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Department Administration & PPS Training Winter 2012 Biweekly Pay Conversion 1.

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Presentation on theme: "Department Administration & PPS Training Winter 2012 Biweekly Pay Conversion 1."— Presentation transcript:

1 Department Administration & PPS Training Winter 2012 Biweekly Pay Conversion 1

2  Biweekly Basics  2013 Pay Cycle Calendar  Pay Transition Period January-February 2013  Transition Assistance Program Administration  PPS Time Reporting Process & Schedule  Timekeeping (Timecards & KRONOS)  Leave Accrual and Reporting  PPS Conversion Implementation  Resources Topics 2

3  A biweekly pay cycle consists of 10 working days (2 weeks), Sunday through Saturday  Paychecks are issued on the second Wednesday after the pay period ends  Employees receive pay every 2 weeks, on every other Wednesday. Note that p ay is every other week, NOT twice a (calendar) month.  Actual pay dates will vary month to month  Most months will have 2 paydays, but some will have 3 Biweekly Basics 3

4  Percent-based deductions will be deducted from every paycheck  Examples: Taxes, retirement contributions, etc.  Flat-dollar deductions will be split across 2 biweekly paychecks  Examples: Insurance premiums, parking, etc.  For months with 3 pay cycles, the 3 rd paycheck (paid the following month) will have NO flat-dollar deductions (but will still contain percent-based deductions)  This paycheck is referred to as a “benefit holiday”  In 2013 there will be 2 benefit holiday paychecks:  April 10 and September 11  Refer to 2013 Biweekly Pay Calendar Biweekly paycheck deductions 4

5 Non-Exempt Staff Employees  Currently monthly-paid staff employees who are eligible for overtime, shift, on-call pay  Hourly-paid staff employees who report actual time worked  Examples: Student Assistant series, Limited appointments, etc.  Data Warehouse Report  EZ Access -> Employee -> Non-Exempt Appointments  http://wh.isc.ucsb.edu/ http://wh.isc.ucsb.edu/ Who’s moving to biweekly pay? 5

6  All Academic Employees  Including Readers, Tutors and Teaching Assistants  Exempt Staff Employees  Currently monthly-paid staff employees who are NOT eligible for overtime, shift, on-call pay  Employees holding concurrent exempt and non-exempt appointments  Special cases may be biweekly, not monthly  HR and/or AP to make determination Who’s remaining on monthly pay? 6

7 Sunday, January 20, 2013 When will the first biweekly cycle begin? 7

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9  Currently on mid-month to mid-month monthly cycles  Final monthly cycle should be extended through January 19 th by the department (if not already set up on a 20 th -19 th schedule)  To reflect time worked from mid-December 2012 through mid- January 2013  First biweekly cycle can then begin on January 20 th along with other biweekly employees Student/Limited Pay Cycle Transition 9

10 Paycheck Transition Paycheck DatePaycheckPay Period January 2, 2013 Last full monthly paycheck December 1 - 31, 2012 February 1, 2013 Last partial monthly paycheck (Full flat-rate deductions) January 1 - 19, 2013 (14 work days) February 13, 2013 First biweekly check (Flat-rate deductions split in half) January 20 - February 2, 2013 (10 work days) 10

11  Voluntary program to provide extra cash on the February 1 st paycheck (deadline to apply: 1/10/13)  Loan  $100 - $1,000 interest-free loan  Repaid through paycheck deductions  First repayment on March 13 th paycheck  Total 12 biweekly deductions, through August 2013  Employee has option to prepay remaining balance at any time  If employee separates from University during repayment period, remaining loan balance is due and payable from final paycheck  Vacation/Comp Time Cashout  Cash out up to 80 hours of accrued vacation and/or comp time Transition Assistance Program (TAP) 11

