Fiscal Year End Payroll, BDS and the New Fiscal Year! May 16, 2006 UPC – Taper Hall Room am – 12 noon HSC – McKibben Hall Room 256 1:30pm – 3:30pm

2 What’s new? The change in pay frequency and OTiS have caused us to take a new look at payroll fiscal year end as well as new fiscal year processes and procedures Many of the “old” policies and procedures are still in place and haven’t changed….

3 Academic Work Study vs. Summer Work Study Bi-Weekly #11 CWSP Time Reports due at noon on THURSDAY May 18 If a student uses both Spring and Summer CWSP within the same pay cycle, you must submit two time reports reflecting hours worked on each award –time report #1, 05/04 to 05/09 in OTiS and –time report#2, 05/10 to 05/17 on paper time report and submit to Payroll Services (per current paper CWSP time report procedure).

4 General Student reminders New incoming students, once registration is confirmed, may obtain on campus employment prior to the first day of classes –Employee status will be activated upon submission of all required documents along with proof of registration or a print out from SIS.D.SRC Use object code for students NOT enrolled in the summer semester but working in the summer Wages are subject to FICA and disability taxes After classes begin, remember to set up new funding line using the appropriate student object codes

5 Teaching/Research Assistants Teaching and Research Assistants must enroll in at least one session in the summer in order to qualify for student FICA exemption Non-enrolled TA/RAs wages will be subject to FICA and disability taxes For TA/RAs in a teaching or research assistant position, use or object code For “student worker” positions, use object code if not enrolled in the current semester

6 NRA Students New incoming international students may obtain on campus employment not earlier than 30 days before the first day of school This year, employment may begin on July 21, 2006 Use appropriate student object codes

7 NRA Student workers An F-1 student may be employed over the summer in a student position even if not enrolled in summer courses, as long as they intend to register in the fall no restrictions on the number of hours worked during the summer Per F-1 visa terms, F-1 students do not pay FICA or Disability taxes during the first 5 tax years in the US as long as students maintain visa status or student status due to enrollment If student is in their 6 th tax year and are not enrolled over the summer, FICA and Disability will be withheld.

8 NRA Students in the summer Summer Session funding lines for F-1 Student Workers: –Object code to be used if student is in their first 5 tax years –Enrolled Student: Department sets up funding line –Non-enrolled student: University Payroll Services must set up funding line – Submit a Data Form or send an with funding information Obj code will be used if student is in their first 5 tax years

9 NRA Students in the summer F-1 visa holding with “Practical Training” may work during the summer –Use applicable object code Refer to “Summer Student Employment”

10 BDS rollover to Payroll Non-exempt staff hourly appointments

11 First Year for the “Double Roll” Due to the changes brought by the change in pay frequency, this year we will do two “roll-over” cycles: –One for non-exempt hourly funding lines –One for exempt salary funding lines

12 BDS rollover to payroll The “hourly appointment” data for non-exempt staff will roll over to payroll from the Budget system on Saturday June 24 and Sunday June 25 For the week of Monday June 26, ais-c2000 is still in Fiscal year 2006 You will be able to view fund lines 06xxx and fund lines 07xxx on ais-c2000 funding processes and the web You will not be allowed to access 07xxx fund lines until July 5 You will NOT be able to set up new funding lines for Fiscal Year 2007 in this time frame

13

14 BDS rollover to Payroll If the funding lines used in the BDS appointment process were a part of BDS initialization on April 3 (payroll data as of 3/31/06 uploaded from payroll to BDS); when the rollover occurs on June 24, the supervisor information will be “pre- loaded” on the payroll system

15 BDS Hourly rollover to payroll For new funding lines established on BDS and therefore NOT a part of the BDS initialization: –If the employee has only one supervisor on PPBS, the system will automatically assign that supervisor to the new BDS initiated funding line –If more than one supervisor, the HDC will have to go to PF.PS.FUNDSUPER.U to enter appropriate supervisors/approvers

16 BDS Hourly roll over –After the BDS hourly funding line roll over is completed on the June 24 th weekend, Payroll Services will provide a report to HDCs of employees who do not have supervisors assigned to their funding lines –HDCs are encouraged to have your department supervisors verify and confirm the supervisor/approver information on all active funding lines as soon as possible This will help reduce OTiS problems (login and N/A N/A situations) for BW#15

17 Student funding line rollover Existing funding lines for object codes 14710, and which have an end date greater than 6/30/06 will “roll over” to the new fiscal year on June 24, 2006 These new lines will have new funding lines numbers beginning with 07xxx and they CANNOT be accessed until July Existing supervisor information will roll over also No action needed by Home Dept Coordinator

18 Summer CWSP funding lines The system will “roll-over” all student worker funding lines on object code first then student worker funding lines on object code HDCs need to be aware that when a CWSP student with more than one set of summer CWSP lines, those lines on PF.PS.STUFUND.U may look something like the following :

