Semi-Annual Payroll Meeting Payroll and Data Management

AGENDA FOR TODAY Payroll Processing – Sheretha Payroll & Data Management AGENDA FOR TODAY Payroll Processing – Sheretha Time & Labor Overpayments Additional Payroll Items Data Management Information – Natalie Summer 2018 New Hire Pilot Program ePAR & New Features Coming Questions and Wrap Up 11/8/2018

Payroll and Data Management Staff Payroll & Data Management Payroll and Data Management Staff Adam Cantwell – Director of Payroll Alice Ahten – Administrative Assistant Sheretha Measells – Payroll Manager Creshona George – Accountant III Ambra Gray – Payroll Specialist I Amy Hoang – Payroll Specialist I Natalie Cummings – HRIS Manager Amber Gray – Data Processing Analyst Jay Manikandan – Data Processing Analyst Payroll@utdallas.edu e-par@utdallas.edu Extension x2611 Reminder that we have Moved to SP2 11/8/2018

Sheretha Measells, Payroll Manager Payroll Processing Sheretha Measells, Payroll Manager

Time and Labor Through Galaxy under Time and Absence Payroll & Data Management Time and Labor Through Galaxy under Time and Absence 11/8/2018

Time and Labor – Reports Status as of April 18th, 2018 Payroll & Data Management Time and Labor – Reports Status as of April 18th, 2018 Unresolved Exceptions – 21,251. Severity – 20 Low, 21,101 Medium and 130 High. There are currently 432 Unresolved Exceptions in FY18. Unapproved Time Line Items: Semi-Monthly – Saved 219 Monthly – Saved 6,066 Needs Approval 3,485 Needs Approval 18,090 Unapproved Hours: Total Hours Unpaid 14,517 Hours in Question 76,049 14,517 hours for Semi-Monthly that have been potentially worked and not paid to the employees. Unapproved Time in FY18 – 14,403 hours. For Monthly, we have 76,049 hours that could have a resulting comp time issue or be overpaid due to not working their weekly total hours (less than 1.00 FTE employees). Unapproved Time in FY18 – 59,699 hours. 11/8/2018

Time and Labor – Reports Status as of April 18th, 2018 Payroll & Data Management Time and Labor – Reports Status as of April 18th, 2018 Unapproved Sick and Vacation Total Unapproved PTO is 1,092 line items. 246 lines are in “Saved” Status. 846 lines are in “Submitted Status. 12,447 total hours Unapproved. This affects the employees’ PTO balances. Unapproved Comp Payment Total Unapproved Comp line item is 82. Total hours is 416.25. Total Estimated Gross is $8,085.66. PCP hours total 297.75. SCP hours total 58 (Straight Comp Time cannot be paid out without approval from the Dean of the department. 22 line items need to be denied/changed to SCT (Straight Comp Time Taken)/Dean Approved. Has Comp Time now been overpaid because of unapproved time and therefore more was used than the employee had to use? Are we not paying what is owed to the employee? 11/8/2018

Overpayments Total number of Overpayments for FY17 were 103 employees. Payroll & Data Management Overpayments Total number of Overpayments for FY17 were 103 employees. Total dollar amount in Overpayments for FY17 was $228,846.33. For FY18, we are running with 109 employees with overpayments totaling $152,958.68. Reconciliations and ePARs done timely is the key. 11/8/2018

Other Payroll Items Update on Comp Issue: Time and Labor Training: Hours corrected on Timesheet. Hours should be corrected on paycheck by the end of the week. There was no effect on any employee’s balances for Vacation or Sick. There was no effect on cost centers (swap with REG – no change in $$) Time and Labor Training: Please contact payroll@utdallas.edu to request a training session. Anyone requesting Time and Labor access will require T&L Training.

Data Management Information Natalie Cummings, HRIS Manager

Payroll & Data Management Summer RA/TA (5/16/18 – 8/15/18) A list of all active RA/TA currently working spring or on SWB will be sent out to the departments as a reference. If the RA/TA is working in the summer but currently on SWB from Spring then let us know to return them in the system so a JAC ePAR can be submitted for their summer appointment. (DO NOT do a secondary appointment unless they are working a split.) You can send a list of who to return to the Payroll Inbox. If the RA/TA is currently working Spring then submit a JAC for their summer appointment information. If the RA/TA needs to go on SWB you can also send a list to the Payroll Inbox so we can update those. (DO NOT use an ePAR End of Assignment with a SWB comment to do this.) If the RA/TA is working hourly for summer please let us know so we can SWB the RA/TA job and submit a secondary assignment ePAR for the hourly job. 11/8/2018

Summer Lecturers I & II (5/16/18 – 8/15/18) Payroll & Data Management Summer Lecturers I & II (5/16/18 – 8/15/18) Spreadsheets of all current Active and SWB employees will be sent out to the departments with instructions. Departments will need to input the summer appointment information or indicate the employee needs to go on SWB or will be terminated. Terminations must be done through ePAR. Summer appointment changes that occur after the spreadsheets are submitted must be changed using a JAC only after the upload has been completed. 11/8/2018

Summer Faculty (6/1/18 – 8/31/18) Payroll & Data Management Summer Faculty (6/1/18 – 8/31/18) Spreadsheets of all current Active and SWB employees will be sent out to the departments with instructions. Departments will need to input the summer appointment information for those that are working. All others will be automatically placed on SWB. 11/8/2018

Payroll & Data Management New Hires Pilot Departments need to select who will process their New Hires (Hourly, RA/TA) Training Coming Soon Must go through training to get security access to process these Will be offered in sessions and individually 11/8/2018

ePAR Features Coming Soon… Payroll & Data Management ePAR Features Coming Soon… Not Approved in 3 Days Take Action email will be sent to any approver who has not approved an ePAR within 3 days. The 3 days will not include weekends or any UTD holidays. The holidays are tied to the Time and Labor holiday calendar. Allow 2 Years of DBT at the same time in the same ePAR In Development now and hoping to use for upcoming FY19 Vacant Position Update Form 11/8/2018

ePAR Features Coming Soon… Payroll & Data Management ePAR Features Coming Soon… Additional Fields on Search Page Action Type Status Position Number 11/8/2018

ePAR Features Coming Soon… Payroll & Data Management ePAR Features Coming Soon… New Buttons! Call Back Cancel Send Back Copy History 11/8/2018

Payroll & Data Management 11/8/2018

Payroll & Data Management 11/8/2018

Payroll & Data Management 11/8/2018

Payroll & Data Management 11/8/2018

Reminder to Use My Assignments Payroll & Data Management Reminder to Use My Assignments 11/8/2018

Comments and Questions ?