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Payroll Overview
Agenda
Lesson Time
One: Payroll Overview
Two: Maintain Payroll Data
Payroll Overview 2
Payroll Overview
Lesson Objectives
At the end of this lesson, participants will be able to:
Describe the Perpetual Calendar and All Days Paid
payroll design elements.
Highlight the key changes on the new pay statement.
Explain and calculate the Year Round Pay Option.
Payroll Overview 4
Key Terminology
CATS Cross Application Time Sheets – enter attendance and
absence transactions into SAP for either a single or
multiple employees on a single screen for the entire
payroll period.
KRONOS/ External time keeping systems from which time will be
COMPASS imported into SAP.
Retro or Adj. An adjustment made to an employee‟s pay for a prior
(Adjustments) pay period. This term will eliminate „Difference from pre‟
from the pay statement.
Perpetual A continuing calendar that crosses over fiscal years
Calendar without interruption and is not tied to the school
calendar. Each Perpetual Calendar pay period consists
of 14 calendar days/10 weekdays (starting on Mondays
and ending on Sundays) and is paid on the Friday after
the pay period ends.
Payroll Overview 5
Key Terminology
Manager Self Workplace for administrators to approve absence
Service (MSS) requests for vacation and sick personal time, time entries,
and personnel actions.
Employee Self Workplace for employees to view personal information,
Service (ESS) request changes, and submit absence requests for
vacation and sick personal reasons to manager for
approval.
Business Repository of SAP information for the purpose of
Intelligence (BI) reporting.
Salaried Employee Contracted salaried employee with a work schedule rule
assigned. Example – Teacher, Principal, Office Manager
Hourly Employee Contracted hourly employee with a work schedule rule
w/Work Schedule assigned. Example – Custodian, Cafeteria Worker
„True‟ Hourly Non-contract employee with no assigned work schedule.
Employee Example – Substitute Teacher, Temporary Worker
Payroll Overview 6
Key Payroll Changes Affecting the District
Significant Payroll Design Changes
Perpetual Calendar
“All Days Paid” Concept
Major Enhancements
Easier-to-understand pay statements
“Difference from Pre” eliminated and replaced with distinct line
items and a “Retro” column
Set biweekly pay dates
Sick and Vacation leave summary updated on pay statement on per-
day period basis
TSA deductions can either be a fixed amount or percentage of salary
Up to five direct deposit financial institutions on one pay statement
Payroll Overview 7
Perpetual Calendar
Standard biweekly pay dates, every other Friday, after the
pay period ends, unless Friday is a bank holiday in which
case payment will be distributed the day before
Standard 14-day pay periods, which start on Mondays &
end on Sundays
Perpetual Calendar crosses fiscal years and is not tied to
the school calendar
Pay dates set for years to come
Does not change the number of pay periods for the
various calendars
Payroll Overview 8
All Days Paid Concept
Annual contract salary is not changing, but is being redistributed to
prevent paying employees in advance.
Affects only contract salaried employees.
All days between first and last day of contract, excluding weekends,
are considered to be “Paid Days,” (including paid days, paid holidays,
unpaid holidays, etc.).
Salary will be distributed among all “Paid Days” to provide equal
paychecks for employees, except for first and last paychecks.
Annual Contract Salary, hourly rate for additional positions, and sick
leave payout will not be affected.
Payroll Overview 9
Work Days versus Paid Days
SEPTEMBER 2007 FACTS
S M T W Th F S
1 20 paid days in the month
2 3 4 5 6 7 8
18 work days in the month
9 10 11 12 13 14 15 Employee paid $3,000 per month
16 17 18 19 20 21 22 $3,000/18 days = $166.67 per work day
23 24 25 26 27 28 29
$3,000/20 days = $150 per paid day
30
Week Salary based Salary based Difference
Unpaid Holiday
Ended on work days on paid days
4 days worked in 9/7 $666.68 $750 -$83.32
each of weeks 1 & 2 9/14 $666.68 $750 -$166.64
9/21 $833.32 $750 -$83.32
9/28 $833.32 $750 $0.00
5 days worked in
each of weeks 3 & 4 $3,000.00 $3,000 $0.00
Payroll Overview 10
Work Days versus Paid Days –
Standard 196-day Calendar for 2007-08
Work Days 196
Additional days between first FACTS
and last days worked* 18
Paid Days 214
$32,700 Annual Salary
*Equals days unpaid: 9/13/07, 196 Work Days
11/23/07, 12/24/07 thru 12/28/07, 214 Paid Days
12/31/07, 1/02/08 thru 1/04/08,
1/20/08, 3/21/08, 3/31/08 thru 4/04/08
Daily Hourly
Salary Days Rate Hrs Rate
$32,700 196 $166.84 7.5 $22.24 Work Days
$32,700 214 $152.80 7.5 $20.37 Paid Days
Payroll Overview 11
What does this mean?