19 Summer student funding lines Account No.Object codeFund Line # xxxx-xxxx xxxx-xxxx

20 Biweekly #14 Biweekly #14 is from June 15 through June 28 Biweekly #14 will run on Friday, June 30 at 5pm; ais-c2000 down at 5pm The pay day for this biweekly payroll is Wednesday, July 5 Employees will be paid at Fiscal year 2006 rates of pay Payroll expenses will be charged to fiscal year 2006 in Series 13 There will be no encumbrances posted to the GL for Biweekly #14 All “normal” OTiS procedures are in effect

21 Biweekly #15 Biweekly #15 is from June 29 through July 12 The pay day for this biweekly payroll is Wednesday, July 19 For June 29 and June 30 (Thursday & Friday) ONLY:For June 29 and June 30 (Thursday & Friday) ONLY: –Employees will be paid at fiscal year 2006 rates of pay –Payroll expenses will be charged to fiscal year 2006 in Series 13 –OTiS time sheets MUST be completed for June 29 and June 30 by no later than 5pm on June 30 –No changes/alterations/additions can be made to June 29 and June 30 after 5pm on June 30 –No encumbrances will be posted to the GL for BW15

22 Biweekly #15 For July 1 through July 12 ONLY:For July 1 through July 12 ONLY: –On the night of June 30, the Talx validation file will contain non-exempt staff and student workers’ NEW fiscal year 2007 funding lines These will translate to “new” OTiS “clock in/clock out” rows for July 1 through July 12 Employees will be paid at fiscal year 2007 rates of pay –Payroll expenses will be charged to FY 2007 for this portion of the biweekly pay period Labor Distribution will not be reconciled to one single ASR –No Expense transfer can be done for cross fiscal year adjustments, except for C&G accounts (accounts like 5X)

23 OTiS Supervisors/Approvers –HDCs are encouraged to have your department supervisors verify and confirm the supervisor/approver information on all active funding lines as soon as possible This will help reduce OTiS problems (login and N/A N/A situations) for BW#15

24 OTiS & Biweekly #15 Biweekly 15 pay period ending is July 12 Thursday, July 13 is still OTiS approval day Friday, July 14 the files for FY06 and FY07 portions of the biweekly will upload to the payroll system at 1pm Payroll will process as normal, with two days of payroll expensed to FY06 and twelve days of payroll expensed to FY07 Critical for Home Departments to verify data on WEBPA Report #3 on July 14 to see the hours to be paid for BW #15

25 Biweekly #15 Paper Timesheets and PA.Hours View both 06xxx and 07xxx on PA.HOURS for BW#15 enter hours worked on June 29 and June 30 against 06xxx fund lines on PA.HOURS Enter hours worked from July 1 – 12 on 07xxx fund lines on PA.HOURS PA Hours will be available for input starting on July 5

26 BDS rollover to payroll Exempt Staff & Faculty

27 BDS rollover for Salary lines The BDS rollover for exempt staff and faculty as well as all year-end payroll processes will begin running on Saturday July 1 and run throughout the long holiday weekend No major changes in how this has worked in the past

28 Rollover of existing Salary funding lines Roll over existing salary funding lines with end date greater than 6/30/06 on all active sponsored project accounts (accounts like 5x) and restricted fund accounts (accounts like 2x) All existing funding will be ended with an end of 6/30/06 The new lines will be set up with funding line number 07xxxx, with a start date of 7/1/06

29 “Rotate” Rotate is a fiscal year end function which allows certain faculty members to be paid on a ten or twelve month basis (spanning two fiscal years) while the full academic year salary is charged to the current fiscal year Lines which "rotate" are fully expensed (FYTD and Amount to Pay) in the current fiscal year but the employees actually receive two months of their FY06 salary in FY07

30 “Rotate” “Rotate” existing faculty funding lines with the following object codes and with end date greater than 6/30/06: 11200, 11205, 11208, 11209, 11230, 11232, 11233, 11238, 11239, 11241, 11251, 11260, 11268, 11269, 11281, 11290, 11292, 11299

31 BDS rollover to payroll If the funding lines used in the BDS appointment process were a part of BDS initialization on April 3 (payroll data as of 3/31/06 uploaded from payroll to BDS); when the rollover occurs on the weekend of July 1, the supervisor information will be “pre- loaded” on the payroll system

32 BDS rollover to Payroll for Salary Lines For new funding lines established on BDS and therefore NOT a part of the BDS initialization: –If the employee has only one supervisor on PPBS, the system will automatically assign that supervisor to the new BDS initiated funding line –If more than one supervisor, the HDC will have to go to PF.PS.FUNDSUPER.U to enter appropriate supervisors/approvers Critical to enter supervisor/approver data before July 12 (the end of BW#15) to avoid OTiS problems

33 Happy New Year! Thank you Please share this information with your SBO