Employee

Employee Completes and returns form to

Institution

Setup Employee’s State Tax Panel

Review Tax Distribution Record

Update State Tax: UI State = GA

Resident State = Home State

Student?

Uncheck Subject to SUT

Setup Complete

NRA? No

NRA PY017

Yes

No

Yes

DRAF

T

PY024 – Adding a New State- Employee Level Non-Georgia Work State and Non-Georgia Residency

BO

R_P

AY_

AN

ALY

STEm

ploy

ee


Employee lives & works in a state other than GA

Institution provides State Withholding

Certificate to Employee

Employee Completes and returns form to

Institution

Setup Employee’s Taxes

Review Tax Distribution Record

Update State Tax Data (Resident and

UI State are the same)

Student?

Uncheck Subject to SUT

Setup Complete

Company Set Up for This State?

Yes

New State PY021

No Yes

NRA? No No

NRA PY017

Yes

DRAF

T

PY025 – W2c Processing B

OR

_PA

Y_A

NA

LYST

Em

ploy

eeB

OR

_PA

Y_A

NA

LYS

T_SS

CA

DP

Tax

Ser

vice

s


Need for W2c Identified

Research and

Identify Adj

Required

Submit W2c Request to SSC Tax

Correct With Adjustment

Payroll? Yes

Off-Cycle Check

Processing PY005

Create Balance Adjustment

PY030

No

Enter New

Amounts on W2

Adj. Page

Generate W2c Audit Report

Set the W2c Parameters

Create W2c Print File

Print and Distrib-ute W2c

Receives Notification that W2c Complete

Employee Receives W2c

ADP Tax Amendment

PY011

Place Copy on

SFTP

DRAF

T

PY026 – Repayment of Overpaid Wages Process (Active Employee) B

OR

_PA

Y_A

NA

LYST

Inst

itu

tio

n

Empl

oyee

BO

R_P

AY_

AN

ALY

ST_S

SC


Overpayment of Wages Identified

P. 2

Submit Overpayment Form to SSC

Review Over-

payment Form

Adjust Docu-ments

Provide Overpayment Documents to

Institution

Review Docu-ments

Authorize documentation

Provide overpayment

documentation to employee

Payments made by Payroll

Deduction

Has full payment

been received?

Repayment process completed

Set up Accts Receivable

Repaid in One Payment?

Hourly TL005

Salaried PY001

Set Up Deduction

PY032

Is the Employee Active?

No No

A

A

Agree?

No

Yes

Can Payment Be Reversed?

No

Check Reversal PY006

Yes

Calculate Gross Over-

payment

Yes

No

Yes

DRAF

T

PY026 – Repayment of Overpaid Wages Process (Inactive/Terminated Employee) B

OR

_P

AY_

AN

ALY

STB

OR

_PA

Y_A

NA

LYST

_SSC

Em

plo

yee

Inst

itut

ion

Bur

sar/

AR


PY026 P. 1

Submit Overpayment Forms

Calculate Amount Owed

Send Notification & Invoice to Inactive/ Termed EE, Inst PY,

Bursar

Employee Responds?

Notify Institution EE hasn’t Responded

No

Receives Notification EE Hasn’t Responded

Sends Payments as Specified in Agreement

Yes

Receives Payments Notify Inst PY and

SSC PY

Payback Same Year as Over-

payment?

W2C Process PY026

No

Work with EE

on Repay-ment

Schedule

Balance Adj.

PY030

A

Inst. AR Process A

Yes

Update Balance and Report to Bursar/PY

DRAF

T

PY027 – Arrears Override Process


Need for Arrears Override Identified

AN

ALY

ST

Complete Arrears Override Form

Submit Arrears Override Request

Notify Employee Arrears Cleared Process Complete

BO

R_P

AY_

Review Arrears

Balances

BO

R_P

AY_

AN

ALY

ST_S

SC

Update Max Arrears Frequency Override

page

Notify Institution Arrears Override

Complete

DRAF

T

PY028 – Test and Apply Federal and State Tax and Garnishment Compliance Update B

OR

_PA

Y_A

NA

LYST

_SSC

IT

S A

PPLI

CA

TIO

N S

UPP

OR

T


Tax Update (PUM)

Review Release Notes

Apply Update to Test

database

Create Payroll Test Scripts

Execute Test Scripts Testing Pass?