Starting 2008-09 school year, the first and last paychecks
for contract salaried employees (except for those on the
240+ day calendars) will be for only the actual days worked
in the payroll period.
Payroll Overview 12
Sample First Pay Date Information in School Year 2008-09
August 2008
S M T W T F S ⌂ Est. School Start
Date 8-18-08
1 2
Start/End of pay
3 4 5 6 7 8 9 period
10 11 12 13 14 15 16 Employee reports
17 ⌂
18 19 20 21 22 23 to work
Employee receives
24 25 26 27 28 29 30
check
31 1 2 3 4 5
Pay period begins on August 4 and ends on August 17
The 196-day employee starts work on August 11 (estimated)
The employee is paid on August 22 for five days and September 5 for
ten days
Payroll Overview 13
Pay Statement – New Look!
Detail on the pay statement will include:
Absence type and hours taken in the pay period shown as part of the
Earnings Summary
Incentives paid shown as separate line items
Position numbers and corresponding hourly rates
Under the Leave Summary show: Earned, Fiscal YTD Used and
Balance
Leave balances to be updated by pay period, in fractions (i.e., for Sick
Leave, half day accruals based on your work schedule)
Eliminated from the pay statement:
“Difference from Pre” – instead provide a “Retro” or “Adj.” column for
each type of pay (primary, secondary, supplements…)
“EQ Adjustments”
Payroll Overview 14
Pay Statement – New Look!
Breaks out Pre & Post Tax Deductions
Replaces
Itemizes Primary and
“difference
Secondary Positions
Leave balances will from pre”
be updated every
pay period
Displays amount(s) of your
direct deposit(s) and direct Taxes an employee pays
deposit institution(s) on life insurance premium
Payroll Overview 15
Year Round Pay Option
Year Round Pay (YRP) Option pre-tax calculation
Per IRS regulations (IRS Code Section 409A):
YRP selection is optional and must be made Annually prior to the first day
of the contract calendar
No changes can be made during the year; YRP option cannot be
cancelled mid-year
Early payouts will occur only for retirement, early termination, and Board
approved leave; no hardship payouts are allowed
Amount is system-calculated
Biweekly pays are calculated on gross Base Salary only
Payments for Supplements, additional hours or positions and Longevity
payout are not included in the calculation for the Year Round Pay Option
summer checks
Amounts are fixed for the duration of the year
Health insurances, voluntary insurances (cancer, life, pre-paid legal, etc.),
union dues, United Way, and other similar deductions will not be deducted
from Year Round Pay Option summer checks
Taxes, garnishments, and TSAs will be deducted from Year Round Pay Option
summer checks
Payroll Overview 16
Year Round Pay Option Calculation
Year Round Pay Completed Worksheet
Check Date 8.22.08
33681 Williams, Will $31.93877 7.50 196 214 261 5.00
Per# Employee Name Contr Hrly Rate Wk Sch Rule Contr Days ADP Days YRP Days PP # of Days
196 / 214 = 0.91589 x $31.93877 = $29.25233 x 5.00 x 7.50 = $ 1,096.96
Contr Days ADP Days ADP factor Contr Hrly Rate ADP Hrly Rate PP # of Days Wk Sch Rule PP Gross Amt
196 / 261 = 0.75096 x $31.93877 $23.98467 x 5.00 x 7.50 $ 899.43
Contr Days YRP Days YRP Factor x Contr Hrly Rate YRP Hrly Rate PP # of Days Wk Sch Rule PP Gross Amt
YRP Deduction $ 197.54
ADP--All Days Paid
YRP--Year Round Pay
PP--Pay Period
WSR--Wk Sch Rule
Payroll Overview 17
Lesson Summary
Congratulations! You should now be able to:
Describe the Perpetual Calendar and All Days Paid
payroll design elements.
Highlight the key changes on the new pay statement.
Explain and calculate the Year Round Pay Option.
Payroll Overview 18
Questions?
Payroll Overview 19
Agenda
Lesson Time
One: Payroll Overview
Two: Maintain Payroll Data
Payroll Overview 20
Maintain Payroll Data
Lesson Objectives
At the end of this lesson, participants will be able to:
Create and change employee data using multiple
PA30 infotypes.
Describe your role in the time entry process
(transactions CAT2 and CAT3).
