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									Payroll User Group




        September 9, 2009
Welcome


              Kevin McHugh
     Payroll Bureau Director,
                        CTR
Massachusetts State Employee Credit
Union


Ed Connors
National Payroll Week Sept 7-11
National Payroll Week Sept 7-11

You help manage…
  –   77,000 payments ($165M Gross)
  –   $27M in Payroll Deductions
  –   5,890 T-passes
  –   3,000 Garnishment orders
                  ...In a single pay period!

  Thank you for your commitment and hard work.
Health Care Spending Account/Dependent Care
             Assistance Program

                     Francine Bilodeau,
                     Benefit Strategies
                     New FSA Vendor
                     Effective November 1,
                     2009
HCSA – DCAP Enrollment

   Calendar Year 2010 Open Enrollment Dates:
    October 5 to November 13, 2009
   Reminder: Participants must re-enroll each
    year; online re-enrollment instructions will be
    mailed to each participant‟s home address
Pre-Tax FSA Open Enrollment
HCSA and DCAP


    Election amounts changed:
      – HCSA: $500-$3,000
      – DCAP: Up to $5,000
    Free debit card for HCSA expenses
     ALWAYS keep receipts for validation of HCSA
     expenses
    New Reduced Fee: $3.60/month for one or both
     programs
    Current participants must re-enroll for 2010 benefits
New HCSA – DCAP Vendor

Important Changes for November 1, 2009
 The transition from SHPS to Benefit Strategies will
  be effective November 1, 2009
 SHPS has given Benefit Strategies a list of all 2009
  participants and will provide account balances by
  November 1st in order to process 2009 claims
 Benefit Strategies will be responsible for paying all
  claims effective November 1st
 New debit cards will be mailed to HCSA participants
  by November 1, 2009 with the remaining 2009
  balance
New HCSA – DCAP Vendor

   A letter will be mailed to all participants
    regarding the November 1st transition
   The Customer Service number effective
    11/1/09 will be 1-877-FLEXGIC (353-9442)
   Customer Service for SHPS will remain
    active until 12/31/09
New HCSA – DCAP Vendor

   Payroll Coordinators will receive an email list
    from Benefit Strategies of staff who re-enrolled
    online for 2010
   Attend a Payroll Coordinator Breakfast
    meeting. Look for an invitation in the mail and
    by email
   Brochures and procedures will be distributed at
    the meetings
HR/CMS V9 Upgrade



          Commonwealth of Massachusetts



  HR/CMS V9 Upgrade Project
  Update to Payroll Users Group

  9-September-2009
HR/CMS V9 Upgrade



  Agenda

     Status: HRCMS V9 Project
     Change Management
     Status: Time & Labor Project
     Review Items from Previous PAC (7/22/09)
     Multiple Job/Single Check Reporting
     GIC Eligibility
     Mail Drop/Sorting
HR/CMS V9 Upgrade



  Agenda

     Status: HRCMS V9 Project
     Change Management
     Status: Time & Labor Project
     Review Items from Previous PAC (7/22/09)
     Multiple Job/Single Check Reporting
     GIC Eligibility
     Mail Drop/Sorting
    HR/CMS V9 Upgrade



         HR/CMS Timeline & Milestones
                     Jan   Feb   Mar    Apr      May   Jun   Jul   Aug   Sep   Oct     Nov   Dec   Jan   Feb   Mar       Apr          May   Jun   Jul   Aug   Sep   Oct   Nov   Dec
                      09    09   09     09       09     09   09     09    09   09      09    09     10    10   10        10           10     10   10     10    10   10    10    10



  Planning Phase/




                                                                                                                     Go Live Window
                      Plan and Preparation
  Structure Phase
                                       Fit/Gap




  Build/Construct
                                                   Design/Build/Unit Test




                                                         Prep for Testing
System/Integration
     Testing                                                                         Sys/Int Testing




    Simulated                                                                                            Sim Prod
    Production
      Testing

                                                                                                           Deliver
     End User                                                                                              Training
     Training


                                                                                                                 Window for
     Deploy                                                                                                       Go Live

                                                                                                                                                  Support
HR/CMS V9 Upgrade



  Completed Milestones

                                   Task   Deadline    Status
   Project Startup                         Jan, „09   Complete

   Conduct Fit Gap Sessions: HR, TL, PR    Apr, „09   Complete

   Publish Final Fit-Gap Report            Jun, „09   Complete

   Begin Technical Development             Jul, „09   Complete

   Finalize Testing Strategy               Jul, „09   Complete

   Begin Functional Unit Testing           Aug, „09   Complete

   Launch HR/CMS Website                   Aug, „09   Complete
HR/CMS V9 Upgrade



  Upcoming Milestones

                                  Task       Deadline       Status
   Time & Labor Fit-Gap                       Sep, „09      Green

   Finalize Super User Network                Sep, ‟09      Green

   Finalize Training Approach                  Sep, 09      Green

   Complete Technical Development              Oct, ‟09     Green

   Complete Functional Unit Testing          Oct/Nov, „09   Green

   Begin Systems Integration Testing           Oct, „09     Green

   Begin Development of Training Materials     Oct, „09     Green

   Complete HR/CMS Job Aids                   Dec, „09      Green

   Complete Systems Integration Testing        Jan, „10     Green

   Begin Simulated Production Testing          Jan, „10     Green

   Deploy Training                             Mar, ‟10     Green

   Go Live                                     FQ4‟10       Green
HR/CMS V9 Upgrade



  Development & Test

   Work Unit Development Activity (Code/Unit Test)
             Major Project Activity              Remaining        Complete        Total       % Complete      Prior % Complete

   App Dev: Technical Build                          191             92           2833            33%              30%
   App Dev: Technical Unit Testing                    73             78           1514            52%              39%
  Note 3: This total includes “retire” work units.
  Note 4: This total does not include “retired” work units – retired work units do not require a unit test.




   Unit Testing Activity
             Major Project Activity              Remaining        Complete        Total       % Complete      Prior % Complete

   Human Resources                                   84              13             97            13%               7%
   Time & Labor                                      19               0             19             0%               0%
   Payroll                                           63              19             82            23%              15%



   Integration Test Script Development Activity (Test Scripting)
             Major Project Activity              Remaining        Complete        Total       % Complete      Prior % Complete

   Test Scripting                                    128             115           243            47%              46%
HR/CMS V9 Upgrade



  Status of Accessibility Testing

                                       Task                                 Deadline     Status
   Establish testing objectives and approach                                 Aug, „09    Complete

   Establish testing needs, process &                                        Aug, „09    Complete
   equipment
   Review Enterprise Web, MA Accessibility Standards V0.1                    Aug, „09    Complete

   Identify test scripts for baseline accessibility testing                  Aug, 09     Complete

   Setup user access to HR/CMS test environment                              Aug, ‟09    Complete

   Execute baseline test against HR/CMS common scripts                       Sept, 09     Green

   Record results, Mass Technology Accessibility Validation and Reporting    Sept, 09     Green
   Instrument
   Review baseline test findings for consideration into Integration Test     Sept, „09    Green

   Compile Integration Test scripts                                          Oct, „09     Green

   Execute Integration Tests                                                 Nov, ‟09     Green

   Record test results                                                       Dec, 09      Green

   Publish/Distribute findings – Communication to Vendor/PS                  Dec, ‟09     Green

   Establish testing objectives and approach                                 FQ4‟10       Green
HR/CMS V9 Upgrade



  Status of Usability Testing

                                      Task                                   Deadline     Status
   Establish usability testing guidelines                                     Aug, „09    Green

   Collect technical recommendations, during baseline test                    Aug, „09    Green

   Identify improvement areas (custom vs. delivered) via prototype reviews    Sept, ‟09   Green

   Apply usability changes to appropriate/identified areas                    Oct, ‟09    Green

   Plan and execute usability tests as part of System Integration Test        Jan, ‟10    Green
HR/CMS V9 Upgrade



  Agenda

     Status: HRCMS V9 Project
     Change Management
     Status: Time & Labor Project
     Review Items from Previous PAC (7/22/09)
     Multiple Job/Single Check Reporting
     GIC Eligibility
     Mail Drop/Sorting
HR/CMS V9 Upgrade



  Change Management

     Communications
       –   HR/CMS website is now live. Announcement went out Monday, 8/26/09.
           The Link is –www.mass.gov/hrd/hrcms
       –   Planned upcoming presentations to Payroll Users Group.
       –   Confirmations are being sent to identified participants in the upcoming
           Time and Labor Fit-Gap sessions (Sept, ‟10).
       –   Communicating with external and internal interface partners align
           expectations and review test plan activities.
     Training
       –   Training sustainability has been identified as a key risk that needs to be
           mitigated. Currently working to draft sustainable training model built on
           existing OSC training program.
HR/CMS V9 Upgrade



  Agenda

     Status: HRCMS V9 Project
     Change Management
     Status: Time & Labor Project
     Review Items from Previous PAC (7/22/09)
     Multiple Job/Single Check Reporting
     GIC Eligibility
     Mail Drop/Sorting
HR/CMS V9 Upgrade



  Time and Labor Update
     Pre Fit Gap last week
     Fit Gap Topics Planned:
       –   Manager/Employee Self Service
       –   Time Collection Devices
       –   Project Costing

     Time and Labor Advisory Committee is being formed.
     Time Collection RFI‟s have been submitted by vendors. Next step is to
      schedule presentations.
     Ongoing resource constraints, resulting from competing projects and
      tight budgets
HR/CMS V9 Upgrade



  Agenda

     Status: HRCMS V9 Project
     Change Management
     Status: Time & Labor Project
     Review Items from previous PAC (7/22/09)
     Multiple Job/Single Check Reporting
     GIC Eligibility
     Mail Drop/Sorting
HR/CMS V9 Upgrade



  Review Items from 7/22/09 PAC
     Additional Pay functionality:
      –   Separate Payments: will be limited use, especially the disabling of Direct
          Deposit. Defensive Queries may be needed to identify „not approved‟ use.
          Will need to review the current Chargeback (by Check) process.
          Otherwise no concerns. Will need to provide Instructions.
      –   Reviewed Tax Period Override functionality including WET Overrides thru
          CTR Payroll. No concerns. Will need to provide Instructions.
     MA Job Financial Page
      –   Consolidated View of statutory data. Edits on modifiable fields will be
          added. Will need to review Fiscal Year Roll and other FY End activities in
          another meeting. Otherwise no concerns.
      –   Reviewed the V9 move of Additional Pay Comments to General
          Comments. Discussed shared security on the Personal pages and
          Conversion. Will need to provide Instructions.
HR/CMS V9 Upgrade



  Agenda

     Status: HRCMS V9 Project
     Change Management
     Status: Time & Labor Project
     Review Items from Previous PAC (7/22/09)
     Multiple Job/Single Check Reporting
     GIC Eligibility
     Mail Drop/Sorting
HR/CMS V9 Upgrade

  Identify the Main Employee Record in a Multiple
  Job / Single check Process

     The Commonwealth currently produces payroll by creating Multiple
      Checks for Multiple Jobs Worked.
     With the upgrade to v9.0 the Commonwealth will create a Single
      Check for Multiple Jobs Worked.
     This creates opportunities for the delivery of some of the PeopleSoft
      Post Confirm reports and processes.
     The biggest issue present is how we will select the employee‟s “Main
      Job (empl_rcd)” for the reporting of Gross to net earnings, deductions,
      taxes, and the selection of the correct Mail Drop Id for the delivery of
      payroll checks and advices.
HR/CMS V9 Upgrade

  Identify the Main Empl Rcd in a Multiple Job /
  Single check env.

     Below is an example of a typical employee record where an employee
      has multiple jobs.

                                      Example of an EE record
                   EE                             Empl                                Object
      EE Id      status       Status Desc         Rcd #         Eff Date    Dept Id    Cd

         50000     T          Terminate            00       2/10/2005      OSC1000    C01
         50000     L            Leave              01       4/5/2006       HED1500    A01
         50000     A            Active             02       2/16/2005      OSC2100    C01
         50000     A            Active             03       4/23/2007      HED2000    A01
         50000     T          Terminate            04      12/31/2006      JUD1000    C01
         50000     U      Terminate with Pay       05       1/16/2008      HED2500    C01
         50000     T          Terminate            06       8/9/2008       JUD1500    A01
         50000     A            Active             07       1/1/2008       OSC3000    A01
HR/CMS V9 Upgrade

  Identify the Main Empl Rcd in a Multiple Job /
  Single check env., cont.

     The v8.1 system sorts by:
      1.   Employee Status (alpha) then by
      2.   Effective Date (descending order, most recent)

     See V8.1 example below (issue: most recent Eff Dt is not
      always accurate)




                     #1                            #2
HR/CMS V9 Upgrade

  Identify the Main Empl Rcd in a Multiple Job /
  Single check env., cont.

       The V9.0 system will sort by:
         1.   Employee Status (alpha) then by
         2.   Object Code (A before C) then by
         3.   Empl Rcd# (ascending – closest to 0)

                 #1                             V9.0                                 #2
                  EE                                                                 Object
      EE Id     status       Status Desc        Empl Rcd #    Eff Date    Dept Id     cd
      50000       A             Active             03        4/23/2007    HED2000   A01
      50000       A             Active             07         1/1/2008    OSC3000   A01
      50000       A             Active             02        2/16/2005    OSC2100   C01
      50000       L             Leave              01         4/5/2006    HED1500   A01
      50000       U       Terminate with Pay       05        1/16/2008    HED2500   C01
      50000       T           Terminate            06         8/9/2008    JUD1500   A01
      50000       T           Terminate            00        2/10/2005    OSC1000   C01
      50000       T           Terminate            04        12/31/2006   JUD1000   C01
                                                  #3
HR/CMS V9 Upgrade

  Identify the Main Empl Rcd in a Multiple Job /
  Single check env., cont.

     Benefits of this new approach:
      –   Where Employee Status is the same, will consider the A Object
          Code over C.
      –   If Object Code is the same, will assume the Employee Record
          closest to ‟0.
HR/CMS V9 Upgrade



  Agenda

     Status: HRCMS V9 Project
     Change Management
     Status: Time & Labor Project
     Review Items from Previous PAC (7/22/09)
     Multiple Job/Single Check Reporting
     GIC Eligibility
     Mail Drop/Sorting
HR/CMS V9 Upgrade



  GIC Eligibility
     Selection is triggered by changes to EE Job record

     Current V8 methodology:
       –   HR enters the Job related Hire/Modify data and selects between the 59
           available choices the appropriate Benefit Program

     Interface:
       –   Selects all non contractor (CN) position types and includes PT - FT hours
       –   Identifies Confidential employees
HR/CMS V9 Upgrade



  GIC Eligibility, cont.

     New V9 methodology:
       –   HR enters the Job related Hire/Modify data and selects the appropriate
           Benefit Program (still required)

     Interface:
       –   Sends non contractor Benefit Programs (benefit program <> CON, NUL or
           HSP) with PT - FT hours
       –   New field sent: Benefit Program
       –   Confidential employees will either use MGR Benefit Program (existing) or a
           separate program specific for Confidential Employees
HR/CMS V9 Upgrade



  GIC Eligibility, cont.
     What does this mean to the agencies? No process change.
     Position Type on the Position Table is no longer a factor in the
      eligibility of benefits.
     The selection of the Employee Benefit Program for each Employee
      Record continues however it becomes more important as it is now a
      determinant for GIC eligibility.
     Project is reviewing all 59 Benefit Programs to consolidate or expand
      where possible.
       –   For example : Confidential Employees currently share Manager
           Benefit Program – “MGR”
HR/CMS V9 Upgrade



  Health Connector Eligibility
     Selection is triggered by changes to EE Job record and HIBO Page.
       –   Current V8 methodology:
                HR enters the Job related Hire/Modify data including Benefit Program
                HIBO page is updated or the automated batch process identifies any
                 new hires.
       –   Interface:
                Selects all employees who are in non benefited position types (SE,
                 BM, EQ, NO, CN, SP, SU, PD, TM)
                   – Selects all Part Time employees whose Job Data standard hours
                     are less than one-half of the employee‟s position standard hours
                     (less than FT).
                   – Sends QED 45 from date of entry into HIBO Panel.

                Employee has 45 days to log in to CCA and choose coverage.
HR/CMS V9 Upgrade



  Health Connector Eligibility, cont.
     New V9 methodology
       –   HIBO Page is removed from V9
       –   HR enters the Job related Hire/Modify data including Benefit Program

     Interface
       –   Selects all employees tied to a contractor Benefit Program (Benefit
           Program = CON, NUL or HSP), or
       –   Selects Part Time employees whose Job Data standard hours are less
           than one-half of the employee‟s position standard hours (less than FT)
       –   Sends expiring QED = 45 days
HR/CMS V9 Upgrade



  Health Connector Eligibility, cont.
     What does this mean to the agencies? No HIBO.
     Position Type on the Position Table is no longer a factor in the
      eligibility of benefits
     The selection of the Employee Benefit Program for each Employee
      Record must continue however it becomes more important as it is
      becomes a determinant for CCA eligibility.
HR/CMS V9 Upgrade



  Agenda

     Status: HRCMS V9 Project
     Change Management
     Status: Time & Labor Project
     Review Items from Previous PAC (7/22/09)
     Multiple Job/Single Check Reporting
     GIC Eligibility
     Mail Drop/Sorting
HR/CMS V9 Upgrade



  Mail Drop/Sorting
     Strong Fit-Gap response.
     Will exist in Job > Employment Data under a new custom MA_Service
      Data Tab.
     Carrying over same functionality as is currently in V8.
HR/CMS V9 Upgrade



  Mail Drop/Sorting, cont.
HR/CMS V9 Upgrade



  Additional Questions?
E-Verify
What is E-Verify

   E-Verify is an Internet-based system operated by the
    Department of Homeland Security (DHS), U.S.
    Citizenship and Immigration Services (USCIS) that
    allows employers to verify the employment eligibility
    of their employees, regardless of citizenship. Based
    on the information provided by the employee on his
    or her Form I-9, E-Verify checks this information
    electronically against records contained in DHS and
    Social Security Administration (SSA) databases.
What Happens Next?

   CTR / ANF to sign a Memorandum of
    Understanding regarding use of E-Verify
   Current Plan is to submit verifications from
    system (Similar to current SSN Verification
    Process)
   Policy and Procedures to come
What is the department responsibility?

   Make sure you complete I-9 process
    correctly!

   Confirm all employment eligibility at time of
    hire
Retirement
Healthcare Contribution Program

   Employees who file an application for
    retirement after August 7, 2009 and on or
    before October 1, 2009 for a retirement date
    not later than January 31, 2010, will retain a
    health insurance premium contribution of
    15%
   Employees who file an application for
    retirement after October 1, 2009 will have a
    health insurance premium contribution of
    20%.
GIC Retiree Health Plans

                                   RETIREES
                                    Retired after
                                                    RETIREES
                RETIREES            July 1, 1994
                                                     who filed for
               Retired on/before      and who
                                                      retirement
               July 1, 1994 and       filed for
                                                     after Oct. 1,
                 SURVIVORS           retirement
                                                         2009
HEALTH PLANS                         on/before
                                    Oct. 1, 2009




                  10%                15%              20%
Eligibility

To be eligible for the program, all of the
  following conditions must be met:
   –   You must be a member in active service of the
       State Employees' Retirement System.
   –   You are eligible for a superannuation retirement.
   –   You are paid through HRCMS or the UMass
       equivalent system and,
   –   You apply for retirement within the required dates
Sick & Vacation Buyouts

Sick and vacation time will be divided into four
  equal payments. The disbursement dates
  are as follows:
 January 31, 2010
 July 1, 2010
 July 1, 2011
 July 1, 2012
Deferral under Smart Plan

   Only the first payout is eligible for deferral
    under the 457 Smart Plan since no deferrals
    are allowed after 2 ½ Months after
    separation
   No additional Cash Incentive amounts can
    be deferred
   Earning code ERI for “Cash Incentive”
Payroll Reminders




        Kevin McHugh
End of Accounts Payable

   “AP” earnings codes were removed from
    HRCMS
   PPA for dates prior to July 1, 2009 was shut
    off from Payline (departments should contact
    their HRD Analyst for details on „Record
    Only‟ Adjustments)
   See report HMPAY037 for all detailed activity
    shut off from pay (available after every calc)
Deficiency Payroll

   Prior year payments are authorized expenses that
    were incurred in a prior fiscal year but the
    Department did not recognize that these expenses
    were incurred or the expenses were recognized after
    the end of the accounts payable period.
   Department‟s current fiscal year account is charged
    back by the Office of the Comptroller in order to
    support the expenditure.
   CTR APB Contact is John Newell 617-973-2658.
Deficiency Payroll

Steps:
 Request to CTR APB for approval
 Transfer $$ to CTR account
 Dept enters Prior year deficiency (PYD) code in
  HRCMS Payroll for Current FY charges
 Based on information from dept, CTR payroll
  processes cross departmental rule and labor
  distribution to charge CTR account
  (EPPA/DEPTE)
Year End Deadlines

   Receipt vouchers for pay period ending 12/05,
    submitted to TRE 12/18
   Receipt vouchers for pay period ending 12/19,
    submitted to TRE 12/31/08
   Please do not wait until last minute with your
    questions
   HCSA/DCAP/HCSAF and COMECC Deduction
    Fields will be auto end-dated
   Other Year End activities will be reviewed at the
    December Meeting
SSA Mismatch

   Run more frequently by CTR
   Based on the DOR-CSE New Hire Report
   Instructions will be sent to each department
    as needed.
   SSA Report - HMTAX014
MBTA Update

                   *Number of
Pay Period             passes     For Month              **Amount of passes

        1/3/2009           5950         February-09                      $557,203.00

       2/14/2009           6000           March-09                       $561,601.00

       3/14/2009           5975               April-09                   $558,684.00

       4/11/2009           5993               May-09                     $560,447.00

        5/9/2009           5949               June-09                    $556,083.00

        6/6/2009           5919               July-09                    $549,804.00

        7/4/2009           5867           August-09                      $544,071.00



    Coordinators are asked to verify their deductions
     and report any errors to the MBTA New Orders
     Inbox for refunds.
    Refunds are less that 1%
HIRD Compliance

   Applicable to all employees (GIC-eligible and
    Non-GIC eligible) who do not have health
    insurance coverage
   Forms Due
   30% compliance rate (August)
   Contact Anne McKenzie at 617-727-2310
    ext. 7021
HRCMS Tracking

   Track all HIRD responses in HRCMS
   Signature Date identifies Form received
   Report MBEN021R: Departmental HIBO
    Report will be available to identify where a
    HIRD Form is needed
   See HRCMS JobAid
Deferred Compensation - reminder

   Watch for over-contribution to deferred
    compensation plans
    –   $15,500 under age 50
    –   $20,500 over age 50
    –   $31,000 3-year catch-up.
   Follow instructions from Great West on refunds of
    deductions (handout)
   Have your refund requests in to Great West by
    December 1st
Smart Plan



             Rob Young, GWRS
SMART Plan Agenda
Presented by Rob Young, Account Manager
 OBRA
  – OBRA Reference Guide
  – OBRA Reminder
 Early Retirement Discussion
  – Unused sick / vacation deferral
  – Lump sum deferral
 Excess Contribution Refund Procedure
 Questions
OBRA Reference Guide

              New Tool for Payroll
               and HR Professionals
OBRA Reminder
           All temporary, seasonal
            or part-time employees
            classified as OBRA are
            required to complete a
            Participant Enrollment
            form
           The enrollment form
            provides Great-West with
            – Participant Address
            – Participant Date of Birth
            – Beneficiary Names
Early Retirement Discussion
 Unused sick / vacation deferral

 Lump sum deferral
Refund Procedure
 Submit excess contribution refund requests to
  Jane Waldron in the Cash Management
  Department of the State Treasurer’s Office.
 Cash Management will forward corrections to
  Great-West and provide authorization to
  process the refund.
 Great-West will process a withdrawal from the
  participant’s account and overnight a refund
  check to the Cash Management Department.
 Cash Management will forward refund check to
  the agency and arrange for a correction to the
  participant’s payroll history via the
  Comptroller’s Office.
Refund Procedure (cont.)
                 Submit requests
                  for refunds
                  ASAP, before
                  year-end;
                  otherwise your
                  agency runs the
                  risk of having to
                  issue a W-2C.
Questions?




        Thank you
PayInfo




   Kevin McHugh
PayInfo

   Great employee benefit
   More departments coming on board
   Some departments going paperless
Trends– PayInfo
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   25.0%

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Payroll Accounting




        Kevin McHugh
PAYROLL REJECTS

                       Payroll Reject % During Split Year and AP Payrolls


  7.00%



  6.00%



  5.00%



  4.00%



  3.00%



  2.00%



  1.00%



  0.00%
          2004 2005 2006 2007 2008 2009 2004 2005 2006 2007 2008 2009 2004 2005 2006 2007 2008 2009 2004 2005 2006 2007 2008 2009
            Split Year                              AP 1                         AP 2                        AP 3
AP and Split Year Payrolls are Unique
Best Split Year & AP Ever

   Departments are better informed and
    assisted in managing their budgets
   Paying employees on-time is a high priority
   Despite the uniqueness and difficulty of the
    season, CTR and Department staff learned
    from past years and corrected issues before
    payrolls run
   All of you are great Partners
LCM Adjustment Processing




            Kevin McHugh
LCM Adjustment Processing




            Kevin McHugh, CTR
“This LARQ Is Too Big!”