Apply Tax Update to Producion Notify SSC Test Data

Base Ready

Notify ITS Testing Complete Yes

Notify ITS of Testing Issues Identified

No

Work to Resolve Issues

DRAF

T

PY029 – Retroactive Pay Process B

OR

_PA

Y_A

NA

LYS

T_SS

C

BO

R_P

AY_

AN

ALY

STPe

opl

eSof

t


Retro Active change is made in Job Data

Review/Delete Retro Pay Requests

System Generates Retro Pay Requests

Calculate Retro Pay

PY001

Review Calculated

Results

Delete/Change Request?

Make Required Update

Yes

Paysheets Created PY002

Retro Pay Loaded to Paysheets

PY002

Payroll Calc PY002

No

Review Retroactive Pay

DRAF

T

PY030 – Balance Adjustments B

OR

_PA

Y_A

NA

LYST

Em

ploy

eeB

OR

_PA

Y_A

NA

LYS

T_SS

C


Need for Balance Adjustment Identified

Research and

Identify Required

Adjustment

Request Balance Adjustment

Reviews Balance

Adjustment Request

Will Adjustment

Correct Issue?

Identify Correction Required

No

Enter Balance Adjustment

Review EE

Balances

Are Balances Correct?

Communicate Adjustment

Correction to Institution

Yes

Run Balance Adjustment Report

& Enter on Tax Balancing

Spreadsheet

Notify Institution Balance Adjusted

Process Complete

Is W2c Required?

W2c Process PY025

Yes Yes

NoNo

DRAF

T

PY032 - Updating and Maintaining Employee Level Data


Notifies Institution

Has new Work State of new Work State

BO

R_P

AY_

AN

ALY

ST

Em

plo

yee

Adding a Add a New Effective New Tax

Is institution set- Add New Percent of State No Yes Dated Tax Add New Work State Distribution

up for this state? Distribution PY024 Distribution Row Complete

DRAF

T

PY032 – Updating and Maintaining Employee Level Data Em

ploy

eeB

OR

_PA

Y_A

NA

LYST


Requires Federal Tax Data Update

Completes Updated Form W4

Enters New Effective Dated Row

Submits Form to Payroll Office

Enter Updated Federal Tax Data

Notify Employee That Update is

Complete

Reviews Updated Information

Is Federal Tax Data Correct?

Federal Tax Data Update Complete

Yes

No

DRAF

T


ploy

eeB

OR

_PA

Y_A

NA

LYS

T


Requires State Tax Data Update

Completes Updated State Withholding

Form

Submit Form to Payroll Office

Enter New Federal Tax Row

Select the State Tax Tab

Enter Updated State Tax Data

Notify Employee Update Completed

Review Updated Data

Is State Tax Data

Corect?

State Tax Data Update Complete

Yes

No

DRAF

T

PY032 – Updating and Maintaining Employee Level Data E

mp

loye

eB

OR

_PA

Y_A

NA

LYST


Requires Direct Deposit Updated

Completes Direct Deposit Form

Submits Form to Payroll Office

Enter New Effective Dated Direct Deposit

Row

Enter Updated Direct Deposit Data

Notify Employee Direct Deposit Data

Updated

Review Direct Deposit Data

Is Direct Deposit Data

Correct?

No

Direct Deposit Update Complete

Yes

DRAF

T

PY032 – Updating and Maintaining Employee Level Data H

om

e/R

eque

stin

gD

epar

tmen

tB

OR

_HR

_AN

ALY

STB

OR

_PA

Y_A

NA

LYST

Em

plo

yee


Additional Pay is Required

Complete Additional Pay

Agreement

Ensure Proper Approvals Received

Submits Additional Pay Agreement to

Payroll

Enter New Effective Data Row (if

needed)

Review Additional Pay Data

Employee Received Additional Pay

Enter Additional Pay Data DR

AFT


ploy

eeB

OR

_PA

Y_A

NA

LYST


Employee Requests General Deduction

Completed Required Request Form

Submit General Deduction Form to

Payroll

Enter New Effective Dated Row (if

needed)

Enter General Deduction

Data

Deduction from Employee’s Pay

DRAF

T

PY032 – Updating and Maintaining Employee Level Data


BO

R_P

AY_

AN

ALY

ST

View Employee Paycheck

View Self Service Paycheck?

