Transcript WVU Department of Intercollegiate Athletics

West Virginia University
MY TIME CONVERSION AND
ARREARS PAYROLL
Linda Strawser,
Director of Payroll and
Employee Data Services
HR REVIEW
• Work with departments regarding active positions
• Review of FLSA status – Exempt or Non-Exempt
• Less than 1.00 FTE
• Corrections to assignments
• Position Hierarchy
ARREARS COMMUNICATION
•Personalized letter to employee’s home address
•Business Offices notified
CONVERSION TO ARREARS
PAYROLL
•
Established Type Code with State Auditor’s Office
•
1,349 Employees
•
November 13, 2009 payroll No Hardship Payment
•
WVU Payroll system – created new assignment with Arrears status after the
November 13th payroll was finalized
•
November 30, 2009– All non-exempt employees were paid as Arrears employees
•
No Hardship Payments – Interim Positions and Leave of Absences
TERMINATIONS
• Business office processes employee termination
• Termination date keyed into WVU Payroll System
• System triggers a notification to Payroll department based on the No
Hardship Pay (NHP)Element
• Payroll keys NHP Repayment Element
TERMINATIONS
• Payroll processed - Repayment deducted from all earnings elements
• Dollar amount difference sent to State Auditor’s Office for payment to
employee
• Repayment of NHP is credited to originating department
• Grant Funded Positions – Central pool created
Accounting Financial Statements
• WVU records an entry to accrue payroll expense for the July cycle I in
arrears payroll.
• This accrual must be adjusted by the amount of the no hardship
payment provided to those employees who were switched from current
to in arrears (the no hardship payment was recorded as a payroll
expense).
• The net payroll accrual for those employees switched from current to in
arrears should be equal to the difference between the no hardship
payment and the employee’s pay for July cycle 1.
CONVERSION TO HOURLY PAY
• Time Clock/Web Clock –Prior to go live
• Testing
• Training –Employee/Supervisor/Business Offices
• Web Training
• MyTime Overview Sessions
• Web Site
• Communication to Employees home address
• Employee Fair
GO LIVE
• Weekend of November 20, 2010
• Time period of November 16 – November 20th – Salaried time converted
to hours based on employees FTE
• Hours exceeding employees FTE – Manually entered for work week of
November 14th
• Interfaced hours from Kronos System to WVU Payroll system
• Assignments converted to Hourly status effective November 16th – 2,200
employees
• Payroll generated for December 16th – Comparison of gross pays for
previous cycle for discrepancies and corrections made
• Correction Checks
NEGATIVES
• Less than 12 month employee
• Semi-monthly Payroll vs Biweekly
• Terminations
• Fluctuation of pay check
POSITIVES
• Consistency
• Overall processing time
• Standard time keeping system
• Internal Controls
• Reduction in check returns
• Reduction in correction checks
• Employees paid for actual hours worked