1. Payroll Services Ondra Matthews Jeanette Riopelle Assistant Director Payroll Lead omatthew@pps.net jriopelle@pps.net 503-916-3302 Back to School Workshop

2.  Time & Attendance New & Updated Functionality! 2016 – 2017 Focus Areas for Payroll  Online Extended Responsibility ReActivate Prior Year Positions  Employee Self-Service Encourage more use Global Pay Card

3. New Look to the Payroll Services Website

4. School / Dept. Assignment Table

5. 2016 – 2017 Payroll Deadline Dates

6. Systems Relationship & Workflow S.M.T Staffing Management Tool

7. Time & Attendance PeopleSoft Payroll System JOB DATA PeopleSoft Human Resources System

8. 2016 – 2017 Focus Areas for Payroll ** UPDATED SCREEN**

9. 2016 – 2017 Focus Areas for Payroll EACH DAY SELECT “PREPARE EMPLOYEE TIMESHEET” FIRST, TO CONFIRM NO ERRORS (X) OR CHECK FOR ERRORS (?) CODES EXIST

10. Anyone that has an “?” or an “X” code must be resolved BEFORE entry of “daily time” or “submitting payroll”. “?” means the time has not been checked for errors. “X” means that during the time check it discovered errors. If either of these exist none of the time reported will be processed. Once clear, proceed to Report Daily Attendance or Submit to Payroll menu items. 2016 – 2017 Focus Areas for Payroll

11. **NEW FUNCTIONALITY** 2016 – 2017 Focus Areas for Payroll “Report Daily Time” has additional columns with Leave Balances

12. Timesheet Details has a Leave Balance Box with “Real-Time” Reporting. **NEW FUNCTIONALITY** 2016 – 2017 Focus Areas for Payroll

13. o All substitutes must be entered through AESOP. o Reconciliation should be completed multiple times per week. o Time data will appear the following day into Time and Attendance, will require confirmation that no errors exist. o Automatic download of Teacher information (Day, Type of leave, hours – default ½ day to 4 hours and full day to 8 hours, comments)  AESOP System Changes and Processing 2016 – 2017 Focus Areas for Payroll

14. o Timely Reporting (check errors at least 2 times per week. Payroll cutoff week s/b daily) o Realize that any error will stop all time at your school from processing. o Better error resolution (AESOP loaded data missing reason, chartfields, and comments) o Removal of “unknown” earnings code type. When in doubt use sick hours. o Accurate Reporting (special attention to Leave Hours) o Contract and Salaried employees have exception hour reporting. If no hours are reported it means you are stating that they are at work.  Time and Attendance - REQUIREMENTS 2016 – 2017 Focus Areas for Payroll

15. o Reporting of Leave Type as requested by employee, or if Principal overrides. o Required to send email to leave office once you begin to enter unpaid time for those on leave. o Careful not to inquire about reason for absence – ask only what type of hours they are reporting. o Short Leave form required for HR (personnel issue between employee and Principal) o Time Summary Reports (a copy of the Principal approved and signed report is due by 1pm, one day after time entry deadline day) o Real problem when we don’t have the copy for audit. o Releases secretary of all time reporting data.  Time and Attendance - REQUIREMENTS 2016 – 2017 Focus Areas for Payroll

16. Time Sheet Summary Report – by Detail, by Manager

17. Extended Responsibility

18. Extended Responsibility - cont….  ER guidelines can be found in the PAT contract, Appendix “B” page 82 - 86  Work with your Principal/Manager  Media Specialists / Music Teachers All pos. need to be enrolled per PAT contract  Check Deadline Calendar for due dates; earlier than T&L due date

19. Extended Responsibility - cont…. REACTIVE – New Feature to pull over previous year’s ER positions.

20. Extended Responsibility - cont….

21. Employee Self Service 1. Time Reporting - PPS Timesheet 2.Personal Information - Address, Phone Numbers, Email Addresses, Emergency Contacts, Ethnic Group 3.Payroll and Compensation - Paycheck, Deductions, Deposit, W4, W2 Forms 4.Benefits - Flex Spending, Dependents, Leave Balances, Benefit Summary

22. Select “PeopleSoft ESS Sign-on” from the Peoplesoft Resources Dropdown

23. Single sign-on using your PPS User ID and Password that you use to access your email account.

24. Employee Self-Service

25. Self – Service ~ Direct Deposit

26. Payroll/Timekeeping FAQ’s 1. What is my job as a keyer? 2. Why Can’t I see a specific employee in my list? 3. I have confirmed with HR that the employee is in the system, but I still don’t see them in my list? 4. When should I enter my employees’ absences? 5. What if my Principal is out on the day that timesheets are due? 6. What if I am absent when it’s time to submit my Timesheets to Payroll?

27. Thank You for your attention and have a great day! QUESTIONS?