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10 th Anniversary 1999 - 2009 Git er Done - Streamlining Payroll Auxiliary Processes Presented by: Brad Smith, Payroll Director Dickinson College, Carlisle,

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Presentation on theme: "10 th Anniversary 1999 - 2009 Git er Done - Streamlining Payroll Auxiliary Processes Presented by: Brad Smith, Payroll Director Dickinson College, Carlisle,"— Presentation transcript:

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2 10 th Anniversary Git er Done - Streamlining Payroll Auxiliary Processes Presented by: Brad Smith, Payroll Director Dickinson College, Carlisle, Pennsylvania

3 General Announcements: Please turn off all cell phones/pagers If you must leave the session early, please do so as discreetly as possible Please avoid side conversations during the session Feel free to ask questions during the presentation Thank you for your cooperation

4 General Announcements: Please turn off all cell phones/pagers If you must leave the session early, please do so as discreetly as possible Please avoid side conversations during the session Feel free to ask questions during the presentation Thank you for your cooperation

5 Info Item 1 Info Item 2 Info Item 3 First in America (1783) – First College Chartered in the United States of America 2,353 Full-Time Students Representing 41 States and 40 Countries Banner user since 2005, Payroll and HR live in January, Faculty, 10:1 student/faculty ratio Over 950 FT and PT employees and 1,000 student employees Payroll has 3 full-time employees

6 Payroll Auxiliary Processes EBP!! (Everything But Payroll!!) Special Requests Governmental Reporting Post-Payroll Processing i.e. Retirement Funding Pre-Payroll Processing i.e. Time Collection Non-Resident Alien Taxation (1042-S)

7 Items for Discussion Web Time Entry – Automated s To Web Time Entry Individuals To Approvers Post Payroll Request for Approval Domestic Relations Earnings Report Quarterly Local Services Tax Return Pennsylvania Unemployment Compensation – Quarterly e- TIDES files Retirement Funds Processing TIAA-CREF Fidelity 1042-S Reporting (International Students, Scholars, and Visitors)

8 Web Time Entry – Git Er Done Get the Hours Submitted on Time 500 – 600 Students 90% of FT and PT Support Staff Get the Hours Approved on Time Supervisors Proxies Administrative Assistants What do you do when all else fails? Payroll Does the Heavy Lifting

9 Web Time Users - Reminders Hours Need to be Submitted and Approved by Noon on Monday of the Pay Week. Users who have not Submitted Automated Reminder at 8 a.m. Monday. Approvers who have time waiting to be approved. Automated Reminder at 11 a.m. Monday. Hours Submitted but Not Approved. Must be Paid Approved by Payroll Generated to Approver by 1 p.m.

10 Reminder to User (8 a.m. Monday) Automated SQL Extract (Wrapped in a Batch Job) PERJOBH PERJOBH_STATUS_IND = I (count > 0) AND…. PERJOBH_STATUS_IND = P (count = 0) PERHOUR SPRIDEN GOREMAL PEBEMPL PTRCALN – Contains the Due Date ( reminders run only on this date). NBRJOBS

11 Reminder to Web Time Users Bugs Bunny Bugs

12 Reminder to Web Time Approvers Only to Approvers who have time waiting to be approved. SQL Extract (wrapped in a Batch Job) PERJOBH PERJOBH_STATUS_IND = P (count > 0) AND … PERJOBH_STATUS_IND = A (count = 0) PERROUT PERROUT_APPR_ACTION_IND <> A AND … PERROUT_QUEUE_STATUS_IND <> Q SPRIDEN (for Web Time User) SPRIDEN (for Approver) GOREMAL NBRJOBS PEBEMPL PTRCALN (contains the due date for submitted hours)

13 Reminder to Web Time Approvers Monty Python Monty

14 Approvers Who Do Not Approve Employees who Submit Time must be paid whether it is approved by their Supervisor or not. Payroll approves the time Generates to Supervisor who must approve the hours after the fact, or request a pay adjustment. SQL Extract (Executed by Payroll Staff – from COGNOS Menu) PERROUH (Approver Information) PERJOBH (Job Information) PERHOUH (Hours Submitted) SPRIDEN (for Employee) SPRIDEN (for Approver) GOREMAL Word Merge to generate s

15 to Approver for Post Approval (Student) From: Hillary, Jeanne Sent: Monday, October 12, :50 PM To: Campbell, Madelyn Subject: Final Student Payroll Approval - Pay Period 09/27/09 Through 10/10/09 Hello Madelyn, Below is the hours summary for Margaret Borgeson for the most recent pay period. We need your authorization for these hours. If you need further detail please refer to the detailed time sheet in the Employee Self Service application. Please reply with your approval or adjustments. IWS - FWS Thanks! Payroll Department

16 to Approver for Post Approval (Staff Employee) From: Kessler, Lisa Sent: Tuesday, October 13, :02 AM To: Shultes, Kenneth Subject: Final Time Sheet Approval Hello Kenneth, Below is the hours summary for Leslie Swartz for the most recent pay period. We need your authorization for these hours. If you need further detail please refer to the detailed time sheet in the Employee Self Service application. Please reply with your approval or adjustments. Regular Hours Holiday - Overtime – Vacation Overtime – Holiday - Sick Leave - Overtime - Emergency - Floating Holiday - Overtime – Straight - Emergency Leave - Jury Duty - Emergency Closing - STD – Full - Funeral - STD – Half - Thanks! Payroll Department

17 Domestic Relations Earnings Report Required to be returned as soon as possible. Legal requirement. Six Months worth of Gross Pay Includes Detailed Deductions and Net Pay Summarized by Month Includes Employee Demographic and Job Information. Time to Produce this Report down to 1 – 2 minutes from 45 – 60 minutes.

18 Domestic Relations Earnings Report SQL Extract SPRIDEN SPRADDR SPBPERS PEBEMPL PHRHIST NBRJOBS (or ODSMGR_PAYROLL_EMPLOYEE_POSITION) PHREARN (or ODSMGR_DC_PEARNHX) PHRDEDN (or ODSMGR_PAYROLL_DEDUCTION) Formatted using COGNOS (could use any reporting tool)

19 Domestic Relations – Finished Report

20 Local Services Tax – Quarterly Report Dickinson deals with the Capital Tax Collection Bureau Specialized form that they send us to be completed. Requires each employee to be listed with their address, SSN, and the amount withheld during the Quarter. Includes Employer specific information.

21 Local Services Tax – Quarterly Report SQL Script (Executed by Payroll Staff) SPBPERS SPRIDEN PHRDEDN PTRCALN SPRADDR Report is Formatted using COGNOS. Used to take 2 – 3 hours to complete this report Cut and pasting from Report Output Formatting in Excel. Now report is produced in 1 -2 minutes (including reconciling to quarterly control totals.

22 LST Quarterly Report – Finished Product

23 Pennsylvania Unemployment Compensation Quarterly e-Tides File Must be filed each Quarter with the State of Pennsylvania. May be transmitted and funded electronically via the PA State e-TIDES portal. Detail file listing each employee, gross earnings, taxable earnings, and weeks worked. Summary file of totals and the number of employees working on the 12 th of each month. Files are submitted separately on the e-TIDES application. The Detail SQL also creates an Excel file for review.

24 Pennsylvania Unemployment Compensation Quarterly e-Tides File SQL Extracts – Formatted as comma-delimited text files. (Executed by Payroll) Detail Extract SPBPERS SPRIDEN PHRHIST PHRDEDN Summary Extract PHRDEDN PTRCALN (find the payrolls that include the 12 th of the month)

25 PA-UC Detail File R,165883, ,Aarons,Paula,M, ,0.00, R,166660, ,Abromitis,James,M, ,0.00, R,136119, ,Acri,Joanna,M,575.00,0.00, R,165604, ,Acuna,Keven,U, ,0.00, R,125813, ,Acuna,Max,, ,0.00, R,134422, ,Acuna,Rosario,, ,0.00, R,126754, ,Adams,Alisa,M, ,0.00, R,94369, ,Adams,Barbara,Ann, ,0.00, R,163118, ,Adams,Brandon,T,444.70,0.00, R,445, ,Adams,Carol,A, ,0.00, R,130788, ,Adams,Sherry,K,796.13,0.00, R,125272, ,Adams,Susan,J, ,0.00, R,398, ,Adler,Betty,L, ,0.00, R,181600, ,Aldin,Gregory,R, ,0.00, R,2329, ,Aldrich,Mark,C, ,0.00, R,1144, ,Allan,George,J,642.86,0.00, R,166487, ,Alnor,Eric,M, ,0.00, R,139562, ,Alonzo,Susan,M, ,0.00, R,158479, ,Ambwani,Suman,, ,0.00, R,125253, ,Andrew,Marilou,, ,0.00, R,481, ,Andrew,Robert,N, ,0.00, R,133943, ,Aoto,Hiroe,, ,0.00, R,691, ,Armolt,Betty,A, ,0.00, R,846, ,Armolt,Ricky,L, ,0.00,13

26 PA-UC Summary File R, ,973,948,992, , ,0.00,0.00 Columns: 1.PA State ID 2.Tax Rate 3.Number of Employees on 12 th of 1 st month of the Quarter 4.Number of Employees on 12 th of 2 nd month of the Quarter 5.Number of Employees on 12 th of 3 rd month of the Quarter 6.Total Gross 7.Total Taxable Wages 8.Total U.C. Tax

27 Retirement Funds Processing Dickinson uses 2 Providers TIAA-CREF Fidelity Regular Retirement Emeriti Funds Employee may contribute to both providers Employer may contribute to both providers for an Employee, based on the Employees election. Retirement must be transmitted and funded no later than the pay date. Providers have their own formatting requirements.