Navigate to Review Paycheck

No

Navigate to Self Service Paycheck

Yes

Paycheck Reviewed

DRAF

T

HCM Business Process Fact Sheet HCM-002-BPR

Payroll

Business Process: AD002 - Audit Payroll Changes

Functionality Changes: 1. None

Ownership Changes: 1. None

Issues Not Addressed: 1. None

Issues Addressed: 1. None

Policy Changes: 1. None

Business Procedures Impacted:1. None

Conversion Approach: 1. None

Historical Data Approach: 1. None

New Forms: 1. None

New Approvals: 1. None


DRAF

T


Payroll

Business Process: PY001 - Pre Payroll Processes (Day 1)

Functionality Changes: 1. Retroactive Benefit Deduction Calculation will reduce the need for manual retro calculation and manual payline adjustments with a delivered, automated process to correct and apply retroactive benefit deduction adjustments.



Issues Addressed: 1. Manual calculation and payline adjustment of retroactive benefit deduction will be decreased significantly with the use of the Retro Benefit Deduction process. 2. A customization expanded the scope of the delivered Presheet Audit Report for broader error identification which will increase payroll processing accuracy.


Business Procedures Impacted:1. BPM 5.3 Employee Pay



New Forms: 1. Spreadsheet utility that allows users to enter data into an Excel format and load data directly into an employee's Additional Pay page. 2. Spreadsheet utility that allows users to enter earning and deduction adjustments into an Excel format which they will then load to a staging table.



DRAF

T


Payroll

Business Process: PY002 - On-Cycle Payroll Processing (Day 2-3)

Functionality Changes: 1. Time and Labor Timesheet Lockdown, is new functionality which will be used by SSC. This will prevent employees from making any changes to their past timesheets which could cause balancing issues for Payroll. The employee will have access to their current timesheet. 2. SSC will run PeopleSoft balancing and auditing queries in addition to the delivered reports to balance payroll totals quickly and accurately and identify any potential discrepancies and/or errors. 3. One Pay Run ID will be used to process payroll instead of confirming institution specific Pay Run IDs and manually updating calendars to one consolidated Pay Run ID. 4. Ability for institutions to review and adjust retro benefit and pay calculations online prior to payroll submission. 5. Institutions will have standardized date and time to submit payroll to streamline SSC processing, and gain processing efficiencies through one consolidated confirm. 6.Institutions will have the ability to review and request that the SSC process leave hours after T&L has loaded and prior to confirm. 7. SSC will have the ability to "Lock" HR transactions from updating employees paysheets without a blackout period for HR practitioners.

Ownership Changes: 1. SSC will load Time and Labor, Retro Ben, Retro Pay, Earnings and Deductions adjustments, and HSA Match processes for all institutions under one Pay Run ID instead of by separate SSC Payroll Analysts. 2. Institutions will run the payroll Presheet Audit and Pre-distribution Audit Reports instead of the SSC Payroll Analyst.


Issues Addressed: 1. Efficiency will be gained by SSC payroll processing under one Pay Run ID. Instead of 27 Time & Labor, Retro Ben, Retro Pay, Automated Adjustments and Additional Pay loads and subsequent calcs these processes will be loaded once per pay run processing. 2. Institutional practitioners can run the presheet audit report prior to payroll submission to allow more time for error identification and correction. 3. Locking Time & Labor will provide enforceable deadlines for Time approval for institutional practitioners while still allowing Time updates to be captured for future payroll processing. 4. Institutional practitioners will have access to Retro Pay and Ben Ded triggers and calcs prior to payroll submission to allow time prior to payroll processing to review, research and/or correct any Retro transactions.


