1. Semi-Annual Payroll Meeting
Payroll and Data Management

2. 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

3. 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
Extension x2611
Reminder that we have
Moved to SP2
11/8/2018

4. Sheretha Measells, Payroll Manager
Payroll Processing
Sheretha Measells, Payroll Manager

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

6. 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 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 FTE employees). Unapproved Time in FY18 – 59,699 hours.
11/8/2018

7. 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
Total Estimated Gross is $8,
PCP hours total
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

8. 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,
For FY18, we are running with 109 employees with overpayments totaling $152,
Reconciliations and ePARs done timely is the key.
11/8/2018

9. 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 to request a training session.
Anyone requesting Time and Labor access will require T&L Training.

10. Data Management Information
Natalie Cummings, HRIS Manager

11. 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

12. 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

13. 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

14. 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

15. ePAR Features Coming Soon…
Payroll & Data Management
ePAR Features Coming Soon…
Not Approved in 3 Days
Take Action 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

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

17. ePAR Features Coming Soon…
Payroll & Data Management
ePAR Features Coming Soon…
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22. Reminder to Use My Assignments
Payroll & Data Management
Reminder to Use My Assignments
11/8/2018

23. Comments and Questions ?