Human Capital Management Implementation Project … · Human Capital Management Implementation Payroll Project Sign-Off ... Payroll Table Configuration and Maintenance Yes

Human Capital Management

Implementation

Payroll

Project Sign-Off

Saturday, February 11, 2017

(c) 2016 Board of Regents of the University System ofGeorgia. All Rights Reserved.

1

Table of Contents

i

1-HCM Data Flow Inputs and Outputs

DESCRIPTION ENTERPRISE DIAGRAM PROVIDING “THE BIG PICTURE”

PURPOSE A. Presents key modules, processes and interfacesB. Highlights points of integration, input and output of system dataC. Highlights outstanding decisions related to the design,

development, configuration and implementation processesPRIMARY USERS Steering Committee, Practitioners, ITS, SSC and USO Management

2-HCM Business Process Listing (HCM-003-BPR)

DESCRIPTION QUICK REFERENCE LISTING OF MAJOR TASKS

PURPOSE A. Defines scope of the core implementation, based on the relatedbusiness process and practitioner community

B. Serves as a “common denominator” for design, development,testing and training documentation

PRIMARY USERS Practitioners

3-HCM Business Process Flow Diagrams – Future State

DESCRIPTION VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL FORMAT, SEGREGATED BY THE SECURITY ROLE NAME

PURPOSE A. Confirms touchpoints and “hand-offs” within a business processB. Identifies control points and segregation of duties

PRIMARY USERS Practitioners

4-HCM Business Process Fact Sheet (HCM-002-BPR)

DESCRIPTION BUSINESS IMPACT SUMMARY

PURPOSE A. Presents changes to business policies and procedures, resultingfrom the implementation

B. Serves as the basis for the communication plan, “delta training”and other change management initiatives

PRIMARY USERS Steering Committee, Process Owners, Communications Team, Training Teams

2

Table of Contents

ii

5-HCM Decision Point Fact Sheet (HCM-006-DPT)

DESCRIPTION OUTSTANDING ISSUES SUMMARY

PURPOSE A. Outlines issues which impact design, development, projectscope and go-live dates

B. Presents potential solutions and documents the approachrecommended by the project team

C. Serves as the basis for issue discussion and resolutionD. Tracks the status of items transitioned to HR, Fiscal Affairs and

the Steering CommitteePRIMARY USERS Steering Committee, ITS, SSC and USO Management

6-HCM Use Cases (HCM-010-TST)

DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES

PURPOSE A. Lists major tasks within a business process and denotes the taskpractitioner

B. Serves as the basis for defining the scope of user acceptancetesting and practitioner training

C. Links major tasks and business processes to security roles anduser groups (SSC, ITS, Institution, USO, etc.)

D. Defines the audience for communication initiativesE. Serves as the basis for user acceptance testing

PRIMARY USERS Practitioners, Communication Team, Training Team, Security andWorkflow Team

7-HCM Business Requirements (HCM-004-REQ)

DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS

PURPOSE A. Defines scope of the implementation, based on the relatedbusiness process

B. Serves as a “common denominator” for design, development,testing and training documentation

PRIMARY USERS Steering Committee, Implementation Teams, Auditors & Practitioners

3

Table of Contents

iii

8-HCM Reports/Interfaces/Conversion/Enhancements (“RICE”) Inventory (HCM-

015-RIC)

DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT

PURPOSE A. Identifies custom tables, pages, interfaces and other objectsrequired to fulfill approved business requirements for eachrelated business process

B. Serves as a “common denominator” between the requirementsgathering and design/development efforts

C. Groups different types of modification elements (tables, pages,etc.) for ease of migration

PRIMARY USERS Implementation Teams, ITS Staff

9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)

DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED REQUIREMENT INFORMATION

PURPOSE A. Presents an integrated view of the requirements gathering anddesign/development efforts

B. Associates custom development with an approved businessrequirement [NOTE: This report presents the same informationas 7-HCM Business Requirements (HCM-004-REQ) where customdevelopment is required].

PRIMARY USERS Implementation Teams, Practitioners, ITS Staff

APPENDIX – Job Aids

4

PS Payroll for North America

Human ResourcesPS Module

Aon Benefits AdministrationPayroll Instruction

File (PIF)

Time and Labor

PS Module

Absence Management

PS Module

ADP Tax Services

ADP Garnishment

Glacier

NRA Integration

Wells FargoCheck Print

Wells FargoACH Process

Job Data

Time Reporter CriteriaHourly Rate

EligibilityEnrollment

W2 PrintFile

Direct DepositFor Expense

Payment

Equifax ACA

Commitment AccountingPS Module

PeopleSoft Payroll for North AmericaData Flow Inputs and Outputs Employee

Tax Data

Employee General

DeductionData

Employee Direct

DepositData

Retro PayProcess

Additional Pay Excel

Spreadsheet Process

Automated Adjustment

Load Process(Earning &

Deductions)

PeopleSoft Tax Compliance

Updates

ADP Lien Upload(Garnishment)

Employee OutsideUS Payroll Solution

Contract Pay W2 Print Vendor Full integration with

Glacier for NRAs Paycard Vendor

Load Approved Absences to Payable TimeLoad Comp Time & Deferred Holiday Hours Balances

Work Schedules

PayableTime

FMLA DataStandard Hours

Eligibility and Enrollment Criteria

General Ledger

Common Remitter

RET/Savings

H.S.A./FSA FileOptum

5

HCM Business Process ListingHCM-003-BPR

Payroll

Process Name Tracking Only?

AD002 - Audit Payroll Changes Yes

PY001 - Pre-Payroll Processes (Day 1) No

PY002 - On-Cycle Payroll Processing (Day 2-3) No

PY003 - Post Payroll Processes No

PY004 - Aon Payroll Instruction File (PIF) Upload No

PY005 - Off-Cycle Check Processing No

PY006 - Check Reversal Processing No

PY009 - Tax Balancing after Payroll, Month End, and Quarter End No

PY013 - Year End Processes No

PY014 - Calendar Year Preparation No

PY015 - Summer Payroll Processing No

PY016 - Special Payroll Processing - Unconfirm No

PY017 - Non-Resident Alien (NRA) Tax Set Up No

PY018 - Adding or Modifying an Earnings Table No

PY019 - Adding or Modifying a Deduction Code No

PY020 - Adding or Modifying a Paygroup No

PY021 - Adding or Modifying Company Tax Data No

PY022 - Annual Retirement Limits Review_Update No

PY023 - Tutition Assistance Plan (TAP) Benefit Reporting No

PY024 - Adding New State -Employee Level No

PY025 - W2c Processing No

PY026 - Repayment of Overpaid Wages Yes

PY027 - Arrears Override No

PY028 - Test and Apply Federal and State Tax and Garnishment Compliance Updates No

PY029 - Retroactive Pay Process Yes

PY030 - Balance Adjustment Process No

PY032 - Updating and Maintaining Employee Level Data No

PY033 - Retro Benefit Deduction (OneUSG/HCM) No

PY034 - Retro Benefit Deductions (ADP EV5) No

PY100 - Payroll Table Configuration and Maintenance Yes

Saturday, February 11, 2017 Page 1 of 36


Payroll

Process Name Tracking Only?

PY500 - Administer Payroll Security Yes

PY600 - AdHoc Reporting Yes

PY999 - Payroll Data Conversion Yes



End of Report


PY001 - Pre Payroll Processes (Day 1)N

ight

ly B

atch

Pro

cess

BO

R_P

AY_

AN

ALY

ST

Last Updated 02.06.2017

Run Retro Pay Calc

Day 1(Business Day Prior

to Payroll Submission)

Complete Additional Pay Excel

Spreadsheet Load

Review Additional Pay Data to validate

resultsProcess Complete

Review/CorrectionOf Retro Pay

Run and Correct

Presheet Audit Report

Load Automated Adjusted

Spreadsheet to Staging Table

UploadErrors?

Correct Errors and Reload Spreadsheet

Yes

Invalid Funding Maintenance

CA107

Complete Automated AdjustmentSpreadsheet

(Earnings, Deductions, Retro

Deductions)

No

9

PY002 – On-Cycle Payroll Processing (Day 2)B

OR

_PA

Y_A

DM

IN_S

SCB

OR

_PA

Y_A

NA

LYST

BO

R_P

AY_

AN

ALY

ST_S

SC


Confirm Correct Calendars are Attached to Pay Run ID

Create Paysheets for Consolidated Pay

Run ID

Load Retro PayTo Paysheet

Run PreliminaryPayroll Calc

Time Approval & Sign Off

TL003

Final CalcLoad Time and Labor

to Paysheets

Manual Adjustment Spreadsheet Completed

Load Automated Adjustment

Spreadsheets

Notify Institution Payroll Received

Notify BORPAY-AnalystSSC Payroll Ready to Review

& Adjust

Balance Payroll

Run Balancing & Audit Reports &

QueriesAdjustments?

Print/Save Payroll Error

Messages

Retro Pay AdjustmentsCompleted

Submit Payroll Package to SSC

Payroll

Lock Time and Labor by Pay Group

Print Payroll Error Messages

HR Lock Off

Enter Payline Adjustments

Payroll Error Messages?

BW Day 3Institutional Review Begins

Notify Inst Payroll is Ready for Review

Final Calc

Invalid Funding

MaintenanceCA107

Run & Save Required Payroll

Reports

Resolve Any Payroll Error

Messages

No

Presheet Audit Report Corrections

Complete

Yes

Email HR PY Listserve that HR

Lock is Off

Yes

Final CalcPrint/Save

Payroll Error Messages

Run Calculate Savings &

Retirement in Report Only

Print Calculate Savings &

Retirement Error Report

Notify BORPAY-

AnalsytSSC to balance

TL

Review/Save Time and Labor Error

Messages

Validate/Balance T&L by Institution

BOR_TL_PAYABLE_BAL_RPT_SSC_BW/

MO

A

A

No

Final CalcPrint/Save

Payroll Error Messages

Pre-Payroll Processing

PY001

Begin Payroll Processing

10

PY002 – On-Cycle Payroll Processing (Day 3)B

OR

_PA

Y_A

DM

IN_S

SCB

OR

_PA

Y_A

NA

LYST

BO

R_P

AY_

AN

ALY

ST_S

SC


Run and Resolve Any Preconfirm Audit

Errors

Run Balancing & Audit Reports &

Queries

Final Review of Payroll Prior to

Confirm(BOR_PAY_MANAGE

R)

Final Calc

Complete Final

Manual Adjustment Spreadsheet

Contact SSC Payroll Manager

Continue to confirm?

Resolve Issue

Is there an issue preventing

confirm?

BW Day 2

BalanceResolve Any Payroll Error

Messages

Run AM Off-cycle Process

Is Off-Cycle AM Required?

Yes

Request AM Off-cycle Process

Load TL

No

Email Manual Adjustment Spreadsheet

Notification OK to Process Final Calc


Final Calc

Adjustments?


Notification Payroll is Ready for Pre-confirm Review

B

Yes

Notification Payroll is Ready for ConfirmNo

No

Yes

A

Resolve Any Payroll Error

Messages

Update OK to Pay Required?

Run Update OK to Pay

Yes

Run Predistribution Audit

BEnter

AdjustmentsYes

BW Day 2

Confirm Consolidated Payroll

Email Payroll Listserve that Payroll

is Confirmed

Payroll Processing Complete

A

No

C

C

No


Yes

Run NRA Earnings Split

No

Print NRA Earnings Split ReportFinal Calc

11

PY003 – Post Payroll Processes B

OR

_PA

Y_A

DM

IN_S

SCB

OR

_PA

Y_A

NA

LYST


Run Post Confirm Processes

Run Required Consolidated Payroll

Reports

Run Calculate Savings &

Retirement

Create Wells Fargo ACH File

WF001

Create Wells Fargo Check

Print FileWF001

Create ACH PDF FileFor Employee Self

Service

Create Check PDF File for Employee

Self Service

Create ADP Garnishment

FileAG008

Create ADP Tax Periodic

FileAT010

Run Post Payroll Reports

Notification the Post-Confirm Processes are

Complete

Post Payroll Processes

Completed

Attach Pay Calendars to next

Pay Run ID

Common Remitter

FN108

Predistribution Audit Process

CA109.18

Send Payroll Summary MM101

Is it the last payroll of the

month?

Create ACA FileEquifax

Yes

No

Run HR Lock ON Process

Create Optum H.S.A./FSA File

Payment to Banner for Work Study

File

12

PY004 – Payroll Instruction File (PIF) Upload

Thir

d P

arty

B

enef

its

Adm

inis

trat

orIT

SSS

CIn

stit

uti

on


Benefit Deductions Identified

Employee Level General

Deductions

Payroll Instruction

File Received by FTP

Batch Process PIF Upload File

PIF Run to Success?

PIF Upload Remediation

No

Error Report Review/

RemidiationProcess Complete

Employee General

Deduction Updated(EE & ER)

Email Notification to ITS PayrollSSC Payroll

Download and Disburse PIF

Error File

Yes

Error in File Uploaded?

Yes No

13

PY005 – Off-Cycle Calendar ProcessingB

OR

_PA

Y_A

NA

LYST

_SSC

BO

R_P

AY_

AN

ALY

STTh

ird

Par

ty

Ven

dors

Em

plo

yee


Institution Submits Off-Cycle Payment

Form

Has request met the criteria in

the BPM?

Add Off-Cycle Pay Calendar & Attach

Pay Run ID

Add Paysheet for Employee

Enter Payment Information

Run Off-Cycle Pay Calc

Review Results

for Accuracy

Off-Cycle Calendar is Confirmed

Run Required Post Payroll Processes

Employee Receives Off-cycle Payment


Post-Payroll Processes

PY003

Notify Institution that Request is

Declined

No

AM Off-Cycle ProcessAM008

Off-Cycle Requested

On Demand Declined

A

A

Review Results & Approve Confirm

B

B

YE/FYE Adjustment

Payroll?Yes No

Yes

No

Ensure Check Date is Unique

Yes

PrePayroll PY001

Notify Money Movement of Off-

cycle Payroll Confirm

14

PY005 – On Demand Check ProcessingB

OR

_PA

Y_A

NA

LYST

_SSC

BO

R_P

AY_

AN

ALY

STEm

plo

yee

BO

R_M

on

ey

Mo

vem

ent_

SSC

Last Updated 02.07E.2017

Institution Submits On Demand

Payment Request Form

Enter EMPL ID and Pay End Date

Enter Time & Labor Data

TL017

Review Results

Provide Review to Institution

Employee Receives Payment

Check Errors?

Use Paysheet Creation Process?

Access Create Online Check Page

Load Time & Labor?

Yes Yes

Enter Pay Data Save and Calculate

No

No Change DataYes

SSC Overnight Check Process To Employee or Institution

Record Payment in CEO Portal

Money Movement

MM101

Need For Demand Check

Does Request Meet Criteria?

Yes

Off-Cycle Process

No

Confirm and Print Process

Send Money Movement Payroll

Summary

Review Check for Accuracy

A

A

B

B

ACH to Employee Account

TBD

Overnight Delivery?

Yes

No

15

PY006 – Check Reversal in HCM ProcessingB

OR

_PA

Y_A

NA

LYST

_SSC

BO

R_P

AY_

AN

ALY

ST


Reversal Required

Complete Check/Advice Reversal Request form

Check is Reversed in PeopleSoft HCM

Reissue Check?

Determine Method of Repayment

Yes

Will Off-Cycle Payroll be Used?

No

Wells Fargo Reversal ProcessWF003

Reference On Demand Check

Process PY005

Reference Off-Cycle Check

Process PY005

Yes

Notify Institution Process(es) Complete

No

Reversal Process Complete

16

PY009 – Tax Balancing after Payroll, Month End, Quarter EndB

OR

_PA

Y_A

NA

LYST

_SSC

BO

R_P

AY_

AN

ALY

ST


Tax Reconciliation

Run & Record Tax Summary Report TAX010FD/ST at MO

end and QTR end

Tax Spreadsheet

balance?

Run Tax Error Report

(Tax 900)

Are there any errors?

Run and record the Quarter Balancing Versions

Validates Institu-

tion is in Balance

Submits Quarter File to ADP for processing

ADP Tax FilingAT010

Tax Balancing Spreadsheet in

balance?

Complete& Submit Qtr Tax

Approval

YesYes

Balance Adjust.PY030

Errorscorrected w/

Manual Check?

No

Off-Cycle Check PY005 Yes

End of Month? Yes

End

No

No

No

No End of Quarter?

End

Yes

No

Run/Record Tax Deposit Summary

TAX001 post-confirm of Payroll

Yes

17

PY014 – Calendar Year PreparationB

OR

_PA

Y_A

NA

LYST

_SSC

Last Update 02.03.2017

Payroll Year End Prep begins

Build Balance ID s for upcoming year

Run Calendar Year (CY) Automated

process

Manually add Fiscal Year (FY) balance

info

Create HCM Payroll Calendar

Spreadsheet

Create Pay Calendars

Modify Check Dates?

Change Check Dates on Pay Calendars

Create Pay Run ID s

Complete

Yes

No

Distribute HCM Payroll Calendar to Institutions and ITS

18

PY016 – Special Payroll Processing (Unconfirm)B

OR

_PA

Y_A

DM

IN_S

SCIT

SB

OR

_PA

Y_A

NA

LYST

BO

R_P

AY_

AN

ALY

ST_S

SC


Issue identified after confirm

Verify Confirm

Flag reset on Pay

Calendar

Run Query/SQL to verify Pay Line

Statuses have been reset

Query/SQL PAY_DISTRIBUTN records deleted

Manually Reset

Last Form number

used

Run Final Calc

Run Payroll Error Message Report

Reverse T&L?

