1 FOUNDATION LEVEL TRAINING PAYROLL and TIME ENTRY

1

FOUNDATION LEVEL TRAINING FOUNDATION LEVEL TRAINING

PAYROLL and

TIME ENTRY

2Payroll & Time Entry Foundation Level

ROADMAP TO SUCCESSROADMAP TO SUCCESS

Drive Your Own Drive Your Own LearningLearning

Travelers on today’s journey will discover

New Business Processes, how SAP

roles are changing and arrive at the rest stop where they can

make decisions about continuing their

journey on their Road To Success

ProcurementProcurementPlacePlace

ProcurementProcurementPlacePlace

HR HR HighwayHighway

HR HR HighwayHighway

BudgetBudgetBoulevardBoulevard

BudgetBudgetBoulevardBoulevard

ESS ESS ExpresswayExpressway

ESS ESS ExpresswayExpressway

MSSMSSMallMallMSSMSSMallMall

PayrollPayrollParkwayParkwayPayrollPayroll

ParkwayParkway

e-Learninge-LearningAcademyAcademy

e-Learninge-LearningAcademyAcademy

Rest StopRest StopRest StopRest Stop


ROLE DESCRIPTIONROLE DESCRIPTION

Payroll Contact– Research and communicate payroll issues to

management and/or employees– Enter attendance and absences into SAP system

according to payroll schedules– Performs all payroll tasks in departments and schools– Access to SAP depends upon Security Role– Payroll Contact will have access to display data on all

Broward employees – Run attendance/absence reports for audit

documentation


NEW TERMINOLOGYNEW TERMINOLOGY

Cross Application Time Sheet (CATS) – Absences and attendances will be entered into SAP via CATS transactions and can be entered for a single or multiple employees on the same screen for the entire payroll period. Time will also be imported from external systems (KRONOS and COMPASS).

Days Paid Concept – For Contract Employees only, all days from the first day of their calendar to the last day of their calendar, excluding weekends, are considered as “Paid Days”; this includes all days worked, holidays, and all days off, both paid and unpaid, excluding Saturdays & Sundays. The Annual Contract Salary and hourly rate for additional positions will not be affected.

Perpetual Calendar – A continuing calendar that crosses over fiscal years without interruption and is not tied to the school calendar. Pay periods on a Perpetual Calendar consist of 10 weekdays (excluding Saturdays and Sundays) and are paid on the Friday after the pay period ends (i.e. see handout).

Retro or Adj. (Adjustments) - An adjustment made to an employee’s pay for a prior pay period. This term will eliminate “Difference from pre” from the paystub.


Sample Remuneration Statement (DRAFT)


PayrollPayroll

Paystub - New LookDetail on 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 remuneration statement: “Difference from Pre”

instead provide a “Retro” or “Adj.” column for each type of pay (primary, secondary, supplements…)

“EQ Adjustments”


Work Days versus Paid DaysWork Days versus Paid Days

$0.00$2,200.00$2,200.00

$0.00$550.00$611.119/28

-$61.11$550.00$611.119/21

-$122.22$550.00$488.899/14

-$61.11$550.00$488.899/7

on paid dayson work days

DifferenceSalary basedSalary basedWeek Ended

Unpaid Holiday

30

29282726252423

22212019181716

1514131211109

8765432

1

SFThWTMS

SEPTEMBER 2007

20 paid days in the month

18 work days in the month

Employee paid $2,200 per month

2,200/20 = $110 per paid day 2,200/18 = $122 per work day

FACTS


Work Days versus Paid Days - ContinuedWork Days versus Paid Days - Continued

Paid Days$21.367.0$149.53214$32,000

Work Days$23.327.0$163.27196$32,000

RateHourlyHrsDaily RateDaysSalary

$32,000 Annual Salary

196 Work Days

214 Paid Days

FACTS

**

**Equals days unpaid: 9/13/07, 11/23/07,Equals days unpaid: 9/13/07, 11/23/07,12/24/07 thru 12/28/07, 12/31/07, 1/02/08 thru 12/24/07 thru 12/28/07, 12/31/07, 1/02/08 thru 1/04/08,1/20/08, 3/21/08, 3/31/08 thru 4/04/081/04/08,1/20/08, 3/21/08, 3/31/08 thru 4/04/08


August 2008August 2008

• Pay period begins on August 4 and ends on August 17

• The employee starts work on August 12 (estimated)

• The employee is paid on August 22 for four days

Est. School Start Date

Start/End of pay period

Employee reports to work

Employee receives check

21

5432131

30292827262524

23222120191817

16151413121110

9876543

SFTWTMS ⌂

⌂

Sample First Pay Date Information in School Year 2008-09


Key Improvements: PayrollKey Improvements: Payroll

Current State Future State“Equalized Pay” Pay for all days worked and holidays from the first

day of the calendar to the last day of the calendar (AKA, Paid Days)

Eliminates advance pay Eliminates largest cause of overpayments Eliminates need for “EQ Adjustments”

Annual contract divided by 22 checks (196 day calendar) for gross pay per pay period

Annual contract divided by number of Paid Days (214 for standard 196 day personnel) times the number of days in a pay period (generally 10 days except for 1st and last checks)

Daily Rate based upon annual contract amount divided by196 days (or the appropriate # of calendar days)

Equalized Daily Rate based upon annual contract divided by 214 days for standard 196 day personnel

Additional hours, secondary position and OT rates based upon 196 day contract rates

Balance of contract upon termination

Upon termination, employees are paid through their last day worked at the Equalized Daily Rate

Future StateFuture StateCurrent StateCurrent State



Current State Future StateChanging Pay dates Perpetual Calendar with set bi-weekly pay dates

Pay dates are customized around winter/spring breaks

Pay dates will be every other Friday, unless Friday is a bank holiday in which case payment will be distributed the day before

Equalized first check is received on the second Friday after starting work

For those employees on the AA payroll schedule the first check is received on the second Friday but only for days worked in the first week

Direct deposit to two financial institutions appearing on two remuneration statements

Direct deposit to up to 5 financial institutions on one paystub

Dues for PBA are paid over 26 checks

20 standard deductions for PBA dues

Employees can have dependent coverage even if dependents are not entered into SAP

Employees will not have dependent coverage available if their dependents are not entered into SAP




Future StateTSA deductions are based on an annual amount deducted evenly from all paychecks

TSA deductions can be based on either a fixed dollar amount or a percentage of the gross pay per paycheck with an annual cap

TSA deductions, garnishments and taxes are not taken from Summer Pay Option checks

TSA deductions, garnishments and taxes will be taken from all checks including the Year Round Pay Option checks



Key Improvements: BenefitsKey Improvements: Benefits

Future State

Employees have 18, 20, 22, or 24 deductions related to health care

Health care deductions will be standardized to 18, 20 or 24 deductions, with certain employees moving from 22 or 24 deductions to 20

Eligibility and termination of health insurance coverage is based upon the employees’ first or last paycheck

Eligibility and termination rules will define when eligibility starts and ends

Eligibility rule: Coverage starts on the 1st of the month following a 30 day waiting period after the date of hire

Termination rule: Coverage ends on the last day of the month following continuation of coverage for 30 days after the termination date



Key Improvements: Year Round Pay OptionKey Improvements: Year Round Pay Option

Current State Future StateSummer Pay Option processed via post-tax deductions

Year Round Option - pre-tax calculation per IRS regulations:

– Selection must be made before reporting to work in the new fiscal year

– No changes can be made during the year– No early payouts due to hardship requests

Employee chooses amount of deduction for Summer Pay

Amount is system-calculated– 26 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



Key Improvements: Year Round Pay OptionKey Improvements: Year Round Pay Option

Current State Future StateOnly dues are deducted from Summer Pay

Health insurances, voluntary insurances (cancer, life, pre-paid legal, etc.), United Way and other similar deductions will not be deducted from Year Round Pay Option summer checks

Taxes, garnishments, TSAs and dues for FOPE will be deducted from Year Round Pay Option summer checks



Key Improvements: Time ManagementKey Improvements: Time Management

Current State Future StateLeave requests/approvals submitted on paper

Online SPR (Sick Personal Reasons) and Vacation Leave request available through ESS

Managers will be better informed of leave balances and staff availability when approving leave requests

Leave accruals posted at month’s end

Per-pay-period accrual of time quotas (Sick Leave / Vacation)

Accruals posted in fractions (half days for Sick Leave)

Miscellaneous Leave processes handled offline in various databases

New time quotas are being created for:Comp Time Sick Leave Transferred

Sick Leave Bank Sick Leave Donated

Leave Balances in SAP do not match Leave Balances appearing on Remuneration Statement

Employee Leave Balances for Sick and Vacation quotas will be displayed in ESS on a per-pay-period basis

Employees will be able to view historical Leave Balances via “snapshots” of the Remuneration Statement



KEY IMPROVEMENTS: TIME MANAGEMENTKEY IMPROVEMENTS: TIME MANAGEMENT

Time recording via CATS (Cross Application Time Sheet)– Single point of entry time– Absences and attendances can be entered for a single or multiple

employees on the same screen for the entire payroll period– CATS will replace the current ZA71 screen and minimize use of

PA61– Enhancements will allow display of leave balances and validation

of secondary positions of employees

Time from external systems (KRONOS & COMPASS) will be interfaced via CATS

Provides the ability to require District-wide systematic approval of time before it is paid


CROSS APPLICATION TIME SHEET CROSS APPLICATION TIME SHEET (CATS)(CATS)

CROSS APPLICATION TIME SHEET CROSS APPLICATION TIME SHEET (CATS)(CATS)

Displays 10-day pay periodDisplays 10-day pay period


Next StepsNext Steps

Description of Roles Decide who will be performing (and backing up) the following:

•School or District-based Administrator•HR Action Processor –HRAP (former PAF)•Payroll Contact•Budgetkeeper (Schools & Departments)•Inservice Facilitator (role changing by HRD)•Resource Coordinator•Requisitioner

Future Training NeedsStaff needs to register for training according to roles assigned


Future TripsFuture Trips

Drive Your Own Role-Based TrainingDrive Your Own Role-Based Training

Instructor Lead Training

Instructor Lead Training

BlackboardBlackboard

Learning Learning

CommunitiesCommunities

Learning Learning

CommunitiesCommunitiesAtomic

LearningAtomic

LearningElluminateElluminate


FAQ’s are available on the BRITE Website

Key Dates:

– Time entry begins the last two weeks of January 2008

– First Payroll is 2/8/08 for AA Schedule

– First Payroll is 2/15/08 for BB Schedule

– End user training begins 12/01/07

– SAP Navigation will be available online 09/01/07

• (pre-requisite for role-based training)

– BRITE Lites training date November 28, 2007

Important RemindersImportant Reminders


HELP DESK 754-321-8120

BRITE Website web/erp

e-Learning

CAB Conference

BRITE LITES

User Support OptionsUser Support Options


Questions?Questions?


As part of your Foundation Level Training follow-up activities, you are required to

complete the course evaluation.Go to Quia –

http://www.quia.com/sv/120637.html

Your input will help to provide valuable feedback that will be used in developing futureBRITE Training Program events.

Thank you.

COURSE EVALUATIONCOURSE EVALUATION

Documents

1 FOUNDATION LEVEL TRAINING PAYROLL and TIME ENTRY