Business Procedures Impacted:1. See 5.3.11 Payroll Processing



New Forms: 1. None


DRAF

T


Payroll

Business Process: PY002 - On-Cycle Payroll Processing (Day 2-3)



DRAF

T


Payroll

Business Process: PY003 - Post Payroll Processes

Functionality Changes: 1. An interface from payroll to GA First financials with check detail for bank reconciliation will be created.

Ownership Changes: 1. SSC will run the Calculate Savings & Retirement process instead of ADP. 2. SSC will create and send the following files to Wells Fargo: ACH File, Check Print File 3. SSC will create the direct deposit and check PDFs for Employee Self Service. 4. SSC will create and send the following files to ADP: Garnishment and Tax Periodic.


Issues Addressed: 1. SSC Payroll and oneusg Accounting will run the post-payroll interface processes which eliminates dependencies on a Third Party Vendor to transmit essential post-payroll files. SSC will continue to utilize Third Party Vendors for efficient processing of direct deposits and printing payroll checks. SSC will continue to reduce risk and achieve compliance by using a Third Party Vendor for remitting tax withholding and garnishment deductions.





New Forms: 1. None



DRAF

T


Payroll

Business Process: PY005 - Off-Cycle Check Processing

Functionality Changes: 1. Online (On Demand) check processing is available for emergency check processing. 2. Time and Labor can be loaded to off-cycle payroll. 3. Off-Cycle Calendar functionality will be used.

Ownership Changes: 1. SSC will process all off-cycle checks instead of institutional practitioners. 2. Money movement team will pull institution funds to cover off-cycle check payments instead of checks cut on institution bank account. 3. SSC will print and distribute emergency (on demand) online checks instead of institutional practitioners. 4. Wells Fargo will print and distribute regularly scheduled off-cycle checks, process off-cycle direct deposits and paycards.

Issues Not Addressed: 1. Ability for institution to process and print an immediate off-cycle payment at the campus.

Issues Addressed: 1. Centralizing Off-cycle checks processing with a regularly scheduled off-cycle payroll will allow employees to receive off-cycle pay by his/her on-cycle method: check, paycard and/or direct deposit. 2. New Off-cycle BPM criteria gives institutional practitioners the tool needed to significantly decrease the volume of off-cycle checks processed. 3. Three payment delivery options are available when an emergency off-cycle payment is required.





New Forms: 1. Off-cycle Payment Request Form for institutions to complete and submit to SSC to request an off-cycle check. 2. On Demand Payment Requrest Form for institutions to complete and submit to SSC to reuest an emergency On Demand check.



DRAF

T


Payroll

Business Process: PY006 - Check Reversal Processing

Functionality Changes: 1. Institutions will no longer process stop payments, research stale dated checks, confirm that a check has cleared, or reverse/pull back direct deposits. These functions will be performed by either SSC Payroll or Money Movement teams.

Ownership Changes: 1. SSC will process check reversals in PeopleSoft and initiate reversal of payment or stop payments in Wells Fargo CEO Portal. 2. SSC will process replacement of lost checks, rejected direct deposits, or pay cards.


Issues Addressed: 1. Employee balances in payroll system and reversals of employee payments with banking vendor stay in sync because both processes will be handled by SSC using an established Business Process.





New Forms: 1. Check and Advice Reversal Request Form



DRAF

T


Payroll

Business Process: PY009 - Tax Balancing after Payroll, Month End, and Quarter End






Business Procedures Impacted:1. See 5.2.7 Submission of Returns to Tax Agencies (Balancing)



New Forms: 1. None



DRAF

T


Payroll

Business Process: PY013 - Year End Processes


Ownership Changes: 1. ITS will apply delivered PeopleSoft Tax and Garnishment Compliance update for year end. 2. SSC will need to test year end updates.

Issues Not Addressed: 1. Vendor who will print W2s to be determined.






New Forms: 1. None



DRAF

T


Payroll

Business Process: PY014 - Calendar Year Preparation

Functionality Changes: 1. Calendar Year and Fiscal Year balance ID's in new system.

Ownership Changes: 1. SSC will create balance ID's, pay calendars, FLSA calendars and scheduled pay run IDs instead of ADP.







