Sheriff Webcast HRPayroll

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Sheriff Webcast HR/Payroll

• August 26, 2009 2-4PM
• Hosted by Office of the Comptroller (CTR)
• Human Resource Division
• Group Insurance Commission
• State Board of Retirement
• Information Technology Division

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Agenda

• Introduction to State Systems- Kevin McHugh
• Project Timelines- Tom Ledger
• Sheriff Department Checklist Activities
• Employee Checklist Activities

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Commonwealth Team Leads
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Commonwealth Systems

• HR/CMS HR/Payroll/Time
• MMARS Accounting/Accounts Payable
• LCM Payroll Expenditure
• MAGIC GIC Benefit Eligibility System
• Document Direct reporting tool
• Warehouse CIW - information repository
• SRB Retirement Systems

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HR/CMS -PeopleSoft Payroll Overview
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Objective

• Overview of PeopleSoft Payroll functionality

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Payroll and BenefitsKevin McHugh

• HR/CMS Scope of Functionality
• Schedule maintenance
• Time and Attendance
• Calculation of Earnings
• Pay Confirmation
• Exception reporting
• Benefits system interface
• Labor Cost Management
• Q A

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What is HR/CMS?

• Human Resources/Compensation Management System
• PeopleSoft based application
• Process payroll for 80,000 employees
• Utilized by all three branches of government

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5 Essential Process Components

• Position management
• Hire
• Time and attendance
• Payroll
• Employee maintenance

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Position Management
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Position Management
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Hire
Set Up Deductions
Position Management
Hire Workforce Personnel
GIC Benefit Forms are Completed
Benefit Election Forms
Maintain Benefits Plans and Programs
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Hire
Set Up Deductions

• Retirement
• General Deductions
• Union Dues
• Direct Deposit
• Savings Bonds

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Leave Accrual, Sick Leave, Use and Lose
Reports
New Hire
Setup and Process Leave
Workforce Time Attendance Information
Position Management
Time and Attendance Management
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Time and Attendance Management
Leave Accrual, Sick Leave, Use and Lose
Reports
Setup and Process Leave
Workforce Time Attendance Information

• Central/Departments setup leave plans
• Departments enroll employees in leave plans
• ITD executes leave accrual process

• Departments collect employees time
• Hours are classified using time reporting codes

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Time and Attendance
New Hire
M/Q/Y Reports
File Transfers
W-2s
Position Management
Distribute Labor through LCM
On/Off Cycle Payroll Processing
Treasury Processing
Perform Adjustments/ Retroactive Processing
Tax Payments
Payroll Management
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Payroll Management
Tax Payments

• Federal Reserve
• Department of Revenue
• Third Party Vendors

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Administer Training
Employee Maintenance
Planning Workforce
Maintain Employee Information
Track Grievances and Disciplinary Actions
Administer ADA
Planning and Administration for AA/EEO
Manage Performance of Employees
ADA File
HRD Audits Civil Service Changes
AA/EEO Reports
(Exec. Branch Only)
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Leave Accrual, Sick Leave, Use and Lose
Reports
Set Up Deductions
Add/Modify Positions
CEO
M/Q/Y Reports
Electronic Files
Setup and Process Leave
Workforce Time Attendance Information
W-2s
Manage Job Classifications
Hire Workforce Personnel
Distribute Labor through LCM / /MMARS
GIC Benefit Forms are Completed
Benefit Election Forms
On Cycle Payroll Processing
Treasury Processing
Maintain Benefits Plans and Programs
Perform Adjustments
Tax Payments
Maintain Employee Information
Planning and Administration for AA/EEO
Maintain Payroll Information
Manage Performance of Employees
AA/EEO Reports
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Processing Tables

• Paygroups
• Pay Calendar
• Earnings Codes/Earnings Programs
• Deductions/Benefit Programs
• Garnishment Rules/Disposable Earnings Definition
• Workgroups/Time Reporting Codes

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Tax Tables

• Company State and Local Tax Table
• Tax Locations
• Federal/State/Local Tax Tables
• Tax Reciprocity Tables

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Employee Data

• Personal Data
• Employment Data
• Job Data
• Federal/State/Local Tax Data
• Tax Distribution

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Employee Data (cont.)