Payroll Overview 22
Common Payroll Infotypes
Infotype 0003 Payroll Status Infotype 0234 Additional Withholding
Information
Infotype 0009 Bank Details
Infotype 0014 Recurring Infotype 0235 Other Taxes (Override
Payments/Deductions Withholding)
Infotype 0236 DISPLAY ONLY! Display Credit
Infotype 0015 Additional Payments
Plans
Infotype 0103 Bond Purchases
Infotype 0267 Special Payments
Infotype 0104 Bond Denominations
Infotype 0416 Time Quota Compensation
Infotype 0169 Savings Plans (TSAs)
Infotype 2001 DISPLAY ONLY! Absences
Infotype 0194 Garnishment Document
Infotype 2002 DISPLAY ONLY! Attendances
Infotype 0195 Garnishment Order
Infotype 2006 Quotas
Infotype 0207 Resident Tax
Infotype 2012 Quota Adjustments
Infotype 0210 W4/W5 Withholdings
Payroll Overview 23
PA20: Displaying Payroll Data
Transaction PA20 allows for viewing of employee data.
When viewing employee records through this transaction,
other users may also view the same employee record at
the same time.
Changes to employee data cannot be made using this
transaction.
All payroll related infotypes may be viewed using this
transaction, security permitting.
Payroll Overview 24
Object Manager
2
1 3
4
5
6
Payroll Overview 25
Object Manager
Payroll Overview 26
PA20: Display HR Master Data
6
1
2
3 4
5
Payroll Overview 27
PA30: Maintain HR Master Data
This transaction gives you access to infotypes where
employee payroll data can be updated and changed.
When accessing an employee record, this record is
locked from all other users preventing them from viewing
or changing the record.
Any personal information changed on one infotype will
automatically be updated in all other infotypes.
Some employee information can only be delimited, not
changed or deleted.
Payroll Overview 28
PA30: Maintain HR Master Data
6
1
2
3 4
5
Payroll Overview 29
Infotype 0003: Payroll Status
Payroll Overview 30
Infotype 0009: Bank Details (for Primary Bank)
3
1
2
Payroll Overview 31
Infotype 0009: Bank Details (for Secondary/Other
Bank)
3
1
2
Payroll Overview 32
Infotype 0014: Recurring Payments/Deductions
4
1
2
3
Payroll Overview 33
Infotype 0015: Additional Payments
2
1
Payroll Overview 34
Infotype 0103: Bond Purchases
Payroll Overview 35
Infotype 0104: Bond Denominations
Payroll Overview 36
Infotype 0169: Savings Plans (TSAs)
Payroll Overview 37
Infotype 0207: Resident Tax
Payroll Overview 38
Infotype 0210: W4/W5 Withholdings
Payroll Overview 39
Infotype 0234: Additional Withholding Information
3
1
2
Payroll Overview 40
Infotype 0235: Other Taxes
1
Payroll Overview 41
Infotype 0236: Display Credit Plans
Payroll Overview 42
Infotype 0267: Additional Off-Cycle Payments
8
1
2
3
4
5
6
7
Payroll Overview 43
Infotype 0416: Time Quota Compensation
2
1
Payroll Overview 44
Infotype 2001: Absences
1
2
Payroll Overview 45
Infotype 2002: Attendances
1
2
Payroll Overview 46
Infotype 2006: Quotas
2
1
Payroll Overview 47
Infotype 2012: Time Transfer Specifications
3
1
2
Payroll Overview 48
Time Recording Process
Payroll KRONOS/
Contact COMPASS
Start Enters/ Time
Updates Time Imported into
via CAT2 CAT2
Administrator Payroll Dept Employee
Approve
Reviews Time Processes Receives
in MSS Payroll Payment
Finish
Payroll Overview 49
CAT2: Record Working Times
Options for entering time in CAT2:
No Cost Override – time entered will be charged to the standard
budget for the employee‟s primary position
Cost Override – time entered will be charged to a different budget
than the standard budget for the employee‟s primary position
(reclassification)
Secondary Position – time entered for the employee‟s secondary
position/assignment
Payroll Overview 50
CAT2: Record Working Times
Payroll Overview 51
CAT3: Display Working Times
Payroll Overview 52
MSS Time Approval
From the Portal:
Click Manager Self-Service
Click Team
Click Approve Time Sheet Data
Click Review
Review time entered and click Save
Payroll Overview 53
Lesson Summary
Congratulations! You should now be able to:
Change employee data (excluding time entry) using
multiple PA30 infotypes.
Understand create and display time sheet entries
(transactions CAT2 and CAT3).
Payroll Overview 54
Questions?
Payroll Overview 55
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