New Forms: 1. None



DRAF

T


Payroll

Business Process: PY015 - Summer Payroll Processing

Functionality Changes: 1. See 5.3.11 Payroll Processing








New Forms: 1. None



DRAF

T


Payroll

Business Process: PY016 - Special Payroll Processing - Unconfirm

Functionality Changes: 1. Reversal of Time and Labor after hours are loaded to the paysheet is now possible. 2. ITS will be responsible for timely SQL updates and database backups as required by SSC.








New Forms: 1. None



DRAF

T


Payroll

Business Process: PY017 - Non-Resident Alien (NRA) Processing









New Forms: 1. None



DRAF

T


Payroll

Business Process: PY018 - Adding or Modifying an Earnings Table


Ownership Changes: 1. Cross-functional review team will review and authorize new Earnings Code or modifications to existing Earnings Codes.


Issues Addressed: 1. Earnings Codes will be standardized and reviewed for compliance with tax regulatons, Commitment Accounting/GL, FLSA and retirement eligibility. 2. Earnings Codes have been configured to more closely align with employee type. For example, Earnings Codes for hourly employees will be "Hours Only" and tied to the hourly Earnings Program.





New Forms: 1. Earnings Code Request Form 2. Earnings Code Data Dictionary



DRAF

T


Payroll

Business Process: PY019 - Adding or Modifying a Deduction Code

Functionality Changes: 1. Company specific deduction codes need to be added to the Company General Deduction Table instead of the ADP Deduction Program Table.

Ownership Changes: 1. Cross-functional review team will review and authorize new deduction codes prior to system update.


Issues Addressed: 1. Benefit deduction codes will no longer be required to be General Deductions as ADP currently requires.





New Forms: 1. None



DRAF

T


Payroll

Business Process: PY020 - Adding or Modifying a Paygroup


Ownership Changes: 1. Cross-functional review team will review request and make recommendation to USO. 2. USO to review, vet and approve request. 3. SSC will add or modify paygroup instead of ADP.


Issues Addressed: 1. Paygroups have been reviewed and recommendation made regarding the paygroup(s) employees that become partially benefited due to ACA legislation should be processed in.





New Forms: Paygroup Request Form



DRAF

T


Payroll

Business Process: PY021 - Adding or Modifying Company Tax Data






Business Procedures Impacted:1. See 5.2 Taxes



New Forms: 1. None



DRAF

T


Payroll

Business Process: PY022 - Annual Retirement Limits Review_Update

Functionality Changes: 1. Limit table updated manually at the beginning of each calendar year. 2. Savings Plan Table updated manually at the beginning of each calendar year. 3. Run initial Saving Plan Extension process to assign additional catchup contribution amount by employee based on age.



Issues Addressed: 1. Limits Table controls annual limits at a plan type level as opposed to deduction code/employee level thereby reducing compliance issues and risk due to incorrect deduction code use. 2. Annual limits are now recognized when an employee transfers between institutions for HSA, FSA, ORP and TSAs. 3. Savings plan age-based catchup extensions are applied at a plan type basis at the employee level based on date of birth instead of having to change the employee deduction code and move any employee balances to the new code.





New Forms: 1. None



DRAF

T


Payroll

Business Process: PY023 - Tutition Assistance Plan (TAP) Benefit Reporting




Issues Addressed: 1. Once all USG institutions are on the PeopleSoft platform, identifying employees across all institutions will be easier since all will be on the same HCM system.


Business Procedures Impacted:1. Tuition Assistance Program Procedures (HRAP)



New Forms: 1. None



DRAF

T


Payroll

Business Process: PY024 - Adding New State -Employee Level






Business Procedures Impacted: 1. See 5.2.2 Set-Up Employees Tax Withholding Election in the Payroll System



New Forms: 1. None



DRAF

T


Payroll

Business Process: PY025 - W2c Processing






Business Procedures Impacted: 1. See 5.2.8 Federal Form W-2 Wage and Tax Statement Provided to Employees Annually



New Forms: 1. None



DRAF

T


Payroll

Business Process: PY026 - Repayment of Overpaid Wages


Ownership Changes: 1. Repayment of overpaid wages will be centralized at SSC.