• Deductions/Benefits
• Garnishments
• Additional Pay
• Time Recording Workgroups
• Work Schedules

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Payroll Processes

• Pay Calendar Build
• Paysheet Build
• Payroll Calculation/Predicted Funds Availability
• Payroll Confirmation/Actual Funds Availability
• Treasury Interface

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Time Collection

• Exception based for employees on schedule
• Positive pay for Contract Employees
• Some departments created 3rd Party time
  collection applications to collect and approve
  time entered by employees
• Generally, Time Entry in HR/CMS (Time Keepers) a
  central department activity based on time sheets
  / Time Logs

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Codes, Codes, and More Codes

• In moving from County Systems systems to HR/CMS,
  the number of codes used for Time reporting and
  Earnings will be reviewed and mapped as needed

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Pay Confirmation - Production

• System Down every other Tuesday for Department
  Users
• Iterative Calculation process- 2 Pay Calcs before
  Final confirm
• First Calculation Checklist
• Check Reversals
• Department/Helpdesk Requests
• Tax Overrides
• Tax Refunds

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Pay Confirmation - Production

• Second Calculation Checklist
• Report Name
• Payroll Error Messages (Baseline report)
• Net Pay lt 10 (Custom)
• Gross to Net (Custom)
• Hidden Error Messages (Custom)
• Negative Deductions (Custom)
• Negative Taxes (Custom)
• Oracle SQL Queries
• Unconfirmed Off-Cycle Paychecks
• Employees with Parking and Zero Gross
• Employees with Other State Tax

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Confirm Payroll

• Interface to Labor Distribution and Funds
  Availability
• Interface to Treasure for Check Writing Advice
  Printing EFT processing
• Interface to Treasury for Deduction Vendor and
  Payee Payments
• Deliver via Secured electronic delivery all
  deduction data detail to Vendors / Payees

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Labor Distribution (LCM) Business Requirements
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Objectives

• Provide an overview of Labor Cost Management
  (LCM)
• Discuss some of LCMs features and functions

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Management of Budgets

• Driven by the
• Predictive Payroll Process (6 times a pay period)
• Funds Availability Processor
• Allows departments to allocate costs to more than
  one budgeted account ( i.e. cost sharing)
• Allows department to correct errors and refund
  accounts

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Control of Inter-departmental Charges

• Allows CTR control of payroll expenditures
  through use of rules
• Typically used for
• Settlements Judgments to CTR Settlement Fund
• Pay of back pay for employees who transferred
  from another department

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Enforcement of Provisions of State Finance Law

• CTR ensures that Statutory language exists to
  justify the use of an appropriation to support
  payroll charges
• LCM will edit that a CTR approved rule exists
  prior to allowing charges to be incurred
• LCM is timeline maintained to end approved rules
  based on State Finance Law

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Internal/External Cost Accounting Reporting

• Supports reporting for Federal Grants, ISAs,
  Capital Projects, etc
• Provides data on employee labor for management
  reporting and analysis
• In LCM this data is captured using cost and
  detail accounting COA elements
• Labor History is available in the Warehouse for
  extraction and reporting

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Concepts Functional Areas
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LCM Functional Areas

• PeopleSoft Adapter
• LCM Rules
• Labor Distribution
• Funds Availability
• Posting
• Adjustments
• Inquiries and Reports
• Labor History Maintenance
• Cancellations and Refunds

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• PeopleSoft Adapter
• Used to extract, transform and load relevant data
  from PeopleSoft HR/CMS to ADVANTAGE LCM.
• HR/CMS provides
• Position Data
• Employee Data
• Reference Table information
• Pay Details by Employee/Check

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• Labor Distribution Rules
• Rules are essentially edits that occur during the
  creation of labor defaults/exceptions, as well as
  funds availability processing
• Position Authorized Accounting, Alternate
  Accounting, etc.
• Enforces statutory compliance for payroll

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• Labor Distribution Process
• Allocates labor across accounting distributions.
• Includes concept of LCM precedence order.
• MMARS COA is used

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• Funds Availability
• Addresses business requirements associated with
  predictive payroll processing.
• Checks statutory (account) balances prior to
  posting.
• Allows for alternate account processing
• Establishes payroll specific controls for
  account balances.
• Will provide funded employee interface file to
  HR/CMS.

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• Posting
• Posting occurs after funds availability
• Posts all Payroll costs and defaults Payroll
  Rejects to a default account.
• Includes creation of reallocation documents
  (payroll adjustment documents)

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• Adjustments
• Addresses business requirements for individual
  labor history adjustments
• Defines concepts for mass adjustments of labor
  defaults, labor exceptions, and labor history.
• Creates Summarized Payroll Correction Documents
  based on detail Labor History.

