1 FOUNDATION LEVEL TRAINING PAYROLL and TIME ENTRY

2Payroll & Time Entry Foundation Level ROADMAP TO SUCCESS Drive Your Own Learning Travelers on today’s journey will discover New Business Processes, how SAP roles are changing and arrive at the rest stop where they can make decisions about continuing their journey on their Road To Success ProcurementPlaceProcurementPlace HR Highway BudgetBoulevardBudgetBoulevard ESS Expressway MSSMallMSSMall PayrollParkwayPayrollParkway e-LearningAcademye-LearningAcademy Rest Stop

3Payroll & Time Entry Foundation Level ROLE DESCRIPTION  Payroll Contact –Research and communicate payroll issues to management and/or employees –Enter attendance and absences into SAP system according to payroll schedules –Performs all payroll tasks in departments and schools –Access to SAP depends upon Security Role –Payroll Contact will have access to display data on all Broward employees –Run attendance/absence reports for audit documentation

4Payroll & Time Entry Foundation Level NEW TERMINOLOGY  Cross Application Time Sheet (CATS) – Absences and attendances will be entered into SAP via CATS transactions and can be entered for a single or multiple employees on the same screen for the entire payroll period. Time will also be imported from external systems (KRONOS and COMPASS).  Days Paid Concept – For Contract Employees only, all days from the first day of their calendar to the last day of their calendar, excluding weekends, are considered as “Paid Days”; this includes all days worked, holidays, and all days off, both paid and unpaid, excluding Saturdays & Sundays. The Annual Contract Salary and hourly rate for additional positions will not be affected.  Perpetual Calendar – A continuing calendar that crosses over fiscal years without interruption and is not tied to the school calendar. Pay periods on a Perpetual Calendar consist of 10 weekdays (excluding Saturdays and Sundays) and are paid on the Friday after the pay period ends (i.e. see handout).  Retro or Adj. (Adjustments) - An adjustment made to an employee’s pay for a prior pay period. This term will eliminate “Difference from pre” from the paystub.

5Payroll & Time Entry Foundation Level Sample Remuneration Statement (DRAFT)

6Payroll & Time Entry Foundation Level Payroll Paystub - New Look Detail on statement will include:  Absence type and hours taken in the pay period shown as part of the Earnings Summary  Incentives paid shown as separate line items  Position numbers and corresponding hourly rates  Under the Leave Summary show: Earned, Fiscal YTD Used and Balance  Leave balances to be updated by pay period, in fractions (i.e. for Sick Leave, half day accruals based on your work schedule) Eliminated from the remuneration statement:  “Difference from Pre”  instead provide a “Retro” or “Adj.” column for each type of pay (primary, secondary, supplements…)  “EQ Adjustments”

7Payroll & Time Entry Foundation Level Work Days versus Paid Days $0.00$2, $0.00$550.00$ /28 -$61.11$550.00$ /21 -$122.22$550.00$ /14 -$61.11$550.00$ /7 on paid dayson work days DifferenceSalary based Week Ended Unpaid Holiday SFThWTMS SEPTEMBER paid days in the month 18 work days in the month Employee paid $2,200 per month 2,200/20 = $110 per paid day 2,200/18 = $122 per work day FACTS

8Payroll & Time Entry Foundation Level Work Days versus Paid Days - Continued Paid Days$ $ $32,000 Work Days$ $ $32,000 RateHourlyHrs Daily RateDays Salary $32,000 Annual Salary 196 Work Days 214 Paid Days FACTS * * * Equals days unpaid: 9/13/07, 11/23/07, 12/24/07 thru 12/28/07, 12/31/07, 1/02/08 thru 1/04/08,1/20/08, 3/21/08, 3/31/08 thru 4/04/08

9Payroll & Time Entry Foundation Level August 2008 Pay period begins on August 4 and ends on August 17 The employee starts work on August 12 (estimated) The employee is paid on August 22 for four days Est. School Start Date Start/End of pay period Employee reports to work Employee receives check SFTWTMS ⌂ ⌂ Sample First Pay Date Information in School Year

10Payroll & Time Entry Foundation Level Key Improvements: Payroll Current StateFuture State “Equalized Pay”  Pay for all days worked and holidays from the first day of the calendar to the last day of the calendar (AKA, Paid Days)  Eliminates advance pay  Eliminates largest cause of overpayments  Eliminates need for “EQ Adjustments” Annual contract divided by 22 checks (196 day calendar) for gross pay per pay period  Annual contract divided by number of Paid Days (214 for standard 196 day personnel) times the number of days in a pay period (generally 10 days except for 1 st and last checks) Daily Rate based upon annual contract amount divided by 196 days (or the appropriate # of calendar days)  Equalized Daily Rate based upon annual contract divided by 214 days for standard 196 day personnel  Additional hours, secondary position and OT rates based upon 196 day contract rates Balance of contract upon termination  Upon termination, employees are paid through their last day worked at the Equalized Daily Rate Future State Current State

11Payroll & Time Entry Foundation Level Key Improvements: Payroll Current StateFuture State Changing Pay dates  Perpetual Calendar with set bi-weekly pay dates Pay dates are customized around winter/spring breaks  Pay dates will be every other Friday, unless Friday is a bank holiday in which case payment will be distributed the day before Equalized first check is received on the second Friday after starting work  For those employees on the AA payroll schedule the first check is received on the second Friday but only for days worked in the first week Direct deposit to two financial institutions appearing on two remuneration statements  Direct deposit to up to 5 financial institutions on one paystub Dues for PBA are paid over 26 checks  20 standard deductions for PBA dues Employees can have dependent coverage even if dependents are not entered into SAP  Employees will not have dependent coverage available if their dependents are not entered into SAP Future State Current State

12Payroll & Time Entry Foundation Level Key Improvements: Payroll Future State TSA deductions are based on an annual amount deducted evenly from all paychecks  TSA deductions can be based on either a fixed dollar amount or a percentage of the gross pay per paycheck with an annual cap TSA deductions, garnishments and taxes are not taken from Summer Pay Option checks  TSA deductions, garnishments and taxes will be taken from all checks including the Year Round Pay Option checks Future State Current State

13Payroll & Time Entry Foundation Level Key Improvements: Benefits Future State Employees have 18, 20, 22, or 24 deductions related to health care  Health care deductions will be standardized to 18, 20 or 24 deductions, with certain employees moving from 22 or 24 deductions to 20 Eligibility and termination of health insurance coverage is based upon the employees’ first or last paycheck  Eligibility and termination rules will define when eligibility starts and ends  Eligibility rule: Coverage starts on the 1 st of the month following a 30 day waiting period after the date of hire  Termination rule: Coverage ends on the last day of the month following continuation of coverage for 30 days after the termination date Future State Current State

14Payroll & Time Entry Foundation Level Key Improvements: Year Round Pay Option Current StateFuture State Summer Pay Option processed via post-tax deductions  Year Round Option - pre-tax calculation  per IRS regulations: –Selection must be made before reporting to work in the new fiscal year –No changes can be made during the year –No early payouts due to hardship requests Employee chooses amount of deduction for Summer Pay  Amount is system-calculated –26 pays are calculated on gross Base Salary only –Payments for Supplements, additional hours or positions and Longevity payout are not included in the calculation for the Year Round Pay Option summer checks  Amounts are fixed for the duration of the year Future State Current State

15Payroll & Time Entry Foundation Level Key Improvements: Year Round Pay Option Current StateFuture State Only dues are deducted from Summer Pay  Health insurances, voluntary insurances (cancer, life, pre-paid legal, etc.), United Way and other similar deductions will not be deducted from Year Round Pay Option summer checks  Taxes, garnishments, TSAs and dues for FOPE will be deducted from Year Round Pay Option summer checks Future State Current State

16Payroll & Time Entry Foundation Level Key Improvements: Time Management Current StateFuture State Leave requests/approvals submitted on paper  Online SPR (Sick Personal Reasons) and Vacation Leave request available through ESS  Managers will be better informed of leave balances and staff availability when approving leave requests Leave accruals posted at month’s end  Per-pay-period accrual of time quotas (Sick Leave / Vacation)  Accruals posted in fractions (half days for Sick Leave) Miscellaneous Leave processes handled offline in various databases  New time quotas are being created for: Comp Time Sick Leave Transferred Sick Leave Bank Sick Leave Donated Leave Balances in SAP do not match Leave Balances appearing on Remuneration Statement  Employee Leave Balances for Sick and Vacation quotas will be displayed in ESS on a per-pay-period basis  Employees will be able to view historical Leave Balances via “snapshots” of the Remuneration Statement Future State Current State

17Payroll & Time Entry Foundation Level KEY IMPROVEMENTS: TIME MANAGEMENT  Time recording via CATS (Cross Application Time Sheet) –Single point of entry time –Absences and attendances can be entered for a single or multiple employees on the same screen for the entire payroll period –CATS will replace the current ZA71 screen and minimize use of PA61 –Enhancements will allow display of leave balances and validation of secondary positions of employees  Time from external systems (KRONOS & COMPASS) will be interfaced via CATS  Provides the ability to require District-wide systematic approval of time before it is paid

18Payroll & Time Entry Foundation Level CROSS APPLICATION TIME SHEET (CATS) Displays 10-day pay period

19Payroll & Time Entry Foundation Level Next Steps Description of Roles Decide who will be performing (and backing up) the following: School or District-based Administrator HR Action Processor –HRAP (former PAF) Payroll Contact Budgetkeeper (Schools & Departments) Inservice Facilitator (role changing by HRD) Resource Coordinator Requisitioner Future Training Needs Staff needs to register for training according to roles assigned

20Payroll & Time Entry Foundation Level Future Trips Drive Your Own Role-Based Training Instructor Lead Training Instructor Lead Training Blackboard LearningCommunitiesLearningCommunities Atomic Learning Atomic Learning Elluminate

21Payroll & Time Entry Foundation Level  FAQ’s are available on the BRITE Website  Key Dates: –Time entry begins the last two weeks of January 2008 –First Payroll is 2/8/08 for AA Schedule –First Payroll is 2/15/08 for BB Schedule –End user training begins 12/01/07 –SAP Navigation will be available online 09/01/07 (pre-requisite for role-based training) –BRITE Lites training date November 28, 2007 Important Reminders

22Payroll & Time Entry Foundation Level HELP DESK BRITE Website web/erp e-Learning CAB Conference BRITE LITES User Support Options

23Payroll & Time Entry Foundation Level Questions?

24Payroll & Time Entry Foundation Level As part of your Foundation Level Training follow-up activities, you are required to complete the course evaluation. Go to Quia – Your input will help to provide valuable feedback that will be used in developing future BRITE Training Program events. Thank you. COURSE EVALUATION