Issues Addressed: 1. Standardize practices across USG institutions.


Business Procedures Impacted:1. See 5.3.9 Recovery or Wage Salary Overpayment to Employee



New Forms: 1. None



DRAF

T


Payroll

Business Process: PY027 - Arrears Override







Conversion Approach: 1. Pilot-manual due to low volume. Future phases there will be a program that will convert the arrears balances.


New Forms: 1. Arrears Repayment Form



DRAF

T


Payroll

Business Process: PY028 - Test and Apply Federal and State Tax and Garnishment Compliance Updates


Ownership Changes: 1. ITS will download and apply scheduled tax updates. 2. SSC will test and approve tax updates in a test environment prior to applying to production.




Business Procedures Impacted:1. See 5.2 Taxes



New Forms: 1. None



DRAF

T


Payroll

Business Process: PY029 - Retroactive Pay Process

Functionality Changes: 1. Institutions have ability to modify or delete retro pay requests based on Job Data changes.



Issues Addressed: 1. All Institutions will be required to utilize the delivered retroactive pay process instead of manually calculating retroactive pay amounts.


Business Procedures Impacted:1. See 5.3 Employee Pay



New Forms: 1. None



DRAF

T


Payroll

Business Process: PY030 - Balance Adjustment Process







Conversion Approach: 1. Calendar Year Balances will be loaded at the employee level for earnings, deductions, taxes, garnishments, and check YTD. Fiscal Year balances will be loaded for Earnings and Deductions at the employee level.


New Forms: 1. None



DRAF

T


Payroll

Business Process: PY032 - Updating and Maintaining Employee Level Data









New Forms: 1. None



DRAF

T


Payroll

Business Process: PY100 - Payroll Table Configuration and Maintenance









New Forms: 1. None



DRAF

T


Payroll

Business Process: PY500 - Administer Payroll Security


Ownership Changes: 1. Security Roles and Permissions will be maintained by ITS/Shared Services 2. Active Employee Password resets will transition from Shared Services to the Institution




Business Procedures Impacted:1. See 5.6 Security Access to Systems

Conversion Approach: 1. Roles and Permission Lists to be migrated from gold environment. Practitioners will be assigned the appropriate roles, company access, and department access.


New Forms: 1. A new security form will be introduced which will include data needed relevant for PeopleSoft security. An online security form will also be tested for rollout.



DRAF

T


Payroll

Business Process: PY600 - AdHoc Reporting

Functionality Changes: 1. Reporting will be delivered as a combination of Queries, Delivered, and custom reports. Some users will have the ability to create new queries and other users will only be allowed to run.

Ownership Changes: 1. Based on BP reviews current reports that are ran by SSC may be run by institutions or the report results may be distributed to institution users.





Conversion Approach: 1. Requirements have been taken on current GGC/USO/SSC reports.

These reports will be developed in PeopleSoft.


New Forms: 1. None



DRAF

T


Payroll

Business Process: PY999 - Payroll Data Conversion







Conversion Approach: 1. The approach has been determined by the type of data that was converted.


New Forms: 1. None



DRAF

T


End of Report


DRAF

T

HCM Decision Point Fact Sheet HCM-006-DPT

Payroll

Document Status: Complete

50 - Issue: Centralized Payroll Processing

Final Decision:

Document Details: Current state: Exports are done by institution then consolidated. Question: Will the process to load TL Payable time to Payroll be ‘Fixed’ or ‘Adhoc’? i.e. will Payroll determine when to load time or will oneusg utilize the adhoc process that allows newly approved time to be loaded with each Pay Calc? Question: What will the oneusg payroll process cutoff times be for centralized processing? Current GAFirst, or other?