Remedies:
 Specify the employee(s)
 Specify the pay period(s) or
  accounting period
 Specify the appropriation
  and other accounting
  elements
 Set a $$$ cap on the LARQ
Exclusion Criteria do not work
“This LARQ Is Too Small!”

   If LARQ is generated from
    Labor History, remove any
    criteria that do not apply to
    all records that you want to
    adjust – for example:
    –   Pay Event Dates – Use Pay
        Period dates instead
    –   Pay Event
    –   Home Unit
    –   Detail accounting elements
“This LARQ Is Too Small!”

   A rule must authorize charges from an
    employee‟s position-assigned account to the
    account specified in the revision criteria
    –   The position-assigned account might not be the
        account from which charges are being adjusted
                      Rule allows Account A (Bob‟s position account) to
                      charge Account B
                      DEPTE assigns Bob to Account B
                      No rule allows Account A to charge Account C
                      Kathy can‟t make Bob‟s charges “jump” from
                      Account B to Account C
“This LARQ Is Too Small!”

   Records may be not be selected (“locked”) if:
     –   Rejected PRADJs or PRLDEs or PRLIFs are adjusting the
         same records
               Correct any PRLDEs or PRLIFs before you create LARQs for
                a payroll that just ran
     –   Another LARQ is adjusting the same records
               Make sure that criteria do not overlap if you‟re creating multiple
                LARQs at the same time
               If you‟re using LARQs to adjust the same labor history to
                multiple accounts, multiple LARQ cycles may be needed
                  –   You can use a Labor Distribution Profile to split the charges and
                      process the adjustment at once
LARQ 1 - $200                                                               LARQ 1 – Uses LDPR
 to Account A                                                               that splits:
                                                                            20% - Account A
LARQ 2 - $500                 LARQ 3 - $300                                 50% - Account B
to Account B                  to Account C                                  30% - Account C
“This LARQ Is Too Small!”

   Accounting elements (both selection and
    revision) must be valid in MMARS for the pay
    periods being adjusted
    –   Pay particular attention to program – program
        must be in effect for the entire range of pay
        periods in the LARQ


                                            This won’t work – change
                                            Start Date to 3/1/09!
“This LARQ Is Too Small!”

   A previous LARQ may have already
    adjusted labor history
    –   Dollar Amount = $0 in Labor History
   LARQs can only adjust actual labor
    history – not the predictive
   If the predictive is foretelling a LARQ,
    use LCM magic to fix the problem before
    payroll runs:
    –   DEPTEs to make changes to default
        accounting
    –   EPPAs to post exceptions for a specific
        period
“This LARQ Is Too Small!”

   Find out why a LARQ did not process rather
    than create the same LARQ again (and
    again)




                                Delete or correct LARQs
                                that do not process –
                                otherwise, those LARQs
                                will be “processed” twice a
                                day forever!
“This LARQ Is Just Right!”

   Create LARQs from Labor History by
    Employee for specific adjustments
   Query the dbo.m_lcm_labor_history table in
    the Warehouse to validate your selection
    criteria
“This LARQ Is Just Right!”

   Enter all of your LARQ selection criteria in your
    Warehouse query
    –   Multiple employee IDs – Use OR in the query
    –   Pay Period Dates (or Pay Event Dates) – Use >=
        and <= for From and To or use run_number (Pay
        Period End Date in yyyymmdd1 format)
Holiday Payroll

 Thanksgiving falls on Thursday 11/26 and may
   impact Paycheck Distribution
 No Impact to Direct Deposit
 Christmas falls on Pay Day, Friday December 25 –
   current plan is to pay on Christmas Eve,
   December 24th



                 OSC payroll unit staff
TSA 403B




   Kevin McHugh
TSA Plan

   Completed Plan before the original deadline
   Continued movement of employees off old
    plans to new contract vendors
   CTR website now has information for
    departments and employees
CTR Payroll Web
Questions?

								
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