1st confirm forbalance period?

ITS deletes Balance Record

Run Balancing Queries

Balance Payroll

Confirm Payroll

Remove Pay Run ID from paygroup(s)

not impacted

Determine Paygroups Impacted

Run Pay Unconfirm process

Resolve Issue

Yes

Error Messages

Notify Payroll

Ready for review

No No

Resolve Error Messages

Yes

No

Final Review of Payroll Prior to

Confirm

Run Preconfirm Audit

Add Pay Run ID s to Calendars

Yes

Reverse T&L

Notify Institutions Payroll is Ready for

confirm

Notify Payroll is

Ready for confirm

Post Payroll Processes

PY003Process Complete

19

PY016 – Special Payroll Processing (Reverse Time and Labor)B

OR

_PA

Y_A

DM

IN_S

SCB

OR

_PA

Y_A

NA

LYST

_SSC


Run Reverse T&L process

Query/SQL verify T&L Status reset to

RP

Rerun Load T&L process

Process completes

successfully?

Unsheet Paylines?

NO

Unsheet

NoReverse

T&L Resolve Issue

Yes



Resolve Payroll Error

Messages

Yes

Yes

Notify Payrolls are Ready to

Review/AdjustNo

Balance Payroll



Resolvepayroll error

messagesYes

Run Final Calc Payroll Errors? No

No

Resume Payroll

ProcessingPY002

Yes

20

PY016 – Special Payroll Processing (Unsheet)B

OR

_PA

Y_A

DM

IN_S

SCIT

SB

OR

_PA

Y_A

NA

LYST

_SSC


Run Pay Unsheet process

Run Query/SQL verify Pay Earnings

are deleted Create Paysheets

PYLOAD transactions?

Load Automated Adjustment Spreadsheet

(PSHUP) to Staging Table

Load Automated Adjustment

Spreadsheet (PY Load) to Payline

Add Manual Adjustments to

Payline

Load Time and Labor to Paysheets


Notify Payrolls Ready to Review/Adjust

Unsheet

Reset RecordsPU_STATUS on

PSHUP_TXN

Create Query to extract earnings deductions on

paylines

Review Pay Calendars flags are

reset

Send Notification


Balance Payroll


Resolvepayroll error

messages

Run Final Calc

Payroll Errors?

Run Payroll Error Message Report

Yes

No

Notify ITS

Yes

No


Yes

A

A

Continue Payroll

Confirm PY002

No

21

PY017 – Non-resident Alien Tax Set UpT

hird

Pa

rty

Ven

dor

BO

R_

HR

_A

NA

LY

ST

BO

R_N

RA

_A

DM

INE

mplo

yee

BO

R_P

AY

_A

NA

LY

ST

_

SS

C (

?)


NRA is Hired

NRA Hire ProcessHR018

Verify eligibility

through Glacier

Provides

Summary /

Documentation

Confirms Receipt

of Glacier Forms

from NRA

Correct Employee

Tax Data

Country on

Tax Treaty

Table?

Complete Tax

Treaty Request

Form

No

Set up Tax Treaty

Data

Notify Tax Treaty

Complete

Complete Glacier

Forms

Yes

Day 2

PY002

Create Glacier

Employee Profile

Email Notice to

Employee

22

PY018 – Adding/Modifying an Earnings CodeB

OR

_PA

Y_A

NA

LYST

_SSC

BO

R_P

AY_

AN

ALY

STC

ross

-fu

nct

ion

al R

evi

ew

Te

amLast Updated 02.07.2017

Need for New/Modified Earnings

Code Identified

Complete and Submit Earnings

Code Request Form

Review Earnings

Code Request

Create/Modify Earnings Code

Add New Earnings Code to Appropriate Earnings Program(s)

& Earnings Table

Update Earnings Code Data Dictionary

Earnings Code Request Complete

Review Earnings

Code Request

Notify Institution of New/Modified Earnings Code

Is this a new Earnings Code?

No

Yes

Notify FIN/CA of New/Modified Earnings Code

Notify Institution of Earnings Code to be

Used

Existing Earnings Code

satisfy request?

Yes

No

Request approved?

Yes

Notify SSC of DecisionNo A

A

23

PY019 – Adding/Modifying a Deduction Code (General)B

OR

_PA

Y_A

NA

LYST

_SSC

BO

R_P

AY_

AN

ALY

STC

ross

-fu

ncti

onal

Rev

iew

Tea

m


Need for New/Modified Deduction

Code Identified

Review Deduction

Code Request

Add Deduction Code(s) to Deduction Table

Deduction Code Complete

Notification of New Deduction Code

Is this a new Deduction Code?

Modify Deduction Code Table

No

Review Request

Notify FIN/CA of New/Modified

General Deduction Code

Does this Deduction Code

Require a Vendor?

Resubmit Request?

Notify SSC of approval

Notify SSC of denial Is request approved?

YesNo

Notify Institution of Denial

Add Deduction Code(s) to General

Deduction Code Table

Contact Vendor Maintenance Team

Add Deduction to Company General Deduction Table

Add Vendor to Deduction Code

Yes

NoUpdate Deduction

Code Data Dictionary

Complete & Submit Deduction Code Request Form

Revise Request

Yes

Yes

ANo

A

24

PY019 – Adding/Modifying a Deduction Code (Retirement & Savings Plans)B

OR

_PA

Y_A

NA

LYST

_SSC

BO

R_B

N_A

NA

LYST

_SSC

Cro

ss-f

unc

tion

al R

evie

w T

eam


Need for New/Modified Deduction

Code Identified

Review Benefit Deduction Code

Request

Is request approved?

Update Deduction Code Data Dictionary

Deduction Code Complete

Notify SSC of Approval

Notify Institution of New Deduction

Code

Is this a new Deduction Code?

Modify Deduction Code in

Deduction Table

Document Request

Notify SSC of Denial

No

No

Add Benefit Deduction Code to

Deduction TableYes

Notify FIN/CA of New/Modified

Deduction Code

Complete & Submit DeductionRequest

Form

Notify Institution of Denial

Resubmit Request?

BNo

BYes

25

PY020 – Adding or Modifying a PaygroupB

OR

_PA

Y_A

NA

LYST

_SSC

BO

R_P

AY_

AN

AL

YST

Cro

ss F

unct

ion

al

Team

Rev

iew

USO

ITS/

Com

mit

men

t A

cco

unti

ng


Need for New/Modified Pay Group

Identified

Is request for New Paygroup

New Request to Cross-Function Review Team

YES

Is request approved?

Research Recom-mend

Action to USO

Update Paygroup Data Dictionary

Paygroup setup/changes are

complete

Research Recom-mend

Action to USO

Reviews Decision

and Notifies

SSC

Revision Request to Cross-Function Review Team

No

Complete & Submit Pay Group Request

Form

Yes

Review USO Decision and Notified SSC

No

A

Notify Institution of DecisionA

ITS & CA Adds/Maps New Paygroup

Work with All Functional

Areas to Add Paygroup

Add/Modify & Test Paygroup

26

PY021 – Adding or Modifying Company Tax DataB

OR

_PA

Y_A

NA

LSYT

_SSC

BO

R_P

AY_

AN

ALS

YTC

omm

itm

ent

Acc

ou

ntin

g


New Tax State Required

SSC receives request and provides State Tax Setup Form to

Institution

Institution completes and returns Form

Tax Location needed?

Yes

All necessary information provided?

Follow-up with InstitutionNo

Yes

Submit Request to SSC Tax Team

Add new location to Tax Location table

Add State in Company State

Tax Table Notify Institution Company Tax Data is

Complete

Company Tax Data Complete

Map NewState

Update Taxable Gross Definition

Table

No

27

PY022 – Annual Retirement Limits Review_UpdateB

OR

_HR

IS_S

SCB

OR

_PA

Y_A

NA

LYST

_SSC


Retirement Plan Limits Email

Received

Update RET

spread-sheet

Update Savings Limit Table

Update Savings(RET) Plan

Table

Run Savings Plan Extension for New

Calendar Year

Annual RET Limits Updated

Are Limits Correct?

Yes

Submit Ticket to HRIS

Notify SSC Limits Ready to Review

No

Update ORPL Deduction Code

(EE &ER)

28

PY023 – Tuition Assistance Plan (TAP) Benefit ReportingTe

achi

ng In

stit

utio

nB

OR

_BN

_AN

ALY

STEm

plo

yee

BO

R_P

AY_

AN

ALY

ST_S

SCH

om

e In

stit

utio

nB

OR

_PA

Y_A

NA

LYST


Completes TAP Application

Process

Compiles TAP

Benefit Amounts

Semester TAP Benefit Spreadsheet

Distributed

TAP Benefit Amount FTP to

SSC

Review TAP

Benefit Amounts

TAP Benefit

Spreadsheet Complete?

Update Incom-plete

Informa-tion

TAP Benefit

Amounts Consoli-

dated

Yes

TAP Benefit Exceed IRS

Limit?

Tax liability is calculated &

remitted to Tax Agencies

TAP Benefit Process Complete

TAP sorted by

Home Institu-tion (HI)

Spread-sheet

placed in HI TAP Folder

TAP Benefit Totals

Validated

TAP Excess

RecordedYesNoA

A

No

29

PY024 – Tax Setup – Employee Level Non-Georgia Resident Working in Georgia

BO

R_P

AY_

AN

ALY

STEm

ploy

ee


New Employee does not live in GA

Institution provides G4 State

Withholding Form to Employee

Employee Completes and returns form to

Institutio

Setup Employee s State Tax Panel

Review Tax Distribution Record

Update State Tax: UI State = GA

Resident State = Home State

Student?

Uncheck Subject to SUT

Setup Complete

NRA?No

NRAPY017

Yes

No

Yes

Manually Process?

Yes

Employee Accesses ESS

G4 Withholding

No

30

PY024 – Adding a New State- Employee Level Non-Georgia Work State and Non-Georgia Residency

BO

R_P

AY_

AN

ALY

STEm

plo

yee


Employee lives & works in a state other than GA

Institution provides State Withholding

Certificate to Employee

Employee Completes and returns form to

Institution

Setup Employee s Taxes

Review Tax Distribution Record

Update State Tax Data (Resident and

UI State are the same)

Student?

Uncheck Subject to SUT

Setup CompleteCompany Set Up

for This State?Yes

Adding or Modifying

Company Tax Data

PY021

NoYes

NRA?No

NRAPY017

Yes

No

31

PY025 – W2c ProcessingB

OR

_PA

Y_A

NA

LYST

Emp

loye

eB

OR

_PA

Y_A

NA

LYST

_SSC

Thir

d Pa

rty

Tax

Serv

ices


Need for W2c Identified

Research and

Identify Adj

Required

Submit W2c Request to SSC Tax

CorrectWith Adjustment

Payroll?Yes

Off-Cycle Check

ProcessingPY005

Create Balance Adjustment

PY030

No

Enter New

Amounts on W2

Adj. Page

Generate W2c Audit Report

Set the W2c Parameters

Create W2c Print File

Print and Distrib-ute W2c

Receives Notification that W2c Complete

Employee Receives W2c

Tax Amendment

AT011

Place Copy on

SFTP

32

PY026 – Repayment of Overpaid Wages Process (Active Employee)B

OR

_PA

Y_A

NA

LYST

Inst

itu

tio

nEm

ploy

eeB

OR

_PA

Y_A

NA

LYST

_SSC


Overpayment of Wages Identified

P. 2

Submit Overpayment Form to SSC

Review Over-

payment Form

Adjust Docu-ments

Provide Overpayment Documents to

Institution

Review Docu-ments

Authorize documentation

Provide overpayment

documentation to employee

Payments made by Payroll

Deduction

Has full payment

been received?

Repayment process completed

Set up Accts Receivable

Repaid in One Payment?

HourlyTL005

SalariedPY001

Set Up Deduction

PY032

Is the Employee Active?

No No

A

A

Agree?

No

Yes

Can Payment Be Reversed?

No

Check Reversal

PY006Yes

Calculate Gross Over-

payment

Yes

No

Yes

33

PY026 – Repayment of Overpaid Wages Process (Inactive/Terminated Employee)B

OR

_PA

Y_A

NA

LYST

BO

R_P

AY_

AN

ALY

ST_S

SCEm

plo

yee

Inst

itu

tio

n B

ursa

r/A

R


PY026P. 1

Submit Overpayment Forms

Calculate Amount Owed

Send Notification & Invoice to Inactive/Termed EE, Inst PY,

Bursar

Employee Responds?

Notify Institution EE hasn t Responded

No

Receives Notification EE

Hasn t Responded

Sends Payments as Specified in Agreement

Yes

Receives PaymentsNotify Inst PY and

SSC PY

Payback Same Year as Over-

payment?

W2C ProcessPY026

No

Work with EE

on Repay-ment

Schedule

Balance Adj.

PY030

A

Inst. AR ProcessA

Yes

Update Balance and Report to Bursar/PY

34

PY027 – Arrears Override ProcessB

OR

_PA

Y_A

NA

LYST

BO

R_P

AY_

AN

ALY

ST_S

SC


Need for Arrears Override Identified

Update Max Arrears Frequency Override

Page

Process Complete

Complete Arrears Override Form

Notify Employee Arrears Cleared

Submit Arrears Override Request

Notify Institution Arrears Override

Complete

Review Arrears

Balances

Review Arrears Arrears Correct?

No

Yes

35

PY028 – Test and Apply Federal and State Tax and Garnishment Compliance UpdateB

OR

_PA

Y_A

NA

LYST

_SSC

ITS

APP

LIC

ATI

ON

SU

PPO

RT


Tax Update (PUM) Received

Review Release Notes

Apply Update to Test

Database

Create Payroll Test Scripts

Execute Test Scripts Testing Pass?

Apply Tax Update to Producion

Notify SSC Test Data Base Ready

Notify ITS Testing CompleteYes

Notify ITS of Testing Issues Identified

No

Work to Resolve Issues

36

PY029 – Retroactive Pay ProcessB

OR

_PA

Y_A

NA

LYST

_SSC

BO

R_P

AY_

AN

ALY

STPe

opl

eSo

ft


Retro Active change is made in Job Data

Review/Delete Retro Pay Requests

System Generates Retro Pay Requests

Calculate Retro Pay

PY001(Nightly Batch)

Review Calculated

Results

Delete/Change Request?

Make Required Update

Yes

Paysheets CreatedPY002

Retro Pay Loaded to Paysheets

PY002

Payroll CalcPY002

No

Review Retroactive Pay

37

PY030 – Balance Adjustments (Earnings, Tax, Deduction, Arrears)B

OR

_PA

Y_A

NA

LYST

Empl

oyee

BO

R_P

AY_

AN

ALY

ST_S

SC


Need for Balance Adjustment Identified

Research and

Identify Required

Adjustment

Request Balance Adjustment

Reviews Balance Adjust

Request

Will Adjustment

Correct Issue?

Identify Correction Required

No

Enter Balance Adjustment

Review EE

Balances

Are Balances Correct?

Communicate Adjustment

Correction to Institution

Yes

Run Balance Adjustment Report

& Enter on Tax Balancing

Spreadsheet

Notify Institution Balance Adjusted

Process Complete

Is W2c Required?

W2c ProcessPY025

YesYes

NoNo

Use Manual Check?

No

Off-CyclePY005

Yes

38

PY032 - Updating and Maintaining Employee Level DataTax Distribution

BO

R_P

AY_

AN

ALY

STEm

ploy

ee


Has new Work State

Notifies Institution of new Work State

Is institution set-up for this state?

Add a New Effective Dated Tax

Distribution RowYes

Adding a StatePY024

No Add New Work StateAdd New Percent of

Distribution

New Tax Distribution Complete

39

PY032 – Updating and Maintaining Employee Level DataFederal Tax

Empl

oyee

BO

R_P

AY_

AN

ALY

ST


Requires Federal Tax Data Update

Completes Updated Form W4

Enters New Effective Dated Row

Submits Form to Payroll Office

Enter Updated Federal Tax Data

Notify Employee That Update is

Complete

Reviews Updated Information

Is Federal Tax Data Correct?

Federal Tax Data Update Complete

Yes

No

40

PY032 – Updating and Maintaining Employee Level DataState Tax

Empl

oyee

BO

R_P

AY_

AN

ALY

ST


Requires State Tax Data Update

Completes Updated State Withholding

Form

Submit Form to Payroll Office

Enter New Federal Tax Row

Select the State Tax Tab

Enter Updated State Tax Data

Notify Employee Update Completed

Review Updated Data

Is State Tax Data

Corect?

State Tax Data Update Complete

Yes

No

41

PY032 – Updating and Maintaining Employee Level DataDirect Deposit

Empl

oyee

BO

R_P

AY_

AN

ALY

ST


Requires Direct Deposit Updated

Completes Direct Deposit Form

Submits Form to Payroll Office

Enter New Effective Dated Direct Deposit

Row

Enter Updated Direct Deposit Data

Notify Employee Direct Deposit Data

Updated

Review Direct Deposit Data

Is Direct Deposit Data

Correct?

No

Direct Deposit Update Complete

Direct Deposit Change Email Auto Sent to Employee

42

PY032 – Updating and Maintaining Employee Level DataAdditional Pay

Ho

me/

Re

qu

est

ing

D

epar

tmen

tB

OR

_HR

_AN

ALY

STB

OR

_PA

Y_A

NA

LYST

Emp

loye

e


Additional Pay is Required

Complete Additional Pay

Agreement

Ensure Proper Approvals Received

Submits Additional Pay Agreement to

Payroll

Enter New Effective Data Row (if

needed)

Review Additional Pay Data

Employee Received Additional Pay

Enter Additional Pay Data

43

PY032 – Updating and Maintaining Employee Level DataGeneral Deductions

Empl

oyee

BO

R_P

AY_

AN

ALY

ST


Employee Requests General Deduction

Completed Required Request Form

Submit General Deduction Form to

Payroll

Enter New Effective Dated Row (if

needed)

Enter General Deduction

Data

Deduction from Employee s Pay

44

PY032 – Updating and Maintaining Employee Level DataReview Employee Paycheck

BO

R_P

AY_

AN

ALY

ST


View Employee Paycheck

View Self Service Paycheck?

Navigate to Review Paycheck

No

Navigate to Self Service Paycheck

Yes

Paycheck Reviewed

45

PY033 – Retro Benefit Deductions (OneUSG HCM)T

hir

d P

art

y V

en

do

r B

en

efi

ts

Adm

inis

trat

ion

SSC

Ben

efit

sIn

stit

uti

on

Ben

efit

s/P

ayr

oll


Retroactive Benefit Deduction

Spreadsheet

CSV File Received in SSC Benefits FTP

FolderCopy of Original

Saved

Copy of File is Placed in Benefits FTP

Folder

FTP File Parse Process to

Institutional Benefits Folder

Practitioner Reviews Retro Deductions

Enter Retro Deductions

into Automated Adjustment Excel to CI

PY001

46

PY034 – Retro Benefit Deductions (ADP)Th

ird

Par

ty V

end

or

Ben

efit

s A

dmin

istr

ati

on

SSC

Ben

efi

tsIn

stit

uti

on

Be

ne

fits

/Pay

roll


Retroactive Benefit Deduction

Spreadsheet

CSV File Received in SSC Benefits FTP

FolderCopy of Original

Saved

Copy of File is Placed in Benefits FTP

Folder

FTP File Parse Process to

Institutional Benefits Folder

Practitioner Reviews Retro Deductions

Enter Retro Deductions into the

AAF

SSC ADP Payroll

47

HCM Business Process Fact SheetHCM-002-BPR

Payroll

AD002 - Audit Payroll ChangesBusiness Process:

1. NoneFunctionality Changes:

1. NoneOwnership Changes:

1. NoneIssues Not Addressed:

1. NoneIssues Addressed:

1. NonePolicy Changes:

1. NoneBusiness Procedures Impacted:

1. NoneConversion Approach:

1. NoneHistorical Data Approach:

1. NoneNew Forms:

1. NoneNew Approvals:



Payroll

PY001 - Pre-Payroll Processes (Day 1)Business Process:

1. Retroactive Benefit Deductions will be calculated by Aon and providedto Shared Services via a spreadsheet. SSC will parse the file anddisburse to the institutions by SFTP.2. Practitioners will review retro deductions and enter retro deductionsinto Automated Adjustment Process (Excel to CI)3. Automated Adjustment Spreadsheet will be used for earning anddeduction adjustments.3. Presheet Audit has been enhanced to include additonal paroll errorsand warnings.

Functionality Changes:

1. Aon will calculate retro benefit deductionsOwnership Changes:


1. Manual calculation and payline adjustment of retroactive benefitdeductions will be decreased with the the retro benefit deductions fromAon.

Issues Addressed:


1. BPM 5.3 Employee PayBusiness Procedures Impacted:



1. Spreadsheet utility that allows users to enter deduction adjustmentsinto an Excel format which they will then load to a staging table.

New Forms:




Payroll

PY002 - On-Cycle Payroll Processing (Day 2-3)Business Process:

1. Time and Labor Timesheet Lockdown is new functionality which willbe used by practitioners. This will prevent employees from making anychanges to their past timesheets which could cause balancing issues forPayroll. The employee will have access to their current timesheet.2. SSC will run PeopleSoft balancing and auditing queries in addition tothe delivered reports to balance payroll totals quickly and accurately andidentify any potential discrepancies and/or errors.3. One Pay Run ID will be used to process payroll instead of confirminginstitution specific Pay Run IDs and manually updating calendars to oneconsolidated Pay Run ID.4. Ability for institutions to review and adjust retro pay calculations onlineprior to payroll submission.5. Institutions will have standardized date and time to submit payroll tostreamline SSC processing, and gain processing efficiencies throughone consolidated confirm.6.Institutions will have the ability to review and request that the SSCprocess leave hours after T&L has loaded and prior to confirm.7. SSC will have the ability to "Lock" HR transactions from updatingemployees paysheets without a blackout period for HR practitioners.


1. SSC will load Time and Labor, Retro Pay, Earnings and Deductionsadjustments for all institutions under one Pay Run ID instead of byseparate SSC Payroll Analysts.2. Institutions will run the payroll Presheet Audit and Pre-distributionAudit Reports instead of the SSC Payroll Analyst.

Ownership Changes:


1. Efficiency will be gained by SSC payroll processing under one PayRun ID. Instead of 27 Time & Labor, Retro Pay, Automated Adjustmentsloads and subsequent calcs these processes will be loaded once perpay run processing.2. Institutional practitioners can run the presheet audit report prior topayroll submission to allow more time for error identification andcorrection.3. Locking Time & Labor will provide enforceable deadlines for Timeapproval for institutional practitioners while still allowing Time updates tobe captured for future payroll processing.4. Institutional practitioners will have access to Retro Pay triggers andcalcs prior to payroll submission to allow time prior to payroll processingto review, research and/or correct any Retro transactions.

Issues Addressed:


1. See 5.3.11 Payroll ProcessingBusiness Procedures Impacted:



1. NoneNew Forms:



Payroll

PY002 - On-Cycle Payroll Processing (Day 2-3)Business Process:




Payroll

PY003 - Post Payroll ProcessesBusiness Process:

1. HR Lock On will be reinstated to link HR to paysheet.Functionality Changes:

1. SSC will run the Calculate Savings & Retirement process instead ofADP.2. SSC will create and send the following files to Wells Fargo: ACH File,Check Print File3. SSC will create the direct deposit and check PDFs for Employee SelfService.4. SSC will create and send the following files to ADP: Garnishment andTax Periodic.5. SSC will attach Pay Calendars to the next Pay Run ID.6. SSC will creat ACA File for Equifax after the final payroll of thecalendar month.

Ownership Changes:


1. SSC Payroll will run the post-payroll interface processes whicheliminates dependencies on a Third Party Vendor to transmit essentialpost-payroll files. SSC will continue to utilize Third Party Vendors forefficient processing of direct deposits and printing payroll checks. SSCwill continue to reduce risk and achieve compliance by using a ThirdParty Vendor for remitting tax withholding and garnishment deductions.

Issues Addressed:





1. NoneNew Forms:




Payroll

PY004 - Aon Payroll Instruction File (PIF) UploadBusiness Process:

1. Both Employee and Employer benefit deduction amounts will load togeneral deduction through the PIF upload from Aon.


Ownership Changes:

NoneIssues Not Addressed:

1. Keeping Employee and Employer deduction amounts in sync2. Eliminating the custom ER Cost Load process3. Eliminating the custom HSA ER Match process

Issues Addressed:

NonePolicy Changes:

Business Procedures Impacted:

1. Aon will receive a BOSS extract and HR Indicative Data file tocalculate eligibility and load appropriate benefit general dedudctions toHCM.2. Retirement, Savings Plans (TSA, 529) will convert from EV5 andcalculate deductions from Base Benefit tables.

Conversion Approach:

Historical Data Approach:

New Forms:

New Approvals:



Payroll

PY005 - Off-Cycle Check ProcessingBusiness Process:

1. Online (On Demand) check processing is available for emergencycheck processing.2. Time and Labor can be loaded to off-cycle payroll.3. Off-Cycle Calendar functionality will be used.


1. SSC will process all off-cycle checks instead of institutionalpractitioners.2. Money movement team will pull institution funds to cover off-cyclecheck payments instead of checks cut on institution bank account.3. SSC will print and distribute emergency (on demand) online checksinstead of institutional practitioners.4. Wells Fargo will print and distribute regularly scheduled off-cyclechecks, process off-cycle direct deposits and paycards.

Ownership Changes:

1. Paycard can be utilized to satisfy need for immediate off-cyclepayment to an employee. (Paycard provider TBD).

Issues Not Addressed:

1. Centralizing Off-cycle checks processing with a regularly scheduledoff-cycle payroll will allow employees to receive off-cycle pay by his/heron-cycle method: check, paycard and/or direct deposit.2. New Off-cycle BPM criteria gives institutional practitioners the toolneeded to significantly decrease the volume of off-cycle checksprocessed.3. Three delivery options are available when an emergency off-cyclepayment is required.

Issues Addressed:





1. Off-cycle Payment Request Form for institutions to complete andsubmit to SSC to request an off-cycle check.2. On Demand Payment Requrest Form for institutions to complete andsubmit to SSC to reuest an emergency On Demand check.

New Forms:




Payroll

PY006 - Check Reversal ProcessingBusiness Process:

1. Institutions will no longer process stop payments, research stale dated checks, confirm that a check has cleared, or reverse/pull back direct deposits. These functions will be performed by either SSC Payroll or Money Movement teams.


1. SSC will process check reversals in PeopleSoft and initiate reversal of payment or stop payments in Wells Fargo CEO Portal.2. SSC will process replacement of lost checks, rejected direct deposits, or pay cards.

Ownership Changes:


1. Employee balances in payroll system and reversals of employee payments with banking vendor stay in sync because both processes will be handled by SSC using an established Business Process.

Issues Addressed:





1. Check and Advice Reversal Request FormNew Forms:




Payroll

PY009 - Tax Balancing after Payroll, Month End, and Quarter EndBusiness Process:






1. See 5.2.7 Submission of Returns to Tax Agencies (Balancing)Business Procedures Impacted:



1. NoneNew Forms:




Payroll

PY013 - Year End ProcessesBusiness Process:


1. ITS will apply delivered PeopleSoft Tax and Garnishment Complianceupdate for year end.2. SSC will need to test year end updates.

Ownership Changes:

1. Vendor who will print W2s to be determined.Issues Not Addressed:






1. NoneNew Forms:




Payroll

PY014 - Calendar Year PreparationBusiness Process:

1. Calendar Year and Fiscal Year balance ID's in new system.Functionality Changes:

1. SSC will create balance ID's, pay calendars, FLSA calendars andscheduled pay run IDs instead of ADP.

Ownership Changes:







1. NoneNew Forms:




Payroll

PY015 - Summer Payroll ProcessingBusiness Process:

1. See 5.3.11 Payroll ProcessingFunctionality Changes:








1. NoneNew Forms:




Payroll

PY016 - Special Payroll Processing - UnconfirmBusiness Process:

1. Reversal of Time and Labor after hours are loaded to the paysheet isnow possible.2. ITS will be responsible for timely SQL updates and database backupsas required by SSC.









1. NoneNew Forms:




Payroll

PY017 - Non-Resident Alien (NRA) Tax Set UpBusiness Process:









1. NoneNew Forms:




Payroll

PY018 - Adding or Modifying an Earnings TableBusiness Process:


1. Cross-functional review team will review and authorize new EarningsCode or modifications to existing Earnings Codes.

Ownership Changes:


1. Earnings Codes will be standardized and reviewed for compliancewith tax regulatons, Commitment Accounting/GL, FLSA and retirementeligibility.2. Earnings Codes have been configured to more closely align withemployee type. For example, Earnings Codes for hourly employees willbe "Hours Only" and tied to the hourly Earnings Program.

Issues Addressed:





1. Earnings Code Request Form2. Earnings Code Data Dictionary

New Forms:




Payroll

PY019 - Adding or Modifying a Deduction CodeBusiness Process:

1. Company specific deduction codes need to be added to the CompanyGeneral Deduction Table instead of the ADP Deduction Program Table.


1. Cross-functional review team will review and authorize new deductioncodes prior to system update.

Ownership Changes:


1. With the transiiton to Aon benefit deductions will remain generaldeductions.2. We will discontinue the ER cost load; instead we will have a separtatenon-taxable deduction code that corresponds to the benefit plan that hasan ER contribution.

Issues Addressed:





1. NoneNew Forms:




Payroll

PY020 - Adding or Modifying a PaygroupBusiness Process:


1. Cross-functional review team will review request and makerecommendation to USO.2. USO to review, vet and approve request.3. SSC will add or modify paygroup instead of ADP.

Ownership Changes:


1. Paygroups have been reviewed and recommendation made regardingthe paygroup(s) in which employees that become partially benefited dueto ACA legislation should be processed.

Issues Addressed:





Paygroup Request FormNew Forms:




Payroll

PY021 - Adding or Modifying Company Tax DataBusiness Process:






1. See 5.2 TaxesBusiness Procedures Impacted:



1. NoneNew Forms:




Payroll

PY022 - Annual Retirement Limits Review_UpdateBusiness Process:

1. Limit table updated manually at the beginning of each calendar year.2. Savings Plan Table updated manually at the beginning of eachcalendar year.3. Run initial Saving Plan Extension process to assign additional catchupcontribution amount by employee based on age.




1. Limits Table controls annual limits at a plan type level as opposed todeduction code/employee level thereby reducing compliance issues andrisk due to incorrect deduction code use.2. Annual limits are now recognized when an employee transfersbetween institutions for ORP and TSAs.3. Savings plan age-based catchup extensions are applied at a plan typebasis at the employee level based on date of birth instead of having tochange the employee deduction code and move any employee balancesto the new code.

Issues Addressed:





1. NoneNew Forms:




Payroll

PY023 - Tutition Assistance Plan (TAP) Benefit ReportingBusiness Process:




1. Once all USG institutions are on the PeopleSoft platform, identifyingemployees across all institutions will be easier since all will be on thesame HCM system.

Issues Addressed:


1. Tuition Assistance Program Procedures (HRAP)Business Procedures Impacted:



1. NoneNew Forms:




Payroll

PY024 - Adding New State -Employee LevelBusiness Process:






1. See 5.2.2 Set-Up Employees Tax Withholding Election in the PayrollSystem




1. NoneNew Forms:




Payroll

PY025 - W2c ProcessingBusiness Process:






1. See 5.2.8 Federal Form W-2 Wage and Tax Statement Provided toEmployees Annually




1. NoneNew Forms:




Payroll

PY026 - Repayment of Overpaid WagesBusiness Process:


1. Repayment of overpaid wages will be centralized at SSC.Ownership Changes:


1. Standardize practices across USG institutions.Issues Addressed:


1. See 5.3.9 Recovery or Wage Salary Overpayment to EmployeeBusiness Procedures Impacted:



1. NoneNew Forms:




Payroll

PY027 - Arrears OverrideBusiness Process:







1. There will be a program that will convert the arrears balances.Conversion Approach:


1. Arrears Repayment FormNew Forms:




Payroll

PY028 - Test and Apply Federal and State Tax and Garnishment Compliance Updates

Business Process:


1. ITS will download and apply scheduled tax updates.2. SSC will test and approve tax updates in a test environment prior to applying to production.

Ownership Changes:




1. See 5.2 TaxesBusiness Procedures Impacted:



1. NoneNew Forms:




Payroll

PY029 - Retroactive Pay ProcessBusiness Process:

1. Institutions have ability to modify or delete retro pay requests basedon Job Data changes.




1. All Institutions will be required to utilize the delivered retroactive payprocess instead of manually calculating retroactive pay amounts.

Issues Addressed:


1. See 5.3 Employee PayBusiness Procedures Impacted:



1. NoneNew Forms:




Payroll

PY030 - Balance Adjustment ProcessBusiness Process:







1. Calendar Year Balances will be loaded at the employee level forearnings, deductions, taxes, garnishments, and check YTD for mid-year conversions.Fiscal Year balances will be loaded for Earnings and Deductions at the employee level.



1. NoneNew Forms:




Payroll

PY032 - Updating and Maintaining Employee Level DataBusiness Process:









1. NoneNew Forms:




Payroll

PY033 - Retro Benefit Deduction (OneUSG/HCM)Business Process:

1. Retro benefit deduction will be calculated and provided by Aon.Functionality Changes:

1. Retro benefit deductions will be provided by Aon.Ownership Changes:


1. Manual calculation of retro benefit deductions will be calculated forpractitioners to review.2. Automated Adjustment spreadsheet functionality will be utilized toupload employee retro benefit adjustments to the payline.

Issues Addressed:





New Forms:

New Approvals:



Payroll

PY034 - Retro Benefit Deductions (ADP EV5)Business Process:

1. Retro benefit deduction will be calculated and provided by third partybenefits administration vendor.


1. Retro benefit deductions will be calculated by third party benefitsadministration vendor.

Ownership Changes:


1. Manual calculation of retro benefit deductions will be calculated forpractitioners to review.2. Automated Adjustment spreadsheet functionality will be utilized toupload employee retro benefit adjustments to the payline.

Issues Addressed:





New Forms:

New Approvals:



Payroll

PY100 - Payroll Table Configuration and MaintenanceBusiness Process:









1. NoneNew Forms:




Payroll

PY500 - Administer Payroll SecurityBusiness Process:


1. Security Roles and Permissions will be maintained by ITS/SharedServices2. Active Employee Password resets will transition from Shared Servicesto the Institution

Ownership Changes:




1. See 5.6 Security Access to SystemsBusiness Procedures Impacted:

1. Roles and Permission Lists to be migrated from gold environment.Practitioners will be assigned the appropriate roles, company access, and department access.



1. A new security form will be introduced which will include data neededrelevant for PeopleSoft security. An online security form will also betested for rollout.

New Forms:




Payroll

PY600 - AdHoc ReportingBusiness Process:

1. Reporting will be delivered as a combination of Queries, Delivered,and custom reports. Some users will have the ability to create newqueries and other users will only be allowed to run.


1. Based on BP reviews current reports that are ran by SSC may be runby institutions or the report results may be distributed to institution users.

Ownership Changes:





1. Requirements have been taken on current GGC/USO/SSC reports.These reports will be developed in PeopleSoft.



1. NoneNew Forms:




Payroll

PY999 - Payroll Data ConversionBusiness Process:







1. The approach has been determined by the type of data that wasconverted.



1. NoneNew Forms:




End of Report


HCM Decision Point Fact SheetHCM-006-DPT

Payroll

ActiveDocument Status:

943 Issue: Is there a 12-month pay option for 10-month faculty in PeopleSoft 9.2?-

We will not be able to make any changes to the faculty pay frequency for the Pilot institution since the transition to PeopleSoft is in the middle of a contract year. Therefore, the 12 month pay option for 10 month faculty will not be available for the Pilot go-live date in December 2015. We anticipate this option will be available to institutions that have been converted to PeopleSoft 9.2 by the fall of 2016. A faculty member would be required to opt-in to the 12 month pay frequency prior to the beginning of the contract year.The 12 month pay frequency option will only be offered to faculty on the oneusg PeopleSoft 9.2 platform.The oneusg team will be working with the USG Office of Legal Affairs for further legal guidance on this change and detailed procedures and communications for institution practitioners and faculty will also be developed once approved by the USG.We are standardizing practices across the USG with the oneusg initiative so this will be an option for all institutions to have the 12 month pay option for 10 month faculty once the procedures are in place.

Final Decision:

Is there a 12-month pay option for 10-month faculty in PeopleSoft 9.2?Document Details:

Potential Solutions:

Recommendation:

HRAP Impact:

BPM Impact:

945 Issue: Will the department budget table allow for queries or reports to be run for position information?-

By definition, payroll distributions will be associated with the department and position. Therefore, institution practitioners will be able to report on any payroll distribution at any point in time.

Final Decision:

Will the department budget table allow for queries or reports to be run for position information?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1000 Issue: How often will I get paid?-

Your pay schedule is dependent upon your employee classifications; exempt (monthly paid) or non-exempt, (bi-weekly paid). You will get specific information about pay schedule timing closer to your go-live date, when the team has solidified details and when it’s more immediately relevant.

Final Decision:



Payroll


1000 Issue: How often will I get paid?-

Your pay schedule is dependent upon your employee classifications; exempt (monthly paid) or non-exempt, (bi-weekly paid). You will get specific information about pay schedule timing closer to your go-live date, when the team has solidified details and when it’s more immediately relevant.

Final Decision:

How often will I get paid?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1001 Issue: Will Payroll schedules be standardized across the USG?-

Yes. Payroll schedules will be standardized for all institutions. You will get specific information about payroll schedules and timing closer to your go-live date, when the team has solidified details and when it’s more immediately relevant.

Final Decision:

Will Payroll schedules be standardized across the USG?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1002 Issue: If I think my paycheck is incorrect, what should I do?-

If you have a question about your paycheck or withholdings, please contact the University System of Georgia Shared Services Center at 478.240.6500

Final Decision:

If I think my paycheck is incorrect, what should I do?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1003 Issue: Does the new OneUSG PeopleSoft system include direct deposit?-

Yes. Direct Deposit is required for all employee payments at the University System of Georgia. To change your direct deposit funding order, you will log into the oneusg Employee Self Service and make changes under the direct deposit section.

Final Decision:



Payroll


1003 Issue: Does the new OneUSG PeopleSoft system include direct deposit?-

Yes. Direct Deposit is required for all employee payments at the University System of Georgia. To change your direct deposit funding order, you will log into the oneusg Employee Self Service and make changes under the direct deposit section.

Final Decision:

Does the new OneUSG PeopleSoft system include direct deposit?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1004 Issue: How do I know if I am eligible for overtime?-

Eligibility for Overtime is determined by your job classification. Please contact the University System of Georgia Shared Services Center at 478.240.6500 or your institution Human Resources department to determine if your position is eligible for overtime. Your overtime eligibility is dependent upon your employee classifications; exempt (monthly paid) or non-exempt (bi-weekly paid).

Final Decision:

How do I know if I am eligible for overtime?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1005 Issue: What is Paycheck Modeler?-

Paycheck modeling enables employees to simulate changes to their paycheck without updating the production tables. The goal of self-service paycheck modeling is to empower the employee with the ability to make payroll-related decisions without calling the payroll department or help desk. The end result is to increase employee satisfaction while reducing the workload of the payroll department. You will get specific information closer to your go-live date, when the team has solidified details and when it’s more immediately relevant.

Final Decision:

What is Paycheck Modeler?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:



Payroll


1006 Issue: Will the USG process leave in the current month or in arrears with PeopleSoft 9.2?-

We are standardizing practices across the USG with the oneusg initiative. Processing leave in current vs. arrears becomes a non-issue in the Absence Management (AM) module of PeopleSoft 9.2.Absence Management processes time off requests in real-time (as they occur) and all approved requests will process within the pay period in which they occur. Absence requests are tracked on the employee’s timecard and are loaded to the pay cycle for processing along with all other approved hours for the pay period. All institutions on PeopleSoft 9.2 will be using the AM module and will process time off requests and approve leave in the same manner.

Final Decision:

Will the USG process leave in the current month or in arrears with PeopleSoft 9.2?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1007 Issue: Is there a 12-month pay option for a 10-month faculty in PeopleSoft 9.2?-

We will not be able to make any changes to the faculty pay frequency for the Pilot institution since the transition to PeopleSoft is in the middle of a contract year. Therefore, the 12 month pay option for 10 month faculty will not be available for the Pilot go-live date in December 2015. We anticipate this option will be available to institutions that have been converted to PeopleSoft 9.2 by the fall of 2016. A faculty member would be required to opt-in to the 12 month pay frequency prior to the beginning of the contract year. The 12 month pay frequency option will only be offered to faculty on the oneusg PeopleSoft 9.2 platform.The oneusg team will be working with the USG Office of Legal Affairs for further legal guidance on this change and detailed procedures and communications for institution practitioners and faculty will also be developed once approved by the USG.We are standardizing practices across the USG with the oneusg initiative so this will be an option for all institutions to have the 12 month pay option for 10 month faculty once the procedures are in place.

Final Decision:

Is there a 12-month pay option for a 10-month faculty in PeopleSoft 9.2?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1008 Issue: Will Job Earnings Distribution no longer be used with the implementation of OneUSG?-



Payroll


Job Earnings Distribution (JED) will transition to the Department Budget functionality in Commitment Accounting. The conversion process to extract data from ADP will select data from JED and populate the Department Budget tables. Institutions may have to make some manual updates in order to address payments traditionally made by Additional Comp

Final Decision:

Will Job Earnings Distribution no longer be used with the implementation of OneUSG?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1009 Issue: How do payroll distribution instructions get into the budget department table?-

The Pilot institutions will key the payroll distributions directly into the department budget tables. In future phases, the project team anticipates delivering a Manager Self Service page to request payroll distribution changes.

Final Decision:

How do payroll distribution instructions get into the budget department table?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1010 Issue: Will paid time off code for education support leave be added to time cards?-

Education Support Leave will be recorded in Absence Management, Absence Management transactions will be visible on the employee’s timecard. However, the Time Reporting Code (TRC) will automatically transmit to Payroll.

Final Decision:

Will paid time off code for education support leave be added to time cards?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1011 Issue: Will managers see pay information for their employees - amounts, dates, hours?-

Managers will be able to see compensation history for their direct reports but not actual pay checks. Managers will be able to view

Final Decision:



Payroll


historical time transactions within Time and Labor.

Will managers see pay information for their employees - amounts, dates, hours?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1012 Issue: Are we all moving to Wells Fargo with the implementation of OneUsg?-

The local banking relationship will not change; however, the money movement for oneusg will be facilitated through oneusg. Institutions will be asked to move from their existing PayCards to the Wells Fargo PayCards once they transition to oneusg.Update: Wells Fargo no longer offers a pay card option. USO is vetting new pay card vendor.

Final Decision:

Are we all moving to Wells Fargo with the implementation of OneUsg?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1013 Issue: What tool is used for overseas payroll and tax compliance?-

While PeopleSoft HR does have Global Payroll functionality, the oneusg team does not have plans to include it on the roadmap. Instead, the team is evaluating whether an outsourcing relationship should be explored for overseas employees.

Final Decision:

What tool is used for overseas payroll and tax compliance?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1014 Issue: How will we meet the data requirements for IPEDS?-

For the Pilot implementation, the existing ADP integration will be retrofitted for oneusg. The long term project roadmap includes an OBIEE HR Analytics reporting solution. The deployment timeframe for HR Analytics has not been determined at this point.

Final Decision:



Payroll


1014 Issue: How will we meet the data requirements for IPEDS?-

For the Pilot implementation, the existing ADP integration will be retrofitted for oneusg. The long term project roadmap includes an OBIEE HR Analytics reporting solution. The deployment timeframe for HR Analytics has not been determined at this point.

Final Decision:

How will we meet the data requirements for IPEDS?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

1015 Issue: What will be the status of prior year retirees flowing to Equifax?-

Anyone who has been active since 10/01/2013 will be included in the files sent to Equifax. If they have retired since 10/01/2013, their status will be inactive.

Final Decision:

What will be the status of prior year retirees flowing to Equifax?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

CompleteDocument Status:

50 Issue: Centralized Payroll Processing-

Final Decision:



Payroll


50 Issue: Centralized Payroll Processing-

Final Decision:

Current state: Exports are done by institution then consolidated.Question: Will the process to load TL Payable time to Payroll be ‘Fixed’ or ‘Adhoc’? i.e. will Payroll determine when to load time or will oneusg utilize the adhoc process that allows newly approved time to be loaded with each Pay Calc?Question: What will the oneusg payroll process cutoff times be for centralized processing? Current GAFirst, or other?

Document Details:

Commitment Accounting Impact:Actuals Distribtuion is ran by payrun ID and cannot be modified. If errors, it will hold-up all GL (same as current state pain point.) Will have to modify GL Interface to accomodate a single pay run ID to allow each institution to run their own GL.AP cannot be decentralized as it runs by payrun ID.Pre-Dist audt runs by pay run ID so each institution will not be able to run their own pre-dist unless it is modified.Pre-Dist audit will need to be centralized to accomodate post-confirm institution request to run pre-dist auditPayroll begins processing with individual payrunIDs to allow each institution the flexibility to process their payrolls at an individualized pace. If we keep this model through the end of payroll (instead of merging back into a singular payrunID), we can run the GL interface process by institution which will allow the institutions the same flexibility for their GL processing. Realizing there is a business justification regarding submitting the bank files as one, the bank file process can be customized to allow for the processing of multiple payrunIDs in a single batch. Additionally, the current RICE items which request multiple enhancements to delivered processes so that we could allow an institution to run a process for only their institution will not be required as payrunid will take care of this as-delivered.


All institutional payrolls will be run on a consolidated PAY RUN ID; and the time and labor load will be done by the SSC.

Recommendation:

75HRAP Impact:

BPM Impact:

Not Applicable

5.0 Payroll

722 Issue: Will institutions be able to run the final payroll calculation or will it be run centrally by Shared Services?

-

The final payroll confirmation will be run by Shared Services using one consolidated pay run id.

Final Decision:



Payroll


722 Issue: Will institutions be able to run the final payroll calculation or will it be run centrally by Shared Services?

-

The final payroll confirmation will be run by Shared Services using one consolidated pay run id.

Final Decision:

Will institutions be able to run the final payroll calculation or will it be run centrally by Shared Services?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

723 Issue: Will institutions have a tool to rapidly enter payroll adjustments?-

Institutions will be able to load payroll adjustments to a staging table via spreadsheet

Final Decision:

Will institutions have a tool to rapidly enter payroll adjustments?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

724 Issue: Will Off-cycle payroll checks be processed at the institution or will they be processed centrally?-

Off-Cycle checks creation will be centralized at the Shared Services Center

Final Decision:

Will Off-cycle payroll checks be processed at the institution or will they be processed centrally?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

725 Issue: Can off-cycle payments utilize electronic payment or will the only option be to issue paper checks?

-

Off-Cycles checks and be distributed using electronic payment formats including: pay card and direct deposit (ACH)

Final Decision:



Payroll


725 Issue: Can off-cycle payments utilize electronic payment or will the only option be to issue paper checks?

-

Off-Cycles checks and be distributed using electronic payment formats including: pay card and direct deposit (ACH)

Final Decision:

Can off-cycle payments utilize electronic payment or will the only option be to issue paper checks?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

726 Issue: What vendor will assume ADP's responsibility for money movement?-

Wells Fargo has assumed ADP banking responsibilitiesFinal Decision:

What vendor will assume ADP's responsibility for money movement?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

727 Issue: Will institutions still be required to make payline adjustments for all changes or does PeopleSoft offer functionality to automate retroactive adjustments?

-

Retro pay functionality is configured to look at job and will be used instead of doing manual payline adjustments

Final Decision:

Will institutions still be required to make payline adjustments for all changes or does PeopleSoft offer functionality to automate retroactive adjustments?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

728 Issue: Does PeopleSoft offer functionality to minimize the impact of continuous job changes on payroll?-

A customization is introduced to lock out HR transactions during the final payroll calculations. This functionality will be utilized to eliminate the continuous need to recalc payroll at the Shared Services Center

Final Decision:



Payroll


728 Issue: Does PeopleSoft offer functionality to minimize the impact of continuous job changes on payroll?-

A customization is introduced to lock out HR transactions during the final payroll calculations. This functionality will be utilized to eliminate the continuous need to recalc payroll at the Shared Services Center

Final Decision:

Does PeopleSoft offer functionality to minimize the impact of continuous job changes on payroll?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

729 Issue: Will off-cycle payrolls be run on a regular schedule?-

Off cycle payrolls will be processed in the offweek that a bi-weekly payroll is not being processed.

Final Decision:

Will off-cycle payrolls be run on a regular schedule?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

730 Issue: Will institutions have a tool to rapidly load Additional Pay?-

Additional pay can be preloaded using a spreadsheet utilityFinal Decision:

Will institutions have a tool to rapidly load Additional Pay?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

731 Issue: Who will be responsible (Institution, Shared Services or System Office) for voiding and stopping payments?

-

Voids and stop payments will be Centralized at Shared Services. Institutions will not be able to assume these reponsibilities because all paychecks will be drawn on the System Office payroll account.

Final Decision:



Payroll


731 Issue: Who will be responsible (Institution, Shared Services or System Office) for voiding and stopping payments?

-

Voids and stop payments will be Centralized at Shared Services. Institutions will not be able to assume these reponsibilities because all paychecks will be drawn on the System Office payroll account.

Final Decision:

Who will be responsible (Institution, Shared Services or System Office) for voiding and stopping payments?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

732 Issue: What are the payroll processing deadlines for payroll confirmation and submission of the direct deposit file?

-

Payroll must be confirmed by 3:00pm on Tuesday. Wells Fargo ACH file must be submitted by 8:00pm PST in order to post the next business day.

Final Decision:

What are the payroll processing deadlines for payroll confirmation and submission of the direct deposit file?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

733 Issue: Can Retro pay adjustments only be associated with an on-cycle payroll run?-

Retro pay can be loaded to the on-cycle or off-cycle payrollFinal Decision:

Can Retro pay adjustments only be associated with an on-cycle payroll run?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

734 Issue: Will Retro Pay Calculation be run on demand or in batch centrally?-

Retro pay will be calculated nightly in batchFinal Decision:



Payroll


734 Issue: Will Retro Pay Calculation be run on demand or in batch centrally?-

Retro pay will be calculated nightly in batchFinal Decision:

Will Retro Pay Calculation be run on demand or in batch centrally?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

735 Issue: When will the HR Lock functionality be deployed during the payroll schedule?-

HR lock will be turned on before final payroll calculation. Shared Services will assume the responsibility to lock out the HR transactions. Any HR adjustments after the lock is enabled will have to be captured on the next payroll calc

Final Decision:

When will the HR Lock functionality be deployed during the payroll schedule?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

736 Issue: Will zero dollar checks be printed and sent to the employee?-

Zero dollar checks will be confirmed but Wells Fargo will not print the zero dollar checks

Final Decision:

Will zero dollar checks be printed and sent to the employee?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

737 Issue: What is the data source for the hours submitted to Equifax for Affordable Care Act Processing?-

ACA hours will be extracted from Payroll - Unpaid leave will come from Time and Labor and Absence Management

Final Decision:



Payroll


737 Issue: What is the data source for the hours submitted to Equifax for Affordable Care Act Processing?-

ACA hours will be extracted from Payroll - Unpaid leave will come from Time and Labor and Absence Management

Final Decision:

What is the data source for the hours submitted to Equifax for Affordable Care Act Processing?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

738 Issue: Will ACA hours only exist in Time and Labor or will they be loaded to Payroll?-

ACA hours will be loaded to the pay sheetFinal Decision:

Will ACA hours only exist in Time and Labor or will they be loaded to Payroll?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

739 Issue: Who will be responsible for paying the benefit and tax laibilities? Institutions or the System Office?

-

All payments to vendors will be paid by the University System OfficeFinal Decision:

Who will be responsible for paying the benefit and tax laibilities? Institutions or the System Office?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

740 Issue: When will ORP contributions be transmitted to the vendors to apply to the employee's accounts?-

ORP contributors will be available to employee on pay dateFinal Decision:



Payroll


740 Issue: When will ORP contributions be transmitted to the vendors to apply to the employee's accounts?-

ORP contributors will be available to employee on pay dateFinal Decision:

When will ORP contributions be transmitted to the vendors to apply to the employee's accounts?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

741 Issue: Have any rules been instroduced to help cut down on the number of off cycle checks?-

Off cycle check creation will follow an eligibility testFinal Decision:

Have any rules been instroduced to help cut down on the number of off cycle checks?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

742 Issue: When will off-cycle checks be processed / created?-

Off cycle calendars will be setup in the off weeks of a regular payrollFinal Decision:

When will off-cycle checks be processed / created?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

743 Issue: On demand off cycles must be signed off by institutional leadership-

On demand off cycles must be signed off by institutional leadershipFinal Decision:

Who will authorize an off-cycle payment that doesn't meet the eligibility test?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

744 Issue: Is there a mechanism in PeopleSoft payroll to create a check without running a full payroll in the -



Payroll


event an institution needs a check immediately?

Online check functionality can be utilized for on demand off cycle checks

Final Decision:

Is there a mechanism in PeopleSoft payroll to create a check without running a full payroll in the event an institution needs a check immediately?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

745 Issue: What bank account will be used to fund the employee payroll?-

All paychecks will be paid off the USO payroll accountFinal Decision:

What bank account will be used to fund the employee payroll?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

746 Issue: Who will print off-cycle checks?-

Regular off cycle checks will be printed by Wells Fargo. The project team is still working on a strategy to address on-demand off cycles

Final Decision:

Who will print off-cycle checks?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

747 Issue: Will Year-End processing be modeled / tested prior to executing in production?-

Calendar year end will be processed in a test environment prior to running in production

Final Decision:



Payroll


747 Issue: Will Year-End processing be modeled / tested prior to executing in production?-

Calendar year end will be processed in a test environment prior to running in production

Final Decision:

Will Year-End processing be modeled / tested prior to executing in production?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

748 Issue: Who is responsible for updating the PeopleSoft system to be compliant with the latet tax / regulation updates?

-

ITS will be responsible for applying Oracle supplied updates. These updates will follow the traditional change control process including verification in a test environment prior to production deployment

Final Decision:

Who is responsible for updating the PeopleSoft system to be compliant with the latet tax / regulation updates?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

749 Issue: Will employees be able to access their W-2's online or will they continue to be mailed?-

W-2s will be viewable via PeopleSoft onlineFinal Decision:

Will employees be able to access their W-2's online or will they continue to be mailed?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

750 Issue: How often can year-end validation reports be run of thes an institution have to wait until the end of the calendar year?

-

W-2 audit reports will be run periodically throughout the year. SSC willrun quarterly and distribute to the institutions for review

Final Decision:



Payroll


750 Issue: How often can year-end validation reports be run of thes an institution have to wait until the end of the calendar year?

-

W-2 audit reports will be run periodically throughout the year. SSC will run quarterly and distribute to the institutions for review

Final Decision:

How often can year-end validation reports be run of thes an institution have to wait until the end of the calendar year?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

751 Issue: There are situations where adjustments are needed to change a person's W-2, but should not impact their gross wages. Has the system been configured to support this functional requirement?

-

Earnings codes and deduction codes have been established that will not add to an employee's gross pay

Final Decision:

There are situations where adjustments are needed to change a person's W-2, but should not impact their gross wages. Has the system been configured to support this functional requirement?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

752 Issue: Will general deductions be configured to be instittuion specific or will similar deductions (like Fitness) be Shared?

-

The commitment accounting configuration requires a vendor be associated with a deduction code, therefore, the deduction codes cannot be shared.

Final Decision:

Will general deductions be configured to be instittuion specific or will similar deductions (like Fitness) be Shared?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

753 Issue: What is the process for requesting new earnings codes, deduction codes, etc?-

Institutions will submit a ticket to the Shared Services center requesting the new value. The request will be forwarded to an enterprise data team to ensure an value doesn't already exist. Additionally, the data

Final Decision:



Payroll


governance team will verify all downstream systems are aware of the change requested.

What is the process for requesting new earnings codes, deduction codes, etc?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

860 Issue: How will new shared configuration values be administered?-

Institutions will submit requests for new "shared" configuration values to the Data Governance committee and the SSC will enter the values into the system

Final Decision:

How will new shared configuration values be administered?Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

872 Issue: Will institutions be able to determine if Tax Sheltered Annuity Payments for Faculty are withheld during the Summer?

-

Institutions will have the autonomy to determine if TSA's should be paid during the summer. This is not part of the standardization.

Final Decision:

Will institutions be able to determine if Tax Sheltered Annuity Payments for Faculty are withheld during the Summer?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

885 Issue: What is the purpose of the HR Lock? Will it prevent practitioners from entering transactions into the system?

-

HR lock breaks the connection between Job and PaySheets. HR Lock will not prevent data entry - it only prevents transactions from impacting payroll. If the Lock is on, any transactions entered will be included on the next payroll

Final Decision:



Payroll


885 Issue: What is the purpose of the HR Lock? Will it prevent practitioners from entering transactions into the system?

-

HR lock breaks the connection between Job and PaySheets. HR Lock will not prevent data entry - it only prevents transactions from impacting payroll. If the Lock is on, any transactions entered will be included on the next payroll

Final Decision:

What is the purpose of the HR Lock? Will it prevent practitioners from entering transactions into the system?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

886 Issue: Can additional pay be encumbered? If not, how will these transactions be encumbered?-

Additional Pay will not be encumbered. In order to be encumbered, the additional pay must be added as an additional component of pay or as an additional job

Final Decision:

Can additional pay be encumbered? If not, how will these transactions be encumbered?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

888 Issue: Will Zero dollar checks be interfaces to Wells Fargo? How will the system treat a zero dollar check?

-

Zero Dollar Checks will be unchecked to pay and will not interface to Wells Fargo. Therefore, Wells Fargo will not print zero dollar checks

Final Decision:

Will Zero dollar checks be interfaces to Wells Fargo? How will the system treat a zero dollar check?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

891 Issue: What are the plans for integration for Glacier (Non Resident Alien) and PeopleSoft?-

The initial institutions to go-live will be paper based and be required to dual entry. The second phase will include an integration with Glacier to create the 1042 forms. The OneUSG team will leverage the interface developed by Georgia Tech. Future phases will include additional

Final Decision:



Payroll


integrations in an attempt to eliminate the dual entry

What are the plans for integration for Glacier (Non Resident Alien) and PeopleSoft?

Document Details:


Recommendation:

HRAP Impact:

BPM Impact:

End of Report


HCM Use CasesHCM-010-TST

Payroll

Use Case ID

Business Process:

Business Process Step

AD002 - Audit Payroll Changes

Role NameResponsibility

Audit changes made to employees Direct Deposit records.

AD002.01 BOR PAY ManagerInstitution

Audit Changes made to employees General Deduction records


Audit Changes made to employees Additional Pay


Audit Changes made to employees Federal and State tax record


Audit changes made to an employees Tax Distribution record


Audit changes made to an employees Payline.




Payroll

Use Case ID

Business Process:


CA110 - Payroll to General Ledger Interface (HCM)


Review of CA Hard Error Prior to GL Interface

PY003.10 BOR CA Admin SSSC

Payroll to GL InterfacePY003.11 BOR BN Admin SSSC



Payroll

Use Case ID

Business Process:


PY001 - Pre-Payroll Processes (Day 1)


Create Final Adjustment (PSHUP) Spreadsheet

PY001.01 BOR PAY AnalystInstitution

Load Adjustment Spreadsheet to Staging Table


Correct PSHUP Load Errors and Resubmit


Final Additional Pay Spreadsheet Upload


Review Additional Pay and Validate Results


Run & Correct Presheet AuditPY001.06 BOR PAY AnalystInstitution

Retro Pay CalcPY001.07 BOR PAY Admin SSSC

Notification Retro Calcs Are CompletePY001.09 BOR PAY Admin SSSC

Corrections to Retro Pay/Retro Ben Calcs


Run Query to verify Pay Line Statuses Reset

PY01.014 ITS AdministratorITS

Run Query to verify Pay Line Statuses Reset

PY01.014 BOR PAY Admin SSSC



Payroll

Use Case ID

Business Process:


PY002 - On-Cycle Payroll Processing (Day 2-3)


Time Approval & Sign Off (Reference T&L)


Complete Manual Adjustment Spreadsheet


Complete Retro AdjustmentsPY002.03 BOR PAY AnalystInstitution

Submit Payroll Package to SSC/oneusgPY002.04 BOR PAY AnalystInstitution

Time & Labor Lock OutPY002.05 BOR PAY AnalystInstitution

Time & Labor Lock OutPY002.05 Insurance ProvidersTPV

Confirm Correct Calendars are Attached to Pay Run ID


Create PaysheetsPY002.07 BOR PAY Admin SSSC

Load Retro PayPY002.08 BOR PAY Admin SSSC

Run PYLOAD to Load Adjustment Spreadsheet Data to Payline


Preliminary CalcPY002.11 BOR PAY Admin SSSC

Run Payroll Error MessagesPY002.12 BOR PAY Admin SSSC

Load Time and Labor to pay sheetsPY002.13 BOR PAY Admin SSSC

Preliminary CalcPY002.14 BOR PAY Admin SSSC

Print Payroll Error MessagesPY002.15 BOR PAY Admin SSSC

Final CalcPY002.17 BOR PAY Admin SSSC

HR Lock-on ProcessPY002.18 BOR PAY Admin SSSC

Run Balanced Journal Entry Query for On Cycle Payroll


Balance PayrollPY002.20 BOR PAY Admin SSSC

Resolve Payroll Error MessagesPY002.21 BOR PAY Admin SSSC

Enter Manual Adjustments to PaylinePY002.22 BOR PAY Admin SSSC

Notification that Payroll is Ready to Review


Institutional ReviewPY002.24 BOR PAY AnalystInstitution

Run Absence Management Off-Cycle (2nd day)




Payroll

Use Case ID

Business Process:


PY002 - On-Cycle Payroll Processing (Day 2-3)


Update OK to PayPY002.27 BOR PAY Admin SSSC

Run NRA Earnings SplitPY002.275 BOR PAY Admin SSSC

Predistribution AuditPY002.28 BOR PAY Admin SSSC

Run Payroll Summary PAY018PY002.30 BOR PAY AnalystInstitution

Run Payroll Summary PAY018PY002.30 BOR PAY Admin SSSC

Run Payroll Register PAY002PY002.31 BOR PAY AnalystInstitution

Run Payroll Register PAY002PY002.31 BOR PAY Admin SSSC

Run PreConfirm AuditPY002.32 BOR PAY Admin SSSC

Final Review Prior to ConfirmPY002.33 BOR PAY ManagerInstitution

Resolve Pay Confirm PY002.34 BOR PAY Admin SSSC

Confirm PayrollPY002.35 BOR PAY Admin SSSC



Payroll

Use Case ID

Business Process:


PY003 - Post Payroll Processes


Run Consolidated Payroll SummaryPY003.01 BOR PAY Admin SSSC

Run Consolidated Payroll RegistersPY003.02 BOR PAY Admin SSSC

Run Calculate Savings & Retirement in Update Mode


Create ACH File to VendorPY003.04 BOR PAY Admin SSSC

Create Print file to VendorPY003.05 BOR PAY Admin SSSC

Create ACH PDF (for self-service)PY003.06 BOR PAY Admin SSSC

Create Check PDF (for self-service)PY003.07 BOR PAY Admin SSSC

Process ADP Garnishment file (for vendor payment)


Process ADP Periodic (tax information)PY003.09 BOR PAY Admin SSSC

Attach Pay Run ID to CalendarPY003.14 BOR PAY Admin SSSC

ACA File to EquifaxPY003.15 BOR PAY Admin SSSC

Institutional Post Payroll ReportsPY003.17 BOR PAY AnalystInstitution

Payment to Banner for Work StudyPY003.18 BOR PAY AnalystInstitution



Payroll

Use Case ID

Business Process:


PY004 - Aon Payroll Instruction File (PIF) Upload


Payroll Instruction File Generated from Aon

PY004.01 Aon - Benefits AdministrationTPV

Payroll Instruction File ReceivedPY004.02 ITS AdministratorITS

Payroll Instruction File ReceivedPY004.02 BOR PAY Admin SSSC

Payroll Instruction File ReceivedPY004.02 Aon - Benefits AdministrationTPV

Batch Process PIF Upload FilePY004.03 BOR PAY Admin SSSC

PIF Upload RemediationPY004.04 BOR PAY Admin SSSC

Email Notification to ITS Payroll/SSC Payroll


Download and Disburse PIF Error FilePY004.06 BOR BN Admin SSSC



Payroll

Use Case ID

Business Process:


PY005 - Off-Cycle Check Processing


Institution Submits Off-Cycle Request Form


BPM Review of Off-cycle Check Request


Add Off-Cycle Pay CalendarPY005.03 BOR PAY Admin SSSC

Manually add Paysheet for EmployeePY005.04 BOR PAY Admin SSSC

Completing Manual Paysheet with Employee Pay Information


Run Off-Cycle Pay ClacPY005.06 BOR PAY Admin SSSC

Review Calculated PaysheetPY005.07 BOR PAY Admin SSSC

Confirm Off-Cycle CalendarPY005.08 BOR PAY Admin SSSC

Institution Submits On Demand payment Request Form


BPM Review of On Demand Payment Request


BPM Review of On Demand Payment Request


Access Create Online Check PagePY005.11 BOR PAY Admin SSSC

Enter EMPL ID and Pay End DatePY005.12 BOR PAY Admin SSSC

Paysheet Creation ProcessPY005.13 BOR PAY Admin SSSC

Load Time and LaborPY005.14 BOR PAY Admin SSSC

Enter Pay DataPY005.16 BOR PAY Admin SSSC

Save. Calculate and ReviewPY005.17 BOR PAY AnalystInstitution

Save. Calculate and ReviewPY005.17 BOR PAY Admin SSSC

Confirm and Print ProcessPY005.18 BOR PAY Admin SSSC

Delivery of On Demand Check to Employee


Send Money Movement Payroll Summary




Payroll

Use Case ID

Business Process:


PY006 - Check Reversal Processing


Institution Completes Check Reversal Form


Check Reversal ProcessPY006.02 BOR PAY Admin SSSC



Payroll

Use Case ID

Business Process:


PY009 - Tax Balancing after Payroll, Month End, and Quarter End


Run Tax Deposit Summary (Tax001)PY009.01 BOR PAY AnalystInstitution

Run Tax Deposit Summary (Tax001)PY009.01 BOR PAY Admin SSSC

Run Tax Summary Reports (Federal and State)


Run Tax Summary Reports (Federal and State)


Completing Tax Balancing SpreadsheetPY009.03 BOR PAY AnalystInstitution

Completing Tax Balancing SpreadsheetPY009.03 BOR PAY Admin SSSC

Run Error Listing (Tax900)PY009.04 BOR PAY AnalystInstitution

Run Error Listing (Tax900)PY009.04 BOR PAY Admin SSSC

Run Quarter Balancing Versions ReportPY009.05 BOR PAY AnalystInstitution

Run Quarter Balancing Versions ReportPY009.05 BOR PAY Admin SSSC

Submit Quarterly Tax ApprovalPY009.06 BOR PAY AnalystInstitution

Validate Quarter is in Balance for Institution


Submission of Quarterly Tax filePY009.08 BOR PAY Admin SSSC



Payroll

Use Case ID

Business Process:


PY013 - Year End Processes


Prepare the Year End TablesPY013.01 BOR PAY Admin SSSC

Application of Tax Update (PUM) to Test Database


Year End TestingPY013.03 BOR PAY Admin SSSC

Update W2 Company TablePY013.04 BOR PAY Admin SSSC

Run Update Year End Reporting Info (TAX504)


Run Year End Record Data Load (TAX910LD)


Run Year End Record Error Report (TAX910ER)


Run Year End Data Audit Report (TAX910AU)


Run Federal Tax Summary Report (TAX010FD)


Run State Tax Summary Report (TAX010ST)


Run W3 Transmittal Totals Report (TAX915)


Run State W2 Tax Totals Report (TAX916)


Run, Balance, transmit ADP Quarterly Tax PBZQTR


Create W2 Print FilePY013.14 BOR PAY Admin SSSC

Institution Year End BalancingPY013.2 BOR PAY ManagerInstitution

Fiscal Year End BalancingPY013.3 BOR PAY ManagerInstitution

W2 Box MappingPY013.4 BOR PAY Admin SSSC

Print W2sPY013.6 Wells FargoTPV



Payroll

Use Case ID

Business Process:


PY014 - Calendar Year Preparation


Build Balance IDs - Calendar YearPY014.01 BOR PAY Admin SSSC

Run Calendar Year (CY) Automated Process


Add Fiscal Year Balance information (quarter/period)


Create Spreadsheet with Pay Date information


Create Pay CalendarsPY014.04 BOR PAY Admin SSSC

Change Check Daates on Pay Calendars


Create Pay Run ID'sPY014.05 BOR PAY Admin SSSC



Payroll

Use Case ID

Business Process:


PY015 - Summer Payroll Processing


Summer Payroll ProcessingPY015 BOR PAY AnalystInstitution

Summer Payroll ProcessingPY015 BOR PAY Admin SSSC



Payroll

Use Case ID

Business Process:


PY016 - Special Payroll Processing - Unconfirm


Determine Paygroups ImpactedPY016.01 BOR PAY AnalystInstitution

Determine Paygroups ImpactedPY016.01 BOR PAY Admin SSSC

Remove Pay Run ID from Paygroups Not Impacted


Run Pay Unconfirm ProcessPY016.012 BOR PAY Admin SSSC

Verify Confirm Flag Reset on Pay Calendar


Verify Confirm Flag Reset on Pay Calendar


Run Payline Status QueryPY016.02 BOR PAY Admin SSSC

Run Pay Distribution QueryPY016.03 BOR PAY Admin SSSC

Reset Last Form Number UsedPY016.04 BOR PAY Admin SSSC

Delete Balance RecordPY016.05 BOR PAY Admin SSSC

Reverse Time and LaborPY016.2 BOR PAY Admin SSSC

Query Time and Labor Status rest to RPPY016.21 BOR PAY Admin SSSC

Rerun Load T&L ProcessPY016.3 BOR PAY Admin SSSC

Create Query to Extract Earnings/Deductions


Create Query to Extract Earnings/Deductions


Determine if there are PY Load Transactions


Reset Records PU_STATUS on PUSHUP_TXN


Reset Records PU_STATUS on PUSHUP_TXN


Run Pay Unsheet ProcessPY016.34 BOR PAY Admin SSSC

Review Pay Calendar Flags are ResetPY016.35 BOR PAY Admin SSSC

Run Query to Verify Pay Earnings Deleted


Update the Paysheet Transaction StatusPY016.37 BOR PAY Admin SSSC



Payroll

Use Case ID

Business Process:


PY017 - Non-Resident Alien (NRA) Tax Set Up


Complete Glacier Employee ProfilePY017.01 BOR HR AnalystInstitution

Upon Receipt of NRA Form Determin if Treaty is on Tax Treaty Table


Set Up Tax Treaty DataPY017.05 BOR PAY Admin SSSC

Correct Employee Tax DataPY017.06 BOR PAY AnalystInstitution

NRA Tax Set UpPY024.03 BOR PAY AnalystInstitution



Payroll

Use Case ID

Business Process:


PY018 - Adding or Modifying an Earnings Table


Complete Earnings Code Request FormPY018.01 BOR PAY AnalystInstitution

Create/Modify Earnings CodePY018.02 BOR PAY Admin SSSC

Add Earnings Code to Earnings Program


Update Earnings Code Data DictionaryPY018.04 BOR PAY Admin SSSC

Notify ITS/GeorgiaFirst/Commitment Accounting




Payroll

Use Case ID

Business Process:


PY019 - Adding or Modifying a Deduction Code


Complete Deduction Request FormPY019.01 BOR PAY AnalystInstitution

Add (Modify) Deduction Code to Deduction Table


Add Vendor Code to Deduction CodePY019.03 BOR PAY Admin SSSC





Update Deduction Code Data DictionaryPY019.06 BOR PAY Admin SSSC

Notify ITS/GeorgiaFirstPY019.07 BOR PAY Admin SSSC



Payroll

Use Case ID

Business Process:


PY020 - Adding or Modifying a Paygroup


Complete Paygroup Request FormPY020.01 BOR PAY ManagerInstitution

Cross-Functional Review/Recommendaiton


Cross-Functional Review/Recommendaiton

PY020.02 BOR System OfficeUSO

Add/Modify and Test PaygroupPY020.03 BOR PAY Admin SSSC

GA First/Commitment Accounting Maps New Paygroup

PY020.04 BOR CA Admin SITS

GA First/Commitment Accounting Maps New Paygroup


Update Paygroup Data DictionaryPY020.05 BOR PAY Admin SSSC



Payroll

Use Case ID

Business Process:


PY021 - Adding or Modifying Company Tax Data


Add State -Company Detail (WH/UI)PY021.01 BOR PAY Admin SSSC

Add Tax LocationPY021.02 BOR PAY Admin SSSC

Add Local Tax JurisdictionPY021.03 BOR PAY Admin SSSC



Payroll

Use Case ID

Business Process:


PY022 - Annual Retirement Limits Review_Update


Updating Savings (RET) Plan TablePY022.01 BOR PAY Admin SSSC

Updating ORPL Deduction CodePY022.02 BOR PAY Admin SSSC

Updating TSA Limit TablesPY022.03 BOR PAY Admin SSSC

Running the Limit Extension Process for 403b/457 Plans




Payroll

Use Case ID

Business Process:


PY023 - Tutition Assistance Plan (TAP) Benefit Reporting


Add Taxable Earnings That Do Not Add to Gross Pay




Payroll

Use Case ID

Business Process:


PY024 - Adding New State -Employee Level


Update Employee State Tax PanelPY024.01 BOR PAY AnalystInstitution

Student SUI Setup on Tax PanelPY024.02 BOR PAY AnalystInstitution

NRA Tax Set UpPY024.03 BOR PAY AnalystSSC



Payroll

Use Case ID

Business Process:


PY025 - W2c Processing


Enter New Amounts on W2 Adjustment Page


Generate W2c Audit ReportPY025.02 BOR PAY Admin SSSC

Set W2c ParametersPY025.03 BOR PAY Admin SSSC

Create W2c Print FilePY025.04 BOR PAY Admin SSSC

Print and Distribute W2cPY025.05 BOR PAY Admin SSSC



Payroll

Use Case ID

Business Process:


PY026 - Repayment of Overpaid Wages


Repayment of Overpaid WagesPY026 BOR PAY ManagerInstitution

Repayment of Overpaid WagesPY026 BOR PAY Admin SSSC



Payroll

Use Case ID

Business Process:


PY027 - Arrears Override


Complete Arrears Override FormPY027.01 BOR PAY AnalystInstitution

Update Max Arrears Frequency Override




Payroll

Use Case ID

Business Process:


PY028 - Test and Apply Federal and State Tax and Garnishment Compliance Updates


Apply Update to Test DatabasePY028.01 ITS AdministratorITS

Create and Execute Payroll Test ScriptsPY028.02 BOR PAY Admin SSSC

Apply Update to ProductionPY028.03 ITS AdministratorITS



Payroll

Use Case ID

Business Process:


PY029 - Retroactive Pay Process


Review System Generated Retro Pay Requests


Review System Generated Retro Pay Requests


Review Calculated Retro Pay ResultsPY029.02 BOR PAY AnalystInstitution

Delete/Change Retro RequestPY029.03 BOR PAY AnalystInstitution

Retro Pay Loaded to PaysheetPY029.04 BOR PAY AnalystInstitution

Retro Pay Loaded to PaysheetPY029.04 BOR PAY Admin SSSC



Payroll

Use Case ID

Business Process:


PY030 - Balance Adjustment Process


Initiate Balance Adjustment RequestPY030.01 BOR PAY AnalystInstitution

Enter Balance Adjustment(s)PY030.02 BOR PAY Admin SSSC

Print Balance Adjustment ReportPY030.03 BOR PAY Admin SSSC



Payroll

Use Case ID

Business Process:


PY032 - Updating and Maintaining Employee Level Data


Review/change an employee's Tax Distribution record


Review/change an employee's Federal Tax Data record


Review/change an employee's State Tax Data record


Review/add/change an employees Direct Deposit record


Review/add/change an employees Additional Pay record


Review/add/change an employees General Deduction record


Review Employee PaycheckPY032.07 BOR PAY AnalystInstitution



Payroll

Use Case ID

Business Process:


PY033 - Retro Benefit Deduction (OneUSG/HCM)


CSV File Received from Third Party Benefits Administration Vendor






Parse File and Place in Institutional FTP Folder

PY033.02 BOR BN Admin SSSC



Review and Enter Retro Deduction on Automated Adjustment Spreadsheet




Payroll

Use Case ID

Business Process:


PY034 - Retro Benefit Deductions (ADP EV5)


CSV File Received by Third Party Benefits Administration Vendor


CSV File Received by Third Party Benefits Administration Vendor






Review and Enter Retro Deduction on AAF




Payroll

Use Case ID

Business Process:


PY600 - AdHoc Reporting


AdHoc ReportingPY600 BOR PAY InquiryInstitution

AdHoc ReportingPY600 BOR PAY Admin SSSC



End of Report


HCM Business RequirementsHCM-004-REQ

Payroll

Business Process Name: AD002 - Audit Payroll Changes

RICE (oneusg)Requirement Met By: Vendor:

HRAUD003 - Audit records for HCM, T&L, AMRICE Title:

Req. ID Requirement DetailRequirement Summary

RICE Type: Enhancement

289 Provides a list of changes made by selected users based on a list of tables requested during process submission. The user will select the transaction date range to be examined and will identify which “Origin of Change” should be included. “Origin of Change” indicates whether a change was introduced online or by a batch process. The report may be sorted by Transaction Date, User who made the change, or Employee Affected by Change. The process will optionally filter the output by User, User Class, and Target Employee. Each change is reported with the time stamp, target employee, the data field being changed along with the previous value and the new value.

AD002.01 - Audit Payroll Changes



Payroll

Business Process Name: PY001 - Pre-Payroll Processes (Day 1)

Delivered FunctionalityRequirement Met By: Vendor:

RICE Title:


RICE Type:

65 Ability to perform retro benefit transactions

PY001 - Manage Retroactive Benefit Deductions

174 Ability to have an automated load for necessary corrections or overrides directly to the paysheet during on-cycle payroll processing.

PY001.01 - Enter Automated Corrections & Overrides

RICE (Aon)Requirement Met By: Vendor: Aon - Benefits Administration

ANRPT029 - Error Report from Aon Payroll Instruction InterfaceRICE Title:


RICE Type: Report

4357 Need an error report of data that does not load into general deductions from the weekly Aon Payroll Instruction file. Need to define what payroll needs to see.

4358 Create a report from the Aon/General deduction load that provides counts of what was loaded and loaded (error).

4359 Provide detail of the employee's that didn't load. See below: Company, Emplid, Effective Date, Deduction Code, Deduction Addtl Amount & Descriptive Error Message

4360 Report should be able to run for a specific company or all companies.

4361 Report output should be in PDF or XLS format


PRINT005 - Additional Pay LoadRICE Title:


RICE Type: Interface

3181 Ability for the Insitution to load Additional Pay for a large volume of employees with an automated process.

PY001.02 - Additional Pay Load for High Volume



Payroll

Business Process Name: PY001 - Pre-Payroll Processes (Day 1)


PRRPT001 - Presheet Audit Report RICE Title:


RICE Type: Report

2364 Run the customized version that will identify potential HR, BN, and PY issues.

PY001.03 - Presheet Audit Report

TARPT003 - Functional team queriesRICE Title:


RICE Type: Query

3154 BOR_BN_RETRO_DED_CALCDTLPY001 - BNRPT370 - Query to list benefit retro processing details for each employee

3155 BOR_BN_RETRO_DED_RQSTSPY001 - BNRPT371 - Query to list outstanding benefit retro requests that need to be reviewed



Payroll

Business Process Name: PY002 - On-Cycle Payroll Processing (Day 2-3)


RICE Title:


RICE Type:

159 1. Ability to use standard payroll processing to provide accurate and timely payroll calculations of gross to net applying appropriate salary and hourly rates, deductions and withholdings for all pay cycles. 2. Ability to process various pay cycle (PY100.01).3. Support multiple payment methods (PY100.02).

PY002.01 - Delivered Payroll Processing

163 Run Payroll Error Message Report (Pay011)

PY002.02 - Run and View Payroll Calculation Reports

164 Ability to apply withholding rules during payroll calculation

PY002.03 - Apply Withholding Rules

175 Ability to integrate with Time & Labor system to incorporate data as pay data inputs

PY002.05 - Integration with Time and Labor

1652 Student workers should not have SUI (State Unemployment Tax) reported.

PY002.12 - Students Tax Exemptions

3184 Ability to prevent T&L changes to flow into payroll after time has been approved.

PY002.08 - Time & Labor Lock Out

3186 Ability to review, modify, calc and load using delivered Retro Benefit deduction process to the payline.

PY029.02 - Retro Benefit Deduction Process

3187 Ability to change the additional pay after Paysheets are created.

PY002.15 - Manually Adjust Additional Pay

3316 Make payline adjustments for earnings, deductions and taxes directly to the paysheet.

PY001.05 - Manual Payroll Adjustments


RICE Title:


RICE Type:



Payroll



RICE Title:


RICE Type:

1621 Process needed to enable / disable notification at an institution levelTable needed to maintain the institutions who pre-note

PY007.05 - Direct Deposit Pre-Note at Institutional Level

3203 Run the PreDist Audit and resolve any issues prior to confirm.

PY002.18 PreDistribution Audit

ANINT008 - Payroll Instruction File - General Deductions Load to PeopleSoft Payroll (From Aon to OneUSG)

RICE Title:



3913 Administer withholding funds transfer, to collect, post and remit participant payroll withholding amounts

BNPRC004 - HSA (Health Savings Account) Employer $ matchRICE Title:



435 Load HSA Match ADP program EPBP035

PY002.09 - Load HSA Match

PRINT012 - Automated Adjustments (Outbound)RICE Title:



358 Load Automated Adjustment Spreadsheets (Excel to CI) to the payline during payroll processing (PYLOAD).

PY001.03 - Load Automated Adjustment Spreadsheet (PYLOAD)

PRONL005 - Zero Gross & Zero Net OK_TO_PAYRICE Title:



3190 Turn off OK_TO_PAY for employees with zero gross and zero net.

PY002.17 Turn off OK To Pay

PRPRC004 - Payroll Lock RICE Title:



273 The ablity to lock-out HR activity during payroll processing. Does not limit HR access, just information that is pulled into processing.

PY002.3 - Lock Out HR Activity During Payroll

PRRPT650 - Balancing QueriesRICE Title:


RICE Type: Query



Payroll



PRRPT650 - Balancing QueriesRICE Title:


RICE Type: Query

3517 Ability to run queries to balance and audit biweekly and monthly payrolls.

PY650 - Ability to use queries to balance and audit biweekly and monthly payrolls.

PRRPT651 - Common Remitter ReportsRICE Title:


RICE Type: Query

2415 Common Remitter Net Positive Report to be run during payroll processing to provide TSA totals to institution.

PY600.27 - Common Remitter Net Positive Report

SCGEN003 - Customize delivered Payroll reports adding Department security

RICE Title:



3518 Ability to used delivered reports to balance and audit biweekly and monthly payrolls.

PY651 - Delivered payroll reports return payroll data on institution level.



Payroll

Business Process Name: PY003 - Post Payroll Processes


RICE Title:


RICE Type:

161 Ability to perform post-pay auditsPY003.01 - Perform Post-Pay Audits

172 Ability to generate paycheck print filePY003.07 - Generate PDF Check Print File for ESS

173 Ability to print paychecks/ produce pay cards

PY003.08 - Generate PDF Direct Deposit file for ESS.

291 Run Direct Deposit RegisterPY003.15 - Direct Deposit Register

385 Run Payroll Check RegisterPY003.13 - Payroll Check Register

405 Generate PAY001 Deduction RegisterPY003.14 - Generate Deduction Register

415 Generate Garnishment Specification Report

PY003.18 - Generate Garnishment Specification Report

416 Create Garnishment Deduction Report; query to replace current PAY044 in Ev5.

PY003.19 - Create Garnishment Deduction Report

419 Use PeopleSoft query to create Garnishment Payee Report

PY600.17 - Create Garnishment Payee Report

429 Generate Tax Deposit Summary ReportPY003.20 - Generate Tax Deposit Summary Report

430 Generate Tax010 Monthly Tax Summary Report

PY009.01 - Generate Monthly Tax Summary Report

2369 Payroll Register can be run by Home Department

PY600.10 - Payroll Register by Home Department

2372 Run the delivered Payroll SummaryPY600.13 - Payroll Summary

2380 Create Payroll Advice RegisterPY600.19 - Payroll Advice Register

2399 Payroll Deduction RegisterPY600.20 - Payroll Deduction Register

2400 Payroll Check RegisterPY600.21 - Payroll Check Register

2402 Ability to run Other Earnings Register PY600.23 - Other Earnings Register

3204 Run the GL InterfacePY002.19 Run GL Interface

3242 Run Deduction in Arrears reportsPY600.59 Deduction in Arrears



Payroll

Business Process Name: PY003 - Post Payroll Processes


RICE Title:


RICE Type:

3476 Attach Pay Run ID's to on-cycle payrolls

PY003.23 Ability to attach Pay Run ID's to next on-cycle payroll.


RICE Title:


RICE Type:

168 Ability to transfer the ACH file and positive pay file

PY003.06 - Transfer ACH and Positive Pay File

2717 Custom process to replace EV5 Calculate Savings and Retirement (ORP/TSA distribution).

PY003.09 - TSA/ORP Deductions Distributed to TPVs

PRINT004 - ACA Reporting (ACAMP) Payroll Integration-OutboundRICE Title:



3243 Review and run ACAMP outbound interface

PY003.22 ACA Reporting (ACAMP) Integration Outbound

PRINT007 - Payment to Banner - Work Study/Payroll (Outbound)RICE Title:



378 Export Student Financial Aid to Banner. Currently a process in Ev5 creates a Banner file of current pay period earnings for paygroup xxW. This is to track Federally funded earnings for work study students.EPOP006

Export Student Financial Aid to Banner (Federal Workstudy)

PRINT020 - Payroll Check Print Interface to Wells FargoRICE Title:



167 Ability to generate a check filePY003.05 - Generate Check File



Payroll

Business Process Name: PY005 - Off-Cycle Check Processing


RICE Title:


RICE Type:

150 Ability to process off cycle pay data using delivered off-cycle calendar functionality.

PY005.02 - Process Off-Cycle Payroll

156 Ability to issue an on demand payment to an employee for off cycle payments in which immediate payment is required per BPM guidelines.

PY005.05 - Issue On-Demand Payment

391 Print Off Cycle CheckPY005.07 - Print Off Cycle Check

Third Party VendorRequirement Met By: Vendor: Wells Fargo

RICE Title:


RICE Type:

193 Ability to transmit funds to third party vendors at the time of processing an off cycle payment

PY005 - Tranmission of Payment to TPV for Off-cycle checks



Payroll

Business Process Name: PY006 - Check Reversal Processing


RICE Title:


RICE Type:

153 Ability to reverse an employee's payPY006.01 - Reverse an EE's Pay

154 Ability to reissue an employee's pay PY006.02 - Reissue an EE's Pay

192 Ability to reprint a checkPY006.03 - Reprint a Paycheck



Payroll

Business Process Name: PY009 - Tax Balancing after Payroll, Month End, and Quarter End


RICE Title:


RICE Type:

431 Generate Wage and Tax Error Report TAX900

PY009.02 - Generate Wage and Tax Error Report

2721 Manually update employess balances using Balance adjustment pages.

PY009.10 - Ability to create manual adjustment to an employee's balance record.

2722 Create off-cycle manual check to adjust employee balances

PY009.11 Create 'manual' check in PS system to adjust employee balances.



Payroll

Business Process Name: PY013 - Year End Processes


RICE Title:


RICE Type:

182 Must be able to create W-2 preview file for practitioner review.

PY025.03 - Create W-2 Preview

183 Must allow employees to opt out of receiving paper W-2

PY025.04 - Elect Electronic W-2

224 Must allow employee to access W-2 online and print it if necessary via self service

PY025.07 - W-2 Access Online

333 Ability to update Fiscal Year BalancesUpdate Fiscal Year Balances

432 Generate W2's TAX910LDPY013.01 - Generate W2's



Payroll

Business Process Name: PY014 - Calendar Year Preparation


RICE Title:


RICE Type:

421 Build Pay Calendars Process (PSPCLBLD)

PY014.02 - Build Pay Calendars

3225 Build CY ad FY Balances for new yearPY014.03 - Build Balance ID's

3289 Standardize pay calendarsPY014.04 - Pay Calendar

3434 Notify Employees who claim Exempt from Withholding to update their tax forms

PY014.05 - Tax Notifcation


PRINT024 - Load Charitable Contributions excel to CIRICE Title:



3232 Load Charitable contributions to the employees general dedcution panel.

PY014.04 - Load Charitable Contributions

PRRPT022 - Employees Setup As Additional Withholding OnlyRICE Title:


RICE Type: Query

2414 Need a report that identifies: Employees Setup As Additional Withholding Only

PY600.26 - Employees Setup As Additional Withholding Only



Payroll

Business Process Name: PY015 - Summer Payroll Processing


RICE Title:


RICE Type:

341 Update Pay Calendar for Summar Payrolls

PY015.01 - Update Deduction Subset for Summer Faculty



Payroll

Business Process Name: PY016 - Special Payroll Processing - Unconfirm


RICE Title:


RICE Type:

3227 Unconfirm Payroll PY016.01 - Unconfirm Payroll

3228 Reverse T&LPY016.02 - Reverse T&L

3229 Unsheet PayrollPY016.02 - Unsheet Payroll



Payroll

Business Process Name: PY017 - Non-Resident Alien (NRA) Tax Set Up


PRPRC001 - Nonresident Alien ProcessRICE Title:



187 Ability to perform electronic remittancePY007.02 - Electronic Remittance - for 1042 Glacier

188 Ability to integrate with NRA tax system for 1042S reconciliation and

PY017.01 - NRA Integration

335 Split NRA Earnings - EPB017 PY017.02 - Split NRA Earnings



Payroll

Business Process Name: PY018 - Adding or Modifying an Earnings Table


RICE Title:


RICE Type:

3564 Ability to modify an existing Earnings code

PY018 Add/modify an Earnings Code



Payroll

Business Process Name: PY019 - Adding or Modifying a Deduction Code


RICE Title:


RICE Type:

3565 Ability to add a new general deduction code Ability to modify an existing general deduction code

PY019 Add/modify a General Deduction Code



Payroll

Business Process Name: PY020 - Adding or Modifying a Paygroup


RICE Title:


RICE Type:

3555 Add a new or modify an existing paygroup.

PY020.1 Adding or Modifying a Paygroup



Payroll

Business Process Name: PY021 - Adding or Modifying Company Tax Data


RICE Title:


RICE Type:

3556 Adding or modify company tax data.PY021.1 Modify company tax data



Payroll

Business Process Name: PY022 - Annual Retirement Limits Review_Update


RICE Title:


RICE Type:

3230 IRS Savings and Retirement Limits process correctly.

PY022.01 - IRS Savings and Retirement Limits process correctly

3231 Employees that transfer companies Savings and Retirement limits are recognized in the new company

PY022.02 - Common ID Functionality


PRONL007 - Batch process to run TSA extensionsRICE Title:



3443 Create a batch job that will run the TSA limit job each month

PY022.03 Running TSA Limit Extensions



Payroll

Business Process Name: PY023 - Tutition Assistance Plan (TAP) Benefit Reporting


RICE Title:


RICE Type:

3567 Ability to add taxable earnings on fringes that do not add to gross but calculate social security, Medicare and federal/state withholding.

PY023 Adding TAP reportable earnings to an employee's tax balances



Payroll

Business Process Name: PY024 - Adding New State -Employee Level


RICE Title:


RICE Type:

3558 Add a new state at the employee level.PY024.1 Add New State - Employee level



Payroll

Business Process Name: PY025 - W2c Processing


RICE Title:


RICE Type:

184 Must be able to create W-2cPY025.05 - Create W-2C

226 Must allow employee to access W-2C online and print it if necessary

PY025.09 - Support W-2C


ANINT002 - Employer Health Totals for W2's Box 12DDRICE Title:



4507 Paytoll Team needs info for W2's from Aon. W2s and the value of employer paid medical benefits that is required to be reported in Box 12DD of the employee’s W2. Currently, this is a calculated field that is provided from coverage data in BOSS which is the system of record for benefits. We were thinking that we would also need this from AON. We do not use the actual ER expense from EV5 because of employees who are on leave and pay for benefits outside of the payroll system.

Value of employer paid medical benefits that is required to be reported in Box 12DD of the employee’s W2



Payroll

Business Process Name: PY026 - Repayment of Overpaid Wages


RICE Title:


RICE Type:

155 Ability to set-up a payroll deduction for future employee wages to allow the employee to pay back an overpayment with an AR deduction code.

PY026.01 - Setup Deduction for repayment of over-paid wages.



Payroll

Business Process Name: PY027 - Arrears Override

UnidentifiedRequirement Met By: Vendor:

RICE Title:


RICE Type:

3559 Override the arrears amount for an employee.

PY027 - Arrears Override



Payroll

Business Process Name: PY028 - Test and Apply Federal and State Tax and Garnishment Compliance Updates


RICE Title:


RICE Type:

3560 Test PeopleSoft delivered Tax Updates that are delivered with the PUM.

PY028.01 - Test and Apply Tax Updares



Payroll

Business Process Name: PY029 - Retroactive Pay Process


RICE Title:


RICE Type:

3173 Ability to view, calculate and change pay amounts based on retroactive changes to job data using delivered functionality.

PY029.01- Retro Pay Process



Payroll

Business Process Name: PY030 - Balance Adjustment Process


RICE Title:


RICE Type:

3561 Ability to create balance adjustments for employees

PY030.1 - Balance Adjustment process



Payroll

Business Process Name: PY032 - Updating and Maintaining Employee Level Data


RICE Title:


RICE Type:

3188 Ability to manually add additional pay for an employee on their Additional Pay panel

PY002.16 - Manually add Additional Pay

3233 Add a new tax distriution row. Change an existing tax distribution row.

PY032.01 - Tax Distribution record can be added and changed.

3234 Add/change Federal tax rowPY032.02 Add/Change Federal record

3235 Add/Change State Tax rowPY032.03 Add/Change State Tax record

3236 Add/change employee's direct depositPY032.04 Add/Change Employee's direct deposit

3237 Add/change an employee's additional pay record

PY032.05 Add/Change an employee's additional pay record.

3238 Add/change an employee's general deduction recod

PY032.06 Add/Change an employee's general deduction record



Payroll

Business Process Name: PY500 - Administer Payroll Security


RICE Title:


RICE Type:

2546 Need to establish security to be able to: Grant access as an administrator with access to mostly all pages including shared services setup within Payroll

PY500.01 - Grant access as an administrator with access to mostly all pages including shared services setup within Payroll

2552 Need to establish security to be able to: Grant access as a manager with access to mostly all pages excluding shared services setup within Payroll

PY500.02 - Grant access as a manager with access to mostly all pages excluding shared services setup within Payroll

2558 Need to establish security to be able to: Grant access as an anaylst with more limited access also excluding shared services setup within Payroll

PY500.03 - Grant access as an anaylst with more limited access also excluding shared services setup within Payroll

2564 Need to establish security to be able to: Grant read only access to certain pages within Payroll

PY500.04 - Grant read only access to certain pages within Payroll

3656 Limit Subcategory Based on Relationship with Category



Payroll

Business Process Name: PY600 - AdHoc Reporting


RICE Title:


RICE Type:

2425 Create query to replace ADPR SSC RPT076 - Payroll Audit Report Off Cycle

PY600.34 - Payroll Audit Report Off Cycle

2482 SSC Audit Report to identify Employees with No Direct Deposit

PY600.42 - SSC-Employees with No Direct Deposit

PRRPT025 - Terminated Employees Last Check used to review deductions/COBRA

RICE Title:


RICE Type: Query

2418 Create Query to replace ADPR SSC - Terminated Employees Last Check Date

PY600.29 - Terminated Employees Last Check Date

PRRPT041 - Faculty Additional PayRICE Title:


RICE Type: Query

2485 Create a Query to replace ADPR - Faculty Additional Pay

PY600.45 - Faculty Additional Pay

PRRPT043 - GGC BW Overtime Earnings RegisterRICE Title:


RICE Type: Query

2487 Create a query to replace ADPR RPT138 for GGC BW Overtime Earnings Register

PY600.47 - GGC BW Overtime Earnings Register

PRRPT625 - Pay Cycle Ad-hoc queriesRICE Title:


RICE Type: Query

2996 BOR_AUDIT_EMP_PD created to replace ADPR - Detail of Paychecks Issued

PYRPT203 - Query to Detail Paychecks Issued

2997 Detail of Paychecks Issued - BOR_AUDIT_EMP_PD_W_ADDRESS

PYRPT204 - Query to Provide Employee Mailing Address

2998 Detail of Paychecks Issued providing EE's SSN. BOR_AUDIT_EMP_PD_W_SSN

PYRPT205 - Query for extracting Paycheck detail.

3026 Replaced ADPR with PS Query - BOR_PY_400_SA_AUDIT_PAYMENTS

PYRPT242 - Query of Student Assistant Payment by Check Date



Payroll

Business Process Name: PY600 - AdHoc Reporting


PRRPT625 - Pay Cycle Ad-hoc queriesRICE Title:


RICE Type: Query

3092 Created PS Query BOR_PY_RETRO_ANALYSIS to report unprocessed retro pay.

PYRPT308 - Query for Unprocessed Retro Payments



Payroll

Business Process Name: PY999 - Payroll Data Conversion


RICE Title:


RICE Type:

3244 Payroll Configuration tables can be accessed

PY999.01 Configuration Setup and Navigation


RICE Title:


RICE Type:

3027 payroll conversion validation BOR_PY_ADDL_PAY

PYRPT243 - Payroll Conversion - Additional Pay

3033 paycheck option after confirmBOR_PY_DDP_PAYCK_OPTION

PYRPT249 - Review paycheck option after payroll confirm.

PRCNV001 - Payroll Earning Balances ConversionRICE Title:


RICE Type: Conversion

3194 Convert Calendar Year Employee Balances from ADP into oneusg Payroll

PRCNV003 - GARN_BALANCE ConversionRICE Title:



3195 Convert Month to Date, Quarter to Date and Year to Date Garnishment Balances from ADP into oneusg Payroll

PRCNV004 - Payroll Options PageRICE Title:



3196 Convert Optional Distribution Mail and Address Options from ADP

PRCNV005 - Payroll Taxes Balances ConversionRICE Title:



3197 Convert Payroll Tax Balances from ADP into oneusg Payroll

PRCNV006 - Payroll Deduction Balances ConversionRICE Title:



3198 Convert Payroll Deduction Balances from ADP into oneusg Payroll



Payroll

Business Process Name: PY999 - Payroll Data Conversion


PRCNV009 - CHECK_YTD balancesRICE Title:



3200 Convert Year to Date Check Balances from ADP into oneusg Payroll

PRCNV010 - Payroll Deduction Arrears Balances ConversionRICE Title:



3201 Convert Payroll Deductions Arrears Balances from ADP into oneusg Payroll

PRCNV011 - Payroll - Additional PayRICE Title:



3205 Convert Additional Pay Transactions from ADP into oneusg Payroll

PRCNV012 - Payroll employee level general deductionsRICE Title:



3207 Convert Employee General Deductions from ADP into oneusg Payroll

PRCNV013 - Payroll employee level direct depositsRICE Title:



3208 Convert Employee Direct Deposit Information from ADP to oneusg Payroll

PRCNV016 - Load Employee Garnishment Spec detail from ADP into PeopleSoft

RICE Title:



3210 Convert Garnishment Spec Detail from ADP into oneusg Payroll



End of Report


RICE InventoryHCM-015-RIC

Payroll


Rice IDRiceTitle Rice Detail PeopleSoft Project

3PRCNV001 - Payroll Earning Balances Conversion

11/05/15 Calendar Year balances will need to be converted for the Pilot. Documents have been added regarding mapping information.

BOR_PY_C_BAL_CONVERSION

682PRCNV003 - GARN_BALANCE Conversion

Convert Garnishment MTD, QTD, YTD, Garnishment Balances.

550PRCNV004 - Payroll Options Page

Requirement being met by the HR JOB Conversion.

Confguration only

91PRCNV005 - Payroll Taxes Balances Conversion

Convert Calendar Year balances for all employees with a tax balance in year that is being converted Functional Spec is attached.


92PRCNV006 - Payroll Deduction Balances Conversion

10/10/15: Calendar Year Balances will need to be converted for the Pilot. Functional spec is attached with deduction balance details.


462PRCNV008 - Paycheck Data

Need Paycheck data converted as the data will be used to create baseline encumbrances for fringes associated with an employee.

Via script

528PRCNV009 - CHECK_YTD balances

CHECK_YTD conversion will be needed for the Pilot due to the chane in go-live date. Functional Spec is attached.


95PRCNV010 - Payroll Deduction Arrears Balances Conversion

Payroll Deduction Arrears Balances ConversionTable name: PS_BAL_ADJ_ARR

97PRCNV011 - Payroll - Additional Pay

Additional Pay Data conversion. Data needs to converted for active EE's if a row exists in ADP. See comments for detail.


98PRCNV012 - Payroll employee level general deductions

Employee level general deduction conversion.See comments below.




Payroll



99PRCNV013 - Payroll employee level direct deposits

Payroll employee level direct deposits - look for PeopleSoft delivered excel/CI solution as possible conversion approach. Documentation attached.8/5 Attached excel to CI for Direct Deposit

BOR_PY_C_DIRECT_DEPOSIT

672PRCNV016 - Load Employee Garnishment Spec detail from ADP into PeopleSoft

A conversion program is needed to exract employee level garnishment detail from ADP EV5 system and load into the GARN_SPEC records in PS instead of keying the court orders manually.

838Prevent NRA's from Changing Federal Withholding

NRA tax data will need to be converted from EV5's custom NRA table to PeopleSofts FED_TAX_DATA record.



759BNONL009 - Retro Benefit Deduction Security

Need security enhancement to allow practitioners to only see their school's calculated retro ben deds. Currently all schools calculated retro ben deds can b e viewed by all practitioners

BOR_BN_E_RETRODED_RQST

788Change default on Direct Deposit record to handle Prenotification for all employees

A decision has been made that all institutions will require prenotification for direct deposit. In PeopleSoft the default is set not to pre-note on employees Direct Deposit page. The request is to change the PRENOTE_REQD field = 'Y' on the the DIR_DEP_DISTRIB record.

BOR_PY_C_DIR_DEP_PRENOTE

761PRINT027 - Calculate Savings and Retirement

Re-create EPBP014 Calculate Savings and Retirement (referred to as ORP but it's also TSA's).

BOR_PY_E_BOR_ORP

522PRONL001 - ESS/Direct Deposit - Remove hyper link from page

Hide or remove 'Pay Statement Print Option' from the PY_IC_DD_LIST page.

Modification complete - Project Name - BOR_REQ000_ESS_DD_HYPReady to migrate

BOR_PY_E_ESS_DD_HYP_LNK

515PRONL005 - Zero Gross & Zero Net OK_TO_PAY

Turn off OK_TO_PAY before confirm for employee's that have a zero gross and zero net check. Reference ADP's EPBP030.

BOR_PY_E_OK_TO_PAY_PRCS



Payroll



739PRONL007 - Batch process to run TSA extensions

Need a batch process to run once a month to extend age 50 catch up extensions. Please see process attachment for details.

N/A

291PRPRC001 - Nonresident Alien Process

Need ability to process Non-Resident Aliens. Several RICE were combined (PRINT011, PRRPT002, PRINT017). Please refer to the Comments section.

578PRPRC002 - Pay Run ID

When a Pay Run ID is confirmed the Pay Run ID field is grayed out and unable to be edited in PS delivered. This fields needs to remain editable so Pay Run IDs can be updated after confirm if individual Pay Run IDs are used.