Potential Solutions: Commitment Accounting Impact: Actuals Distribtuion is ran by payrun ID and cannot be modified. If errors, it will hold-up all GL (same as current state pain point.) Will have to modify GL Interface to accomodate a single pay run ID to allow each institution to run their own GL. AP cannot be decentralized as it runs by payrun ID. Pre-Dist audt runs by pay run ID so each institution will not be able to run their own pre-dist unless it is modified. Pre-Dist audit will need to be centralized to accomodate post-confirm institution request to run pre-dist audit Payroll begins processing with individual payrunIDs to allow each institution the flexibility to process their payrolls at an individualized pace. If we keep this model through the end of payroll (instead of merging back into a singular payrunID), we can run the GL interface process by institution which will allow the institutions the same flexibility for their GL processing. Realizing there is a business justification regarding submitting the bank files as one, the bank file process can be customized to allow for the processing of multiple payrunIDs in a single batch. Additionally, the current RICE items which request multiple enhancements to delivered processes so that we could allow an institution to run a process for only their institution will not be required as payrunid will take care of this as-delivered.

Recommendation: All institutional payrolls will be run on a consolidated PAY RUN ID; and the time and labor load will be done by the SSC.

HRAP Impact: 75 Not Applicable

BPM Impact: 5.0 Payroll

Thursday, June 2, 2016 Page 1 of 2

DRAF

T


End of Report

Thursday, June 2, 2016 Page 2 of 2

DRAF

T


Payroll


50 - Issue: Centralized Payroll Processing

Final Decision:

Document Details: Current state: Exports are done by institution then consolidated. Question: Will the process to load TL Payable time to Payroll be ‘Fixed’ or ‘Adhoc’? i.e. will Payroll determine when to load time or will oneusg utilize the adhoc process that allows newly approved time to be loaded with each Pay Calc? Question: What will the oneusg payroll process cutoff times be for centralized processing? Current GAFirst, or other?

Potential Solutions: Commitment Accounting Impact: Actuals Distribtuion is ran by payrun ID and cannot be modified. If errors, it will hold-up all GL (same as current state pain point.) Will have to modify GL Interface to accomodate a single pay run ID to allow each institution to run their own GL. AP cannot be decentralized as it runs by payrun ID. Pre-Dist audt runs by pay run ID so each institution will not be able to run their own pre-dist unless it is modified. Pre-Dist audit will need to be centralized to accomodate post-confirm institution request to run pre-dist audit Payroll begins processing with individual payrunIDs to allow each institution the flexibility to process their payrolls at an individualized pace. If we keep this model through the end of payroll (instead of merging back into a singular payrunID), we can run the GL interface process by institution which will allow the institutions the same flexibility for their GL processing. Realizing there is a business justification regarding submitting the bank files as one, the bank file process can be customized to allow for the processing of multiple payrunIDs in a single batch. Additionally, the current RICE items which request multiple enhancements to delivered processes so that we could allow an institution to run a process for only their institution will not be required as payrunid will take care of this as-delivered.

Recommendation: All institutional payrolls will be run on a consolidated PAY RUN ID; and the time and labor load will be done by the SSC.

HRAP Impact: 75 Not Applicable

BPM Impact: 5.0 Payroll


DRAF

T


Payroll


722 - Issue: Will institutions be able to run the final payroll calculation or will it be run centrally by Shared Services?

Final Decision: The final payroll confirmation will be run by Shared Services using one consolidated pay run id.

Document Details: Will institutions be able to run the final payroll calculation or will it be run centrally by Shared Services?

Potential Solutions:

Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


723 - Issue: Will institutions have a tool to rapidly enter payroll adjustments?

Final Decision: Institutions will be able to load payroll adjustments to a staging table via spreadsheet

Document Details: Will institutions have a tool to rapidly enter payroll adjustments?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


724 - Issue: Will Off-cycle payroll checks be processed at the institution or will they be processed centrally?

Final Decision: Off-Cycle checks creation will be centralized at the Shared Services Center

Document Details: Will Off-cycle payroll checks be processed at the institution or will they be processed centrally?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


725 - Issue: Can off-cycle payments utilize electronic payment or will the only option be to issue paper checks?

Final Decision: Off-Cycles checks and be distributed using electronic payment formats including: pay card and direct deposit (ACH)

Document Details: Can off-cycle payments utilize electronic payment or will the only option be to issue paper checks?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


726 - Issue: What vendor will assume ADP's responsibility for money movement?

