Transcript Meeting Title Date - University of Maryland, Baltimore

Payroll Reps Meeting
Payroll Topics Presentation
February 15, 2008
School of NursingSmall Auditorium
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Payroll Topics Presenters
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Candace Chow– Payroll Manager- Financial Services
•
Stephen Eddy– Enterprise Application Specialist- CITS
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Pat Holmes– Manager- Cost Analysis & Studies
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Susan Beckerman– Enterprise Application Specialist- Financial
Systems
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Payroll Topics Agenda
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FSPR Personnel
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New T&L procedures
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Account code vs. account
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EFP Inquire page
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New user procedures (access & training)
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PA form service date changes
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Direct Deposit advice suppression
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Check register report changes
•
T&L archiving
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FSPR Personnel
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FSPR Personnel
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•
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Lisa Hartman- Payroll Supervisor
Rita Marable- Payroll Accountant
Sonia McCain- Payroll Associate
Still recruiting- Sr. Payroll Accountant
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New T&L Procedures
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New T&L procedures
•
•
Currently allowed to enter Regular,
Shift & OVT on Mondays- no leave
should be entered
Starting Monday, February 18th no
T&L data entry should begin until the
e-mail is received from FSPR
(generally on Tuesday)
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Account Code vs.
Account
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Account code vs. account
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Reminder that “account” and “account
code” are 2 very different numbers
People have been entering the
ACCOUNT in the Account CODE box
on the PA form
The projects associated with account
codes 0000001012, 0000002073, etc
have been charged incorrectly
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PA Form Account Code
This field is NOT for the 4 digit account such
as 1012 or 2072. It is for the 10 digit HRMS
account code that is not found in the
Financials system.
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How to Find the Account Code
All CA roles have access to
this menu item
Enter Project ID
Note that a project can have
more than one account code
if there is more than one
fund, program or
department. Be sure to
choose the correct one.
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EFP Inquire Page
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EFP Inquire page
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Problem occurs when an employee is
RETROACTIVELY moved from one
department to another
– Ex. In December an Employee Action
form is submitted that moves employee
from Dept A to Dept B effective July 1st
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EFP Inquire page
•
After the effective date of the transfer, the
EFP Inquire page displays only the new
department EFPs
– Ex: Employee has EFPs in Dept A with effective
dates between 7/1 and 11/15. When employee
is transferred in December effective 7/1 to Dept
B the EFPs dated 7/1 through 11/15 in Dept A
will no longer be seen
•
All EFPs can be found in the Dept Budget
Earnings under the Department Budget
Table (Include History must be clicked)
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Dept Budget Earnings
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New User Procedures
Access & Training
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New User Access
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Complete User Access form found at:
http://www.umaryland.edu/cits/forms/index.html
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User needs to know which roles s/he
will be assigned in order to get the
correct training
Access form must be sent to the CITS
ASC Help desk
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Transferred User Access
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A new user access form overrides old
access
– If user is helping out old department then
2 new access forms must be completed
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Old department should submit access
form to remove access- don’t wait for
new department
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New User Training
HRMS
• Send e-mail to FSPR to request
training for T&L and/or CA training
(both will include the Intro to HRMS)
• FSPR staff will contact requester with
options- generally one-on-one but
sometimes small groups
Financials
http://www.umaryland.edu/eumb/training/training_info_page
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Transferred User Training
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If “roles” have not changed then no
additional training is required
If new role has been assigned then
training is required for that role
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Payroll Adjustment Form
Service Date Changes
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PA Forms
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New form for Prior Pay Period
adjustments
Revised Payroll Adjustment form for
all other transactions
No longer use earnings code PAJ- the
functionality is replaced with earnings
code RRR (amounts only)
Include Paygroup on both forms
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Where to Find Paygroup
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Revised vs. New Forms
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Direct Deposit Advice
(DDA) Suppression
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DDA Suppression
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CPB allows employees with Direct
Deposit to access the DDA via their
webtool- POSC (Payroll Online Service
Center)
UMB employees can only enroll in the DD
“Web Only Access” via the eUMB system
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DDA Suppression
•
There are two ways for an employee to
suppress the printing:
– PR Reps enter the selection in eUMB via
Manager Self-service
• We suggest departments have employees sign
form to indicate a choice to stop receiving DDA
(see sample)
– Employees enter the selection in eUMB via
Employee Self-service
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DDA Suppression
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In a normal payroll processing period,
selection must be entered by COB on
Monday after a payday to be in effect
for next payday
Employees can flip back and forth
each pay period although this should
not be encouraged
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DDA Suppression
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There will be no mass communication
of this new feature from central
administration to employees
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It is up to each department/school to
communicate to their own employees
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DDA form
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Enter via Employee Self-service
The
default is
“NO”
Employees
can change
to “YES”
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Enter via Manager Self-service
Payroll Rep
can change
the
selection in
eUMB for
an
employee
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View in Administer Workforce
Defaults to “unchecked” so
employee receives DD
advice.
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CPB’s POSC
https://interactive.marylandtaxes.com/Extranet/cpb/POSC/User/Start.aspx
This is
where an
employee
will find the
DD advices
Link tells
USM
employees
to contact
the HR
dept to
enroll
Relatively new
functionality for
employees to
make changes
directly at CPB
without doing
any paperwork
through UMB
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Check Register Changes
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Check Register Changes
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Check Register report has been updated
to include a column to indicate whether
DDA has been suppressed
Parameter to exclude suppressed DDAs
Removed columns not used
Employees with concurrent jobs appear
in department where they have the
“Primary” job
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Check Register Changes
Paycheck Dept is the
Dept of Primary Job
at the time the Gross
Pay was sent.
Current Dept is the
Dept of Primary Job
at the time the check
register is run
A *YES* will appear in this
column for those employees
who are NOT receiving a
printed DD advice from CPB
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Time & Labor (T&L)
Archiving
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T&L Archiving
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Over 5 years of T&L data is stored in
“live” tables
Slows down Time Admin processing
and is rarely accessed
Need to remove data from “live”
tables and store in an “archive” table
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T&L Archiving
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We will archive the “Reported” and
“Payable” time data once a year
around the end of the fiscal year for
the prior calendar year
Ex.- In June 2008 we will archive all
T&L data through 12/22/07
If data is needed for periods already
archived, send request to FSPR and
they will retrieve your data
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Questions?
•
Please contact FS-Payroll if you have
questions regarding this presentation
– Phone: 6-1243
– E-mail:
[email protected]
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