28 Fidelity Processing There are 3 separate plans. Each plan requires its own file. Submitted and funded via the Fidelity Web Portal. On-line file correction and re-submission. SQL script wrapped in a Banner Process. (DC_HRETCON) Multiple Record Types for Each Employee Tables required vary by record type PHRDEDN SPRIDEN SPBPERS PTRCALN SPRADDR PEBEMPL

29 TIAA-CREF Processing Employer and Employee Contributions A single file contains all plan contributions. Submitted and funded via the TIAA-CREF Web Portal. SQL script wrapped in a Banner Process. (DC_HRETCON) One Record for Each Employee Tables PHRDEDN SPRIDEN SPBPERS PTRCALN

30 Retirement Banner Process (DC_HRETCON) Enter an F or a T Plan Type (for Fidelity ONLY)

31 DC_HRETCON Executed by Payroll personnel immediately after Payroll is at Disposition 70. Deduction Registers are run from COGNOS DC_HRETCON produces the formatted files and stores them in the Payroll Network folder Payroll uploads the Fidelity and TIAA-CREF files via the Web Portals. Payroll funds the retirement accounts via Wire Transfers.

32 TIAA-CREF Example File K Aarons,Paula M K Adams,Carol A K Aldrich,Mark C K Alnor,Eric M K Ambwani,Suman K Andrew,Robert N K Armolt,Ricky L K Arndt,Theresa S K Arnold,Thomas M K Arsenault,Todd M K Arthur,Mary F K Bair,Sarah D K Ball,David M K Ball,Jeremy R K Ballew,Nora K K Barber,Teresa A K Barone,Angela S K Barone,Charles A K Barrick,Kristine K Bartlow,Susannah R

33 Fidelity Example File 66640BL ELLIS KELLY J MF 66640BL D BL P Redwood Dr 66640BL PCARLISLE PA BL BL HEBERLIG RANDOL P SM 66640BL D BL P Mary Ln 66640BL PCARLISLE PA BL BL ELLIS EDWARD E MM 66640BL D BL P Redwood Dr 66640BL PCARLISLE PA BL

34 1042-S Estimates and EOY Production Required to be Filed at Year-End Must make periodic estimates/deposits to avoid penalties Non-Resident Aliens Unqualified Scholarships and Grants Prizes Awards Need to Query Accounts Payable Student Accounts

35 1042-S Estimates and EOY Production Manual Procedure took 5 weeks in 2008 to produce S reports for 2007 taxes. Receivable and Student Accounts records were reviewed and compiled manually S statements were sent out on March 14 th. During 2007 and 2008 deposits were complete guess-work since no real estimate could be obtained. January 2009 – Used automated (COGNOS – driven) SQL extract for 1 st time S statements were sent out on January 19 th. Total time to complete was 4-days. Review Compile Approve

36 1042-S Estimates and EOY Production During 2009 Prepared Estimate using this system every 2 months – completed in 4 Hours. Deposits to IRS reflect actual tax liability of scholarships, grants, etc. Background work will be completed prior to end-of-year processing. Estimate 2 days to complete EOY work in January, 2010.

37 1042-S Estimates and EOY Production SQL Extract Wrapped in COGNOS Using ODS Receivable_account_detail (Student Account) Specific Detail Code Groups Transaction_history (Accounts Payable) Specific Accounts and Rule Classes DC_GNAME (Demographic Information) ODSMGR.PERSON Creates an Excel file Detail Worksheet by Person Summary Worksheet

38 1042-S Detail Worksheet

39 1042-S Summary Worksheet

40 1042-S Finished Product Additional Columns Added Citizenship Country (this will be automated) Treaty Information (Treaty Benefits vary based on country and type of Earnings) Taxable Amount adjusted for Treaty Benefits Comments/Notes Portion of Personal Exemption Net Taxable (Adj. Taxable Amount – Personal Exemption) Tax Amount (14% or 30%)

41 1042-S Finished Product

42 Thank You for Attending PA-BUG! Questions Comments Contact Information Brad Smith Dickinson College Director – Payroll


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