Final Decision: Wells Fargo has assumed ADP banking responsibilities

Document Details: What vendor will assume ADP's responsibility for money movement?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


727 - Issue: Will institutions still be required to make payline adjustments for all changes or does PeopleSoft offer functionality to automate retroactive adjustments?

Final Decision: Retro pay functionality is configured to look at job and will be used instead of doing manual payline adjustments

Document Details: Will institutions still be required to make payline adjustments for all changes or does PeopleSoft offer functionality to automate retroactive adjustments?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


728 - Issue: Does PeopleSoft offer functionality to minimize the impact of continuous job changes on payroll?

Final Decision: A customization is introduced to lock out HR transactions during the final payroll calculations. This functionality will be utilized to eliminate the continuous need to recalc payroll at the Shared Services Center

Document Details: Does PeopleSoft offer functionality to minimize the impact of continuous job changes on payroll?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


729 - Issue: Will off-cycle payrolls be run on a regular schedule?

Final Decision: Off cycle payrolls will be processed in the offweek that a bi-weekly payroll is not being processed.

Document Details: Will off-cycle payrolls be run on a regular schedule?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


730 - Issue: Will institutions have a tool to rapidly load Additional Pay?

Final Decision: Additional pay can be preloaded using a spreadsheet utility

Document Details: Will institutions have a tool to rapidly load Additional Pay?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


731 - Issue: Who will be responsible (Institution, Shared Services or System Office) for voiding and stopping payments?

Final Decision: Voids and stop payments will be Centralized at Shared Services. Institutions will not be able to assume these reponsibilities because all paychecks will be drawn on the System Office payroll account.

Document Details: Who will be responsible (Institution, Shared Services or System Office) for voiding and stopping payments?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


732 - Issue: What are the payroll processing deadlines for payroll confirmation and submission of the direct deposit file?

Final Decision: Payroll must be confirmed by 3:00pm on Tuesday. Wells Fargo ACH file must be submitted by 8:00pm PST in order to post the next business day.

Document Details: What are the payroll processing deadlines for payroll confirmation and submission of the direct deposit file?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


733 - Issue: Can Retro pay adjustments only be associated with an on-cycle payroll run?

Final Decision: Retro pay can be loaded to the on-cycle or off-cycle payroll

Document Details: Can Retro pay adjustments only be associated with an on-cycle payroll run?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


734 - Issue: Will Retro Pay Calculation be run on demand or in batch centrally?

Final Decision: Retro pay will be calculated nightly in batch

Document Details: Will Retro Pay Calculation be run on demand or in batch centrally?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


735 - Issue: When will the HR Lock functionality be deployed during the payroll schedule?

Final Decision: HR lock will be turned on before final payroll calculation. Shared Services will assume the responsibility to lock out the HR transactions. Any HR adjustments after the lock is enabled will have to be captured on the next payroll calc

Document Details: When will the HR Lock functionality be deployed during the payroll schedule?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


736 - Issue: Will zero dollar checks be printed and sent to the employee?

Final Decision: Zero dollar checks will be confirmed but Wells Fargo will not print the zero dollar checks

Document Details: Will zero dollar checks be printed and sent to the employee?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


737 - Issue: What is the data source for the hours submitted to Equifax for Affordable Care Act Processing?

Final Decision: ACA hours will be extracted from Payroll - Unpaid leave will come from Time and Labor and Absence Management

Document Details: What is the data source for the hours submitted to Equifax for Affordable Care Act Processing?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


738 - Issue: Will ACA hours only exist in Time and Labor or will they be loaded to Payroll?

Final Decision: ACA hours will be loaded to the pay sheet

Document Details: Will ACA hours only exist in Time and Labor or will they be loaded to Payroll?


Recommendation:

HRAP Impact:

BPM Impact:


DRAF

T


Payroll


739 - Issue: Who will be responsible for paying the benefit and tax laibilities? Institutions or the System Office?

Final Decision: All payments to vendors will be paid by the University System Office

Document Details: Who will be responsible for paying the benefit and tax laibilities? Institutions or the System Office?


Recommendation:

HRAP Impact:

BPM Impact: