Customized Reports for Payroll Processing-Session 1003

1. Customized Reports for Payroll Processing-Session 1003 Patsy Havenstein Division of Human Resources, Patsy@ksu.edu John Letourneau Office of Information Systems, jml@ksu.edu Kansas State University

2. Outline • Overview of K-State • Achieving Data Integrity • Automated Functions • Post Payroll Reports

3. Kansas State University Overview • Fall 2000 Enrollment = 21,929 • Over 10,000 Active Employees • Land Grant Institution with employees in 105 Kansas counties and other states as well as employees with federal benefits • Process payroll for K-State plus 4 affiliated corporations

4. PeopleSoft Users at K-State • About 400 PeopleSoft Users • Majority of data entry in Position, Job, Benefits, Deductions, Payroll, etc. is centralized— entered by HR & Budget Office Staff

5. PeopleSoft Implementation/Upgrade • Dec 95 - Implemented PS 4.0 HRMS with Base Benefits & Payroll • Jun 98 - Upgraded to PS 6.01 Public Sector • Oct 99 - Upgraded to PS 7.51 HRMS Education &Government • Oct 01 - Upgrade to PS 8 HRMS

6. Achieving Data Integrity Goal • - To Reduce Adjustments Through Data Integrity While Improving Customer Service • Process • Examples • Statistics • Results

7. Process • Review and Chart Adjustments • Group Adjustments • Determine Controllable Adjustments • Determine Largest Problems • Determine Rules • Write Edit

8. Examples • Tax Edit Report • Benefit Edit Report • General Deductions Edit Report • Job Edits Report

9. Tax Edit Report • Exempt from FICA, Subject to SUT • Subject to FICA, Exempt from SUT • Federal Special Tax Withholding Status = Do Not Maintain Taxable Gross & Do Not Withhold Taxes • Non-Resident Aliens - Additional Withholding not equal $15.30

10. Tax Edit Report (continued) • Student Employee not Enrolled • Employee Exempt from FICA • Federal Withholding Allowance not equal State Withholding Allowance

11. Tax Edit Report (continued) • Employee with Federal Benefits with State Unemployment Tax • Employee with Federal Benefits Enrolled CSRS retirement with OASDI • Employee with Federal Benefits Enrolled FERS Retirement without OASDI

12. Benefits Edit Report • Employee Enrolled in Health Benefits not Dental • Employee Elected Coverage Health Benefits Waived Coverage Dental • Employee Enrolled State Retirement no Group Term Life Deduction

13. Benefits Edit Report • Employee Enrolled in Benefits Eligible Program Not Enrolled in Retirement • Employee Enrolled in Benefits Eligible Program Not enrolled in Health Benefits • Employee Working less than .5 FTE not Eligible for Benefits

14. General Deduction Edit Report • Employee Missing General Deductions Required by State of Kansas • Employee with Federal benefits with Workers Compensation • Affiliate Employee with Invalid General Deduction.

15. Job Edit Report • Employee in Multiple Companies Mapped to the same Benefit Record • Employee in Same Company & Paygroup Not Mapped to the same Benefit Record • Some Employees cannot have Add Pay

16. Job Edit Report • Compensation Frequency not equal Type of Employee • Potential Overpayment of Hourly Employee • Student Employee in Benefits Eligible Program

17. Statistics

18. Results • Reduced Phone Calls & Complaints • Reduced Off-cycles & Retroactive Funding Transfers • Reduced Time to Process Reports & Remittances • Took on Additional Duties • Left Position Vacant

19. Processes Before Payroll • General Deduction Insert • Step Increase Programs • Longevity Bonus Process • Leave Plan Insert

20. Processes During Payroll • Time and Leave Load • Imputed Income • Salary Hours Adjustment

21. Processes After Payroll • CWSP Funding • Leave Accrual Adjustment • Payroll Payments by Account Report

22. Processes After PayrollPayroll Payments by Account • Funding Info by Pay Period • On or Off Cycle • By Department • By Voucher Number • By FRS Account Number

25. Questions

26. Customized Reports for Payroll Processing-Session 1003 Patsy Havenstein Division of Human Resources, Patsy@ksu.edu John Letourneau Office of Information Systems, jml@ksu.edu