BOR_PY_E_PRPRC002

676PRPRC004 - Payroll Lock

Develop 2 programs for SSC to run as part of their payroll schedule. The first program (Lock On) would uncheck the AUTO_PAYSHEET_UPD flags on the Paygroup Table.

BOR_PY_E_PAY_LOCK_FLG

363PRPRC005 - PY SUI Taxation Process

Delivered functionality will be used. Student SUI will maintained on the State Tax Data record.

N/A



837Glacier - 1042S Interface

Create flat file to send to Glacier to create 1042S statements at year end. Replaciate Interface Georgia Tech has already developed. See functional specification

BOR_PY_I_1042S_FILE

545PRINT005 - Additional Pay Load

Institions need the ability to load additional pay to the Additional Data page when the volume is high.

BOR_PY_I_EXCEL_TO_CI_ADDLPAY

162PRINT012 - Automated Adjustments (Outbound)

Automate the ability to load earnings and deductions directly to the payline. There is a delivered excel to CI for PYLOAD that might be able to be utilized.

BOR_PY_I_EXCEL_TO_CI_PSHUP



Payroll



723PRINT024 - Load Charitable Contributions excel to CI

Create an excel to CI to load general deductions if one is not delivered. The excel to CI would be used by SSC to load mass general deductions such as Charitable

No PeopleSoft project required

RICE Type: Query


932ANRPT032 - Spending/Savings Accounts Limits and Balances Reports

Aon is expecting OneUSG to manage spending/savings accounts limits based on goal amounts sent through the payroll instruction file. We will need a report out of OneUSG that contains employee participation in spending and savings accounts with goal amounts and goal balances.

339BNPRC005 - Retro Deduction Report & Clean up

If Retro Benefit Deduction is implemented…. Report on and close all Retro Adjustments that are not loaded for whatever reason so that do not become part of subsequent run. This is needed to make retro ben deductions process work effectively. Institutions will have to continually "weed through" adjustments not processed as they never go away!

Query - BOR_BN_RETRO_NOT_PROC has been created to find retro requests that were not processed. No need for automated cleanup process.

322PRRPT013 - Create Garnishment Payee Query

Need to create a query. This is for the institutions.

Create Garnishment Payee Report - should be able to use delivered PAYWGP02 report

1/28-SP Testing of delivered report needed.

402PRRPT020 - BOR Payroll Audit

Ann D. queries - Payroll audit report for BOR (company = 980) Run by SSC payroll



Payroll

RICE Type: Query


404PRRPT022 - Employees Setup As Additional Withholding Only

Employees Setup As Additional Withholding Only

409PRRPT025 - Terminated Employees Last Check used to review deductions/COBRA

SSC - Terminated Employees Last Check DateThis can be used to stop employees deductions, review COBRA, etc.

413PRRPT027 - SSC Common Remitter/SSC Retirement Report by Institution

SSC Common Remitter/SSC Retirement Report by InstitutionSee Libraries - Sample Input & Output Files - ADPR Sample Reports & DetailQuery created to satisfy RICE

1/14/16 Query has been written and testing HCMPRE. It will be tested in UAT.

414PRRPT028 - SSC Unconfirmed Payroll Data Audit (ee's over earnings limit,etc.)

SSC Confirmed Payroll Data Audit ReportSee Libraries - Sample Input & Output Files - ADPR Sample Reports & DetailQuery created to satisfy RICE.

418PRRPT032 - SSC Paycheck Data/Paycheck Data by EmplID

SSC Paycheck Data/Paycheck Data by EmplID

419PRRPT033 - Support HD / Employees without Direct Deposit

Support HD / Employees without Direct Deposit

495PRRPT039 - GGC Monthly Deduction Register not by Pay Run ID

GGC Monthly Deduction Register Submitted by Sandy Schneider (GGC) For ADP version - See Libraries - Sample Input & Output Files - ADPR Sample Reports & Detail - GGC_Monthly_Deduction Register

497PRRPT041 - Faculty Additional Pay

Faculty Additional Pay Submitted by Sandy Schneider (GGC)



Payroll

RICE Type: Query


498PRRPT042 - 400 Student Assistants Audit Payments

400 Student Assistants Audit Payments Submitted by Sandy Schneider (GGC)

499PRRPT043 - GGC BW Overtime Earnings Register

GGC BW Overtime Earnings Register Submitted by Sandy Schneider (GGC)

505PRRPT048 - Earnings Code Detail

Earnings Code Detail Submitted by Sandy Schneider (GGC) See Libraries - Sample Input & Output Files - ADPR Sample Reports & Detail There are couple of queries that GRU uses: PR_PAYCHECK_OTHER_EARN & PR_PAYROLL_PAY_EARNINGSEddie Yates 7/22/15

509PRRPT052 - Earnings Type Codes

Query to include Earnings Type Codes

756PRRPT625 - Pay Cycle Ad-hoc queries

Ad-hoc queries used by SSC and Institutions during payroll cycles.

755PRRPT650 - Balancing Queries

Balancing Queries Used During Payroll Processing

RICE Type: Report


962ANRPT014 - Optum Bank Detail Interface Report (FSA/HSA)

Provide a Detail Report that Reconciles to the File that was submitted to US Bank as part of payroll processing. This should match detail minus any errors which SSC works and enters tickets for. Report should be able to run for a specific company or all companies. Report output should be in PDF or XLS format



Payroll

RICE Type: Report


303PRRPT001 - Presheet Audit Report

Presheet Audit Report - see ADP EPBP006 as reference7/14 - This is a modified version of PAY034 and is needed by the Institutions. Kennesaw uses a SQL and that 's what the Pilot would like to leverage. See Dan Hann. Also want to add a requirement for the audit to look at ORP and TSR enrollment6/28/16 Add to the audit criteria a SQL statement that will identify active student employees in Paygroups ('XXT','XXW','XXV','XXG' ) from JOB whose SUT_EXEMPT = 'N' from STATE_TAX_DATA. Display employees emplid and name on the report along with a message.

BOR_PY_R_PRESHT_AUDIT



End of Report


RICE Inventory with RequirementsHCM-016-RICPayroll


3PRCNV001 - Payroll Earning Balances Conversion

11/05/15 Calendar Year balances will need to be converted for the Pilot. Documents have been added regarding mapping information.


Requirement SummaryReq. ID

Requirements Information


Convert Calendar Year Employee Balances from ADP into oneusg Payroll

3194

682PRCNV003 - GARN_BALANCE Conversion

Convert Garnishment MTD, QTD, YTD, Garnishment Balances.




Convert Month to Date, Quarter to Date and Year to Date Garnishment Balances from ADP into oneusg Payroll

3195

550PRCNV004 - Payroll Options Page

Requirement being met by the HR JOB Conversion. Confguration only




Convert Optional Distribution Mail and Address Options from ADP3196

91PRCNV005 - Payroll Taxes Balances Conversion

Convert Calendar Year balances for all employees with a tax balance in year that is being converted Functional Spec is attached.





Convert Payroll Tax Balances from ADP into oneusg Payroll3197

92PRCNV006 - Payroll Deduction Balances Conversion

10/10/15: Calendar Year Balances will need to be converted for the Pilot. Functional spec is attached with deduction balance details.








Convert Payroll Deduction Balances from ADP into oneusg Payroll3198

528PRCNV009 - CHECK_YTD balances

CHECK_YTD conversion will be needed for the Pilot due to the chane in go-live date. Functional Spec is attached.





Convert Year to Date Check Balances from ADP into oneusg Payroll3200

95PRCNV010 - Payroll Deduction Arrears Balances Conversion

Payroll Deduction Arrears Balances ConversionTable name: PS_BAL_ADJ_ARR




Convert Payroll Deductions Arrears Balances from ADP into oneusg Payroll

3201

97PRCNV011 - Payroll - Additional Pay

Additional Pay Data conversion. Data needs to converted for active EE's if a row exists in ADP. See comments for detail.





Convert Additional Pay Transactions from ADP into oneusg Payroll3205

98PRCNV012 - Payroll employee level general deductions

Employee level general deduction conversion.See comments below.





Convert Employee General Deductions from ADP into oneusg Payroll3207

99PRCNV013 - Payroll employee level direct deposits

Payroll employee level direct deposits - look for PeopleSoft delivered excel/CI solution as possible conversion approach. Documentation attached.8/5 Attached excel to CI for Direct Deposit

BOR_PY_C_DIRECT_DEPOSIT







Convert Employee Direct Deposit Information from ADP to oneusg Payroll

3208

672PRCNV016 - Load Employee Garnishment Spec detail from ADP into PeopleSoft

A conversion program is needed to exract employee level garnishment detail from ADP EV5 system and load into the GARN_SPEC records in PS instead of keying the court orders manually.




Convert Garnishment Spec Detail from ADP into oneusg Payroll3210


338BNPRC004 - HSA (Health Savings Account) Employer $ match

Customization to give HSA employer match dollar for dollar up to a defined limit. Delivered does not look at Employee contribution when assessing ER match. Could be a general deduction or adjustment mid-payroll. This benefit plan type 67 will need a customization. Possible work around if built as a general deduction but this is a benefit, not general deduction.

BOR_BA_E_HSA_MATCHING




PY002.09 - Load HSA Match435

593HRAUD003 - Audit records for HCM, T&L, AM

Initial list of records to activate audit tracking. BOR_AB_C_AUDIT, BOR_TL_C_AUDIT




AD002.01 - Audit Payroll Changes289

515PRONL005 - Zero Gross & Zero Net OK_TO_PAY

Turn off OK_TO_PAY before confirm for employee's that have a zero gross and zero net check. Reference ADP's EPBP030.

BOR_PY_E_OK_TO_PAY_PRCS







PY002.17 Turn off OK To Pay3190

739PRONL007 - Batch process to run TSA extensions

Need a batch process to run once a month to extend age 50 catch up extensions. Please see process attachment for details.

N/A




PY022.03 Running TSA Limit Extensions3443

291PRPRC001 - Nonresident Alien Process

Need ability to process Non-Resident Aliens. Several RICE were combined (PRINT011, PRRPT002, PRINT017). Please refer to the Comments section.




PY007.02 - Electronic Remittance - for 1042 Glacier187

PY017.01 - NRA Integration188

PY017.02 - Split NRA Earnings335

676PRPRC004 - Payroll Lock

Develop 2 programs for SSC to run as part of their payroll schedule. The first program (Lock On) would uncheck the AUTO_PAYSHEET_UPD flags on the Paygroup Table.

BOR_PY_E_PAY_LOCK_FLG




PY002.3 - Lock Out HR Activity During Payroll273


940ANINT002 - Employer Health Totals for W2's Box 12DD

Payroll Team needs info for W2's from Aon. W2s and the value of employer paid medical benefits that is required to be reported in Box 12DD of the employee’s W2. Currently, this is a calculated field that is provided from coverage data in BOSS which is the system of record for benefits. We were thinking that we would also need this from AON. We do not use the actual ER expense from EV5 because of employees who are on leave and pay for benefits outside of the payroll system.





Aon has indicated that this is a standard annual file they provide



Value of employer paid medical benefits that is required to be reported in Box 12DD of the employee’s W2

4507

870ANINT008 - Payroll Instruction File - General Deductions Load to PeopleSoft Payroll (From Aon to OneUSG)

Interface to load Payroll Deductions into the General Deductions tables in PeopleSoft




Administer withholding funds transfer, to collect, post and remit participant payroll withholding amounts

3913

661PRINT004 - ACA Reporting (ACAMP) Payroll Integration-Outbound

Complete Design/ Technical SpecificationsComplete Development and Unit Testing

BOR_HR_I_ACAMP_PAYROLL




PY003.22 ACA Reporting (ACAMP) Integration Outbound 3243

545PRINT005 - Additional Pay Load

Institions need the ability to load additional pay to the Additional Data page when the volume is high.

BOR_PY_I_EXCEL_TO_CI_ADDLPAY




PY001.02 - Additional Pay Load for High Volume3181

51PRINT007 - Payment to Banner - Work Study/Payroll (Outbound)

Payments to Banner - Work Study, PayrollInterfaces with Banner ZSRINLD interfacesWill use ADP extract process EPOP006.sqr as reference to develop oneusg version

This encompases the upload file for Banner and the

BOR_PY_I_PRINT007





report for payroll/Financial Aid.



Export Student Financial Aid to Banner (Federal Workstudy)378

162PRINT012 - Automated Adjustments (Outbound)

Automate the ability to load earnings and deductions directly to the payline. There is a delivered excel to CI for PYLOAD that might be able to be utilized.

BOR_PY_I_EXCEL_TO_CI_PSHUP




PY001.03 - Load Automated Adjustment Spreadsheet (PYLOAD)358

141PRINT020 - Payroll Check Print Interface to Wells Fargo

Payroll check print - see GRU BORI018.sqr, GT - PAY003.sqr

BOR_PY_I_WELLS_CHK_DD_FILE




PY003.05 - Generate Check File167

723PRINT024 - Load Charitable Contributions excel to CI

Create an excel to CI to load general deductions if one is not delivered. The excel to CI would be used by SSC to load mass general deductions such as Charitable

No PeopleSoft project required




PY014.04 - Load Charitable Contributions3232

589SCGEN003 - Customize delivered Payroll reports adding Department security

Carolyn Clower(10/26/2015 10:09 AM): Most delivered PS payroll reports use Pay Run ID in the run control page. So when each institution runs their own Payroll/Tax reports they should only see their company information. Shared Services can see all. When logged in as BWOODS400 which set up with security for GGC, I ran the PAY018 and PAY002 reports. I could see both company 400 and 980. In this case the user should only see company 400.11/11; M. Roobol; Modified sqrs and sqcs, migrated to HCMTEST. Added user profiles PAY_400 and

externals, see attached for list of programs





PAY_980, both with password oneusg (in HCMTEST) to facilitate testing.



PY651 - Delivered payroll reports return payroll data on institution level.3518

RICE Type: Query

404PRRPT022 - Employees Setup As Additional Withholding Only

Employees Setup As Additional Withholding Only




PY600.26 - Employees Setup As Additional Withholding Only2414

409PRRPT025 - Terminated Employees Last Check used to review deductions/COBRA

SSC - Terminated Employees Last Check DateThis can be used to stop employees deductions, review COBRA, etc.




PY600.29 - Terminated Employees Last Check Date2418

497PRRPT041 - Faculty Additional Pay

Faculty Additional Pay Submitted by Sandy Schneider (GGC)




PY600.45 - Faculty Additional Pay2485

499PRRPT043 - GGC BW Overtime Earnings Register

GGC BW Overtime Earnings Register Submitted by Sandy Schneider (GGC)




PY600.47 - GGC BW Overtime Earnings Register2487



RICE Type: Query

756PRRPT625 - Pay Cycle Ad-hoc queries

Ad-hoc queries used by SSC and Institutions during payroll cycles.




PYRPT203 - Query to Detail Paychecks Issued2996

PYRPT204 - Query to Provide Employee Mailing Address2997

PYRPT205 - Query for extracting Paycheck detail.2998

PYRPT242 - Query of Student Assistant Payment by Check Date3026

PYRPT308 - Query for Unprocessed Retro Payments 3092

755PRRPT650 - Balancing Queries

Balancing Queries Used During Payroll Processing




PY650 - Ability to use queries to balance and audit biweekly and monthly payrolls.

3517

757PRRPT651 - Common Remitter Reports

Write queries to replace ADPR reports used in Common Remitter processing.




PY600.27 - Common Remitter Net Positive Report2415

605TARPT003 - Functional team queries

Functional team queries needed for conversion validation and review.

BOR_TA_FUNCTIONAL_QUERIES




PY001 - BNRPT370 - Query to list benefit retro processing details for each employee

3154

PY001 - BNRPT371 - Query to list outstanding benefit retro requests that need to be reviewed

3155

RICE Type: Report

920ANRPT029 - Error Need an error report of data that does not load into




RICE Type: Report

Report from Aon Payroll Instruction Interface

general deductions from the weekly Aon Payroll Instruction file. Need to define what payroll needs to see.

Create a report from the Aon/General deduction load that provides counts of what was loaded and loaded (error).

Provide detail of the employee's that didn't load. See below:CompanyEmplidEffective date Dedcd Ded_addl_amt (the amount of the deduction that didn't load)Error message (why the code didn't it load, EE not found, duplicate, etc.). The more descriptive the better.

Report should be able to run for a specific company or all companies.

Report output should be in PDF or XLS format



Need an error report of data that does not load into general deductions from the weekly Aon Payroll Instruction file. Need to define what payroll needs to see.

4357

Create a report from the Aon/General deduction load that provides counts of what was loaded and loaded (error).

4358

Provide detail of the employee's that didn't load. See below: Company, Emplid, Effective Date, Deduction Code, Deduction Addtl Amount & Descriptive Error Message

4359

Report should be able to run for a specific company or all companies.4360

Report output should be in PDF or XLS format4361

303PRRPT001 - Presheet Audit Report

Presheet Audit Report - see ADP EPBP006 as reference7/14 - This is a modified version of PAY034 and is needed by the Institutions. Kennesaw uses a SQL and that 's what the Pilot would like to leverage. See Dan Hann. Also want to add a requirement for the audit to look at ORP and TSR enrollment6/28/16 Add to the audit criteria a SQL statement that will identify active student employees in Paygroups ('XXT','XXW','XXV','XXG' ) from JOB whose SUT_EXEMPT = 'N' from STATE_TAX_DATA. Display employees emplid and name on the report along with a message.

BOR_PY_R_PRESHT_AUDIT




RICE Type: Report



PY001.03 - Presheet Audit Report2364


RICE Inventory with RequirementsHCM-016-RIC

End of Report