12  Loan  Loan payment and repayment payroll deductions will be fully processed through Payroll and Human Resources departments  Vacation Cashout  Cash payout and PPS vacation balance adjustment will be processed through Payroll and Human Resources departments  Departments need to adjust vacation balance on employee’s timecard or KRONOS  Comp Time Cashout  Cash payout/PPS comp time balance adjustment needs to be done by departments  To be paid on February 1 st paycheck  Use MO payroll window 1/10/13 – 1/24/13  LX transaction using DOS code “CMP” TAP Administration 12

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14  BW = Biweekly  Every 2 weeks  MO = Monthly  Once a month  MS and MA will cease to exist  Last MS paycheck January 22, 2013  Window: 1/4/13 – 1/11/13  Last MA paycheck February 7, 2013  Window: 1/23/13 – 1/30/13 Time Reporting Cycles 14

15  To be done for each biweekly cycle  POSITIVE time reporting  Time reporting will be done in hours  For purposes of overtime calculation, workweek is Sunday through Saturday (no longer Monday through Sunday)  Paper timecards – will need to enter time via PPS IDTC  KRONOS electronic timekeeping system – will upload hours Biweekly Time Reporting Process 15

16  Biweekly Payroll Cycle Names: “B1” and “B2”  B1 + B2 = “quadriweekly” cycle  Payroll windows are 2-3 working days after pay period end  Generally opens Monday (Tuesday, if Monday is holiday)  Closes on Wednesday  Manual reporting (paper timecards) through PPS IDTC  KRONOS will upload to PPS on Wednesdays at 11:00 a.m.  This allows the afternoon for making corrections to file  LX transactions generally available through Thursday 5:00 p.m.  First Biweekly Pay Window starts Monday, February 4  For biweekly pay period of January 20 – February 2 Biweekly Time Reporting Process 16

17 Biweekly Time Reporting Schedule 17

18  “Exception” Time Reporting – automatic (same as before)  MO windows will be available for manual payroll (additional pay, corrections, etc.) and leave reporting  BW windows will not be available for payroll transactions for monthly employees  Remember that MA and MS cycles are going away Monthly Time Reporting Process 18

19 Monthly Time Reporting Schedule 19

20 Biweekly Timecard “Front” Attendance Record 8 biweekly/4 quadriweekly cycles per card Record time in the same manner as Non-Exempt Monthly Attendance Record Enter time worked in top row boxes Enter paid leave, comp time, etc. in bottom row boxes Obtain signatures for each biweekly cycle 20

21 21 Each two biweekly cycles (“B1” and “B2”) are paired to form quadriweekly cycles Report time during each biweekly payroll window Report leave usage for quadriweekly cycle during “B2” payroll window Biweekly Timecard “Front” Record SAMPLE

22 Top table is Quadriweekly Summary (2 biweekly cycles) for Vacation, Sick Leave and Comp Time After leave accrual calculation, truncate result to 2 decimal places (n.nn) Bottom table is Weekly Summary for overtime calculation Add straight & premium OT/comp together for Quadriweekly Summary 22 Biweekly Timecard “Back” Attendance Summary

23 23 Multiply quadriweekly hours by vacation and sick leave factors to calculate leave accruals: Example “B” vacation accrual: 40 hours/week x 2 weeks = 80 per biweekly cycle 80 hours/biweekly x 2 cycles = 160 quadriweekly hours 160 x 0.069231 = 11.076960 Truncate to 11.07 Report leave usage during “B2” payroll window Biweekly Timecard “Back” Summary SAMPLE

24  Non-exempt Career on KRONOS will begin to be paid from an upload directly from their approved KRONOS timecards  Students and Limiteds on KRONOS are already paid in this manner  So pay will be based on what’s reported on KRONOS timecard  Overtime will be included  Time is simply reported as “time worked” and KRONOS will calculate overtime per work rules based on the appropriate union contact Biweekly Timekeeping - KRONOS 24

25  Both Timecards and KRONOS – same as before  Exempts only  Leave taken to be recorded in full days Monthly Timekeeping 25

26  Transition from table to factor accrual  Table: Earn vacation and sick leave in full hours  Factor: Earn vacation and sick based on a multiplier  Will apply to all Staff, both biweekly non-exempt and monthly exempt employees (does not apply to Academic appts)  Biweekly non-exempt  Accrual based on hours of pay status during quadriweekly cycle (“B1” +“B2” biweekly cycles)  Monthly exempt  Accrual based on hours of pay status during calendar month  Working hours of calendar month vary, so leave accrual will also vary each month  Total accrual over calendar year is the same for table & factor methods Paid Leave (Vacation & Sick) 26

27  Leave taken by biweekly employees will be reported once every quadriweekly cycle (using “B2” cycle) via IDTC, or through KRONOS upload  Leave taken by monthly employees will be reported once a month using PYLV roster, or through KRONOS upload  PYLV roster is available for now, but will be discontinued  Anticipated discontinuation when KRONOS is fully rolled out to campus  Stay tuned for future notices Reporting Paid Leave 27

28  Accruals are credited on the first day of the following quadri- weekly-cycle  The next “B1” cycle following a “B1 + B2” quadriweekly cycle  How to live with 6-decimal accruals (for timecards)  Use full factor to calculate accrual  Sick leave accrual rate of.046154  160 x.046154 = 7.384640  Then truncate (don’t round) the result to 2 decimal places  7.384640 = 7.38 on paper timecard  “Biweekly Factor Accrual Calculations” chart  Geared for 100% appointments Leave Accrual – Biweekly 28

29 Biweekly Factor Accrual Calculations (@ 100% time) Leave Accrual Code Equivalent Table Hours per Month Factor Accrual Rate Factor Hours Earned for 1 Quadriweekly Cycle (160 hrs, @ 100%) Factor Accrual Hours Truncated to 2 Decimals (Paper Timecards) Vacation A10.0576929.2307209.23 B12.06923111.07696011.07 C14.08076912.92304012.92 D, K16.09230814.76928014.76 Sick Leave All8.0461547.3846407.38 29

30  How and when to report time taken  Report time to the nearest ¼ hour  Report time taken for the quadriweekly cycle (“B1” and “B2” cycles) during the “B2” payroll window Leave Reporting – Biweekly 30

31 “B2” Leave Reporting - IDTC 31

32  Accruals are credited on the first day of the following month  Accruals will vary from month to month, but…  The total accrual for a year using the factor method will come out the same as the total accrual using the table method  How to live with 6-decimal accruals  Use full factor to calculate accrual  Sick leave accrual rate of.046154  0.046154 x 176-hour month = 8.123104  Then truncate (don’t round) the result to 2 decimal places  8.123104 = 8.12 on paper timecard  “Monthly Factor Accrual Calculations” chart  Geared for 100% appointments Leave Accrual – Monthly 32

33 Monthly Factor Accrual Calculations (at 100% time) 33 Factor Accrual Rate 160-Hour Month 168-Hour Month 176-Hour Month 184-Hour Month Vacation A: 0.0576929.23|07209.69|225610.15|379210.61|5328 B: 0.06923111.07|696011.63|080812.18|465612.73|8504 C: 0.08076912.92|304013.56|919214.21|534414.86|1496 D/K: 0.09230814.76|928015.50|774416.24|620816.98|4672 Sick Leave 0.0461547.38|46407.75|38728.12|31048.49|2336

34  How and when to report time taken  Use PYLV roster for reporting  MO window of month following payroll period  Report time in full day hours Leave Reporting – Monthly 34

35 PYLV Leave Reporting – Monthly 35

36  Paper timecards are an intermediate method until…  KRONOS is installed in your department  PPS will also be doing the math and tracking those extra decimals Deep Breath 36  Hang in there!