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• Inquiries and Reports
• Addresses business requirements related to user
  information needs.
• Employee/Position Information
• Labor History
• Supports query needs for adjustment processing.
• Rules Information
• User Interface categorized in Activity Folders

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Cancellations and Refunds

• Cancellations and Refunds functionality in LCM
• Expense reduction model
• Revenue model

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Timeline Maintenance

• Allows entry of various information for specific
  time periods within a timeline, rather than for a
  specific payroll period or fiscal year.
• Used by
• Employee Labor Defaults,
• Position Information,
• Pay Event Information, etc.
• Potentially saves time and data entry effort.

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Payroll Documents/Adjustments

• MMARS Payroll Documents
• PREXP Posts Accrued Expenditures
• PRLIF Adjustment Document for Payroll rejects
  due to Insufficient Funds
• PRLDE - Adjustment Document for Payroll rejects
  due to data errors
• PRRFC Payroll Refund Document
• PRRFP Payroll Refund of Prior FY Expenditure
• PRADJ/LARQ LARQ selects and summarizes Labor
  history and PRADJ posts the correction in MMARS

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Labor History Adjustments

• Use the LARQ document to select/exclude criteria
• Adjust by Document
• Adjust by Labor History Criteria
• COA elements, Home Dept/Unit, Pay Period, etc.
• The Labor Cost Reallocation Process/Doc Generator
  then creates the appropriate PRADJ documents

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Questions?
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GIC - MAGIC
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Hiring Employees in HR/CMS starts the Enrollment
Process in MAGIC

• Interface send demographic information to MAGIC
  as well as job attributes to confirm eligibility
• Regular employee designated by type of position
  held
• Part Time Employees (gt20hrs Week for 40 hour
  standard workweek or gt18.75 for 37.5 standard
  work week)
• Union and Non-Union indicator for dental/vision
  eligibility

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Team will work with Sheriffs to have a file for
enrollment purposes for GIC

• Need specific data by October 12 so employees can
  begin Shopping for health plans and begin the
  enrollment process

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Project Timelines

• Tom Ledger

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High Level Timeline
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Sheriff Activities

• Create a file for uploading Employee Data
• ITD will provide data layout including which data
  is required, and if not available, the default
  value
• ITD, CTR HRD will assist in data definition
  (_at_180 required and optional pieces of data)
• Type of data includes personal data (SSN, Name,
  address) Tax Data (W-4) Employment data
  (position, hire date) and Deduction/ Direct
  Deposit data

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Sheriffs Action Items

• Participate in Configuration Reviews
• Identify Staff needing Training in each of the
  systems
• Plan for Employee Verification process
• Participate in Training and Testing

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Commonwealth Action Items

• Provide Sheriffs with a project plan Team
• Train staff in Payroll, Payroll Accounting and
  Financial systems CTR
• Train Staff in HR processing HRD w/ existing
  state sheriff departments staff
• Enroll in Health Benefits- GIC
• Enroll in State Retirement Team and TRE

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Sheriff Checklist - Deductions

• Compile inventory of all payroll deductions and
  New Vendor Package for deductions not currently
  offered by the Commonwealth (Typically Union
  Dues) Commonwealth Lead CTR Toni Ivers
• Distribute to employees a list of voluntary
  deductions to prepare for any deductions the
  employee elects for December/ January Payroll

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Sheriff Checklist - Retirement

• Collect new retirement enrollment forms from
  employees
• Encourage the employees to fill them out online
  before handing them in.
• Link on Treasurers Retirement Home page
  (mass.gov/retirement)
• Go to enrollment forms (Sheriffs Transition)

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Sheriff Checklist - Garnishments

• Compile and send all garnishment orders to CTR
  for processing.
• Policy at http//www.mass.gov/Aosc/docs/policies_
  procedures/payroll_lcm/po_pr_wage_garnish.doc
• Garnishment taken for Chapter 13 Bankruptcy IRS
  Tax Levies Child Support Orders DOR Levies
  Spousal Support Orders Student Loan Repayments
  DTA overpayments DMA overpayments Court Ordered
  Employer Wage Garnishments (Only if the
  Commonwealth is specifically listed as the
  employer)
• No voluntary wage garnishments Employees would
  need to use Direct Deposit instead
• CTR Lead Geri Pondelli

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Sheriff Checklist - Training

• Apply for a UAID for employees needing training
• Training Approach will include instructor led
  web buddying with other Sheriff Departments
  and hands-on in test environment of converted
  data

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Upcoming events of Interest (Statewide- not
specific to Conversion)

• Payroll User Group September 9
• HR/CMS Upgrade Time and Labor Fitgaps
  September 1, 10, 16, 17, 2009
• CFO Meeting November 19, 2009