PAPERLESS PAYROLL PROCESSING FOR eCATS AGENCIES

PAYROLL STATISTICS

STEPS TO PAPERLESS PAYROLL PROCESSING  CENTRALIZED PAYROLL MUST HAVE A MEANS TO REVIEW THE PAYROLL “PROOF” DATA  CERTIFICATIONS MUST CONTINUE TO BE COMPLETED BY APPROPRIATE APPOINTING AUTHORITY AND APPROVAL OFFICERS – THIS WAS DEEMED NECESSARY BY THE OFFICE OF THE STATE AUDITOR  AGENCY PAYROLL SUBMISSIONS ON ECATS MUST BE AS FREE FROM ERRORS AND DISCREPANCIES AS POSSIBLE

STEPS TO PAPERLESS PAYROLL PROCESSING – SLIDE 2  CURRENT PAYROLLS MUST BE SIGNED BY THE CORRECT APPOINTING AUTHORITY AND APPROVAL OFFICER  AGENCIES MUST ENSURE THAT CERTIFICATION RECORDS ARE CURRENT  IF NECESSARY AGENCY MUST COMPLETE A NEW CERTIFICATION AUTHORIZATION

WHAT STEPS HAVE BEEN TAKEN SO FAR?  THE OFFICE OF MANAGEMENT AND BUDGET HAS PURCHASED ADDITIONAL MONITORS AND SOFTWARE SO THAT ALL PAYROLL ANALYSTS HAVE TWO TERMINALS – ONE WILL BE USED TO BRING UP EACH AGENCY eCATS PROOF FOR REVIEW AND THE OTHER MONITOR WILL BE USED FOR NECESSARY SYSTEM ACCESS TO AUDIT THE PAYROLLS

WHAT STEPS HAVE BEEN TAKEN SO FAR? - SLIDE 2  eCATS HAS ESTABLISHED AUDITOR ACCESS FOR ALL CENTRALIZED PAYROLL ANALYSTS  A PILOT AGENCY FOR PAPERLESS PROCESSING HAS BEEN CHOSEN – THE DEPT OF ENVIRONMENTAL PROTECTION WENT PAPERLESS EFFECTIVE PAY PERIOD 9, 2012 – ENVIRONMENTAL PROTECTION WAS THE FIRST DEPARTMENT IMPLEMENTED INTO eCATS  CENTRALIZED PAYROLL CURRENTLY REVIEWING DEP PAYROLLS AND CREATING ANY NECESSARY NEW PAYROLL PROCEDURES

WHO IS NEXT ??  CENTRALIZED PAYROLL IS REVIEWING PAYROLL AND CERTIFICATION RECORDS OF ALL eCATS AGENCIES AND WILL NOTIFY NEW AGENCIES OF WHEN THEY CAN GO PAPERLESS  AGENCIES NEW TO eCATS CAN EXPECT TO GO PAPERLESS AFTER PHASING IN OTHER AGENCIES IMPLEMENTED PREVIOUSLY  WE WILL TRY TO IMPLEMENT IN THE ORDER THE AGENCIES CAME ONTO eCATS BUT IT MAY BE EASIER TO IMPLEMENT SOME OF THE SMALLER AGENCIES BEFORE THE LARGER MORE COMPLEX AGENCIES

WHAT CAN WE DO TO GET READY?  REVIEW YOUR CERTIFICATION DOCUMENTS AND BRING THEM UP TO DATE  RESOLVE ALL EXISTING KNOWN DISCREPANCIES AND PROBLEMS – IF A PROGRAMMING FIX NECESSARY IN eCATS, SUBMIT A REQUEST TO TOMMI POVIA  MAKE SURE YOU ARE IN THE PRACTICE OF WORKING ON THE REGULAR AND SUPPLEMENTAL DISCREPANCY REPORTS AND FIXING PROBLEMS PRIOR TO SUBMISSION

WHAT CAN WE DO TO GET READY? - SLIDE 2  MAKE SURE THAT THE PROOF TOTALS SUBMITTED ALWAYS EQUAL YOUR eCATS FILE THAT IS SUBMITTED BY OIT. THEY SHOULD NOT BE DIFFERENT – IF THEY ARE FIGURE OUT WHY AND FIX THE PROBLEM  FORMALIZE YOUR POLICY ON CHANGES OCCURRING AFTER SUBMISSION  HOW DO YOU DOCUMENT CHANGES BY YOUR AGENCY?  HOW DO YOU DOCUMENT CHANGES BY CENTRALIZED PAYROLL?

WHAT ARE THE BENEFITS OF PAPERLESS PAYROLL PROCESSING?  AGENCY WILL NOT HAVE TO PRINT AND DELIVER PAYROLL PROOFS TO CENTRALIZED PAYROLL, SAVING ON PRINTING AND DELIVERY COSTS  TIME SPENT BY PAYROLL STAFF ON THESE PRINTING FUNCTIONS CAN BE SPENT ON OTHER PAYROLL FUNCTIONS  SAVING ON PRINT/DELIVERY COSTS HELPS ALL STATE AGENCIES TO “GO GREEN”