37  Central system processing will convert non-exempt employees to biweekly cycle, so…  Department entry will not be needed, except for clean-up and some special case edits afterwards  Non-exempt “MO” & “MA” appointments will be converted  New appointments and distributions will be created with:  Rate code: H (Hourly)  Pay Schedule code: BW (Biweekly)  Time Reporting code: Z (Positive time reporting)  Data Warehouse Report  EZ Access -> Employee -> Biweekly One-Time Conversion Review  http://wh.isc.ucsb.edu/ http://wh.isc.ucsb.edu/ PPS EDB Conversion 37

38  An individual employee will be either on the monthly or biweekly payroll schedule (never both)  Mixed split appointments (exempt + non-exempt staff)  Will be on monthly pay schedule  Except for special cases, which will be biweekly (HR/AP to determine) PPS EDB Conversion 38

39 IAPP Biweekly Sample

40  BYA’s and other “fixed” pay (ex: fixed shift diff “SDG”)  Set up as a fixed biweekly flat amount in separate appointment  Will have “B” (By Agreement) Rate code  As opposed to “A” for Annual or “H” for Hourly rate PPS EDB Conversion 40

41 IAPP By Agreement Example (SDG) 41

42  System processing scheduled for mid-January, 2013  Additional system processing to slightly round up some hourly rates (about 1¢)  Stay tuned for information on the conversion process through PPS listserv notices PPS EDB Conversion 42

43  Non-Exempt Staff Employee: Biweekly  Rate code: H (Hourly)  Pay Schedule code: BW (Biweekly)  Time Reporting code: Z (Positive time reporting)  Rate: Hourly Rate (not monthly) PPS EDB Entries Going Forward 43

44  Academic and Exempt Staff Employee: Monthly  “Fixed” Salary – Faculty, Career Staff  Rate code: A (Annual)  Pay Schedule code: MO (Monthly)  Time Reporting code: R (Exception time reporting)  Rate: Monthly Rate  Hourly – Academic Students (Readers, etc.)  Rate code: H (Hourly)  Pay Schedule code: MO (Monthly)  Time Reporting code: Z (Positive time reporting)  Rate: Hourly Rate PPS EDB Entries Going Forward 44

45  Leave EDB Set-up for Biweekly Employee  Continue to process LEAV bundle in PPS (as appropriate)  ELVE – leave dates and leave type  EAPP – Additional distribution for LNS  Time Reporting for Career Employees (IDTC)  Report LNS reduction in addition to REG  Example: For a 8-hour LNS reduction during a biweekly pay period of 80 hours (100% appt)  Worked 72 hours  Report 72.0 hrs REG (hours actually worked) +  Report 8.0 hrs LNS  = 72 hours paid for time actually worked Leaves without Pay - Biweekly 45

46  ERIT EDB Set-up for Biweekly Employee  Additional distribution for ERT  Time Reporting (IDTC)  Include ERT reduction along with full REG pay  Example: For a 10% ERIT reduction during a biweekly pay period of 80 hours (100% appt)  Worked 72 hours  Report 80.0 hrs REG (full REG %) +  Report 8.0 hrs ERT (to be reduced from 80 REG)  = 72 hours paid for time actually worked, and  = 80 hours is maintained on record for calculating full leave accruals ERIT – Biweekly 46

47  Biweekly Pay Website www.pmo.ucsb.edu/projects/biweekly-pay-overview  Payroll Department http://www.bfs.ucsb.edu/payroll/welcome  Data Warehouse http://wh.isc.ucsb.edu/  D-list Campus Announcements  PPS Listserv Notices Resources 47

48  Coni Edick – Human Resources……..EDB Conversion, Timecards coni.edick@hr.ucsb.educoni.edick@hr.ucsb.edu, X3197  Jo Ann Stark – Payroll………....Payroll Transactions & Schedules joann.stark@accounting.ucsb.edujoann.stark@accounting.ucsb.edu, X2219  Danielly Andrade – Payroll………………….…..Leave Reporting danielly.andrade@accounting.ucsb.edudanielly.andrade@accounting.ucsb.edu, X3085  Sunny Reiner………………………….…………………KRONOS Administrative Residential Information Technology (ARIT) sreiner@housing.ucsb.edusreiner@housing.ucsb.edu, X7393 Contacts 48

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