Transcript PeoplePay Project HRMS UL Meeting July 20, 2007 Agenda         Overview of the Current Process Project Goals Project Phases Implementation Solution PeoplePay Application Demo Review of New Forms Prior to.

PeoplePay Project
HRMS UL Meeting
July 20, 2007
Agenda
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Overview of the Current Process
Project Goals
Project Phases
Implementation Solution
PeoplePay Application Demo
Review of New Forms
Prior to 2/1/08….
Appendix – Forms and Earnings Codes/GL Account
Values
Overview of Current Process
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Forms G (G/G1/G2/GQ) are currently used to
process special payments to individuals
Approximately 18,000 payments totaling over
$25 million in FY 2006
Central approval and processing performed
by HR, Payroll and Office of Contract
Administration
Actual payments made from Payroll and
Procurement systems
Project Goals
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Eliminate ‘Forms G’
Utilize consistent processes and existing
methods to pay individuals for services
Adhere to U-M Policies
Comply with federal and state tax regulations
Strengthen controls
Phases I, II and III
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Representatives on the Ann Arbor Campus, July,
2007
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School of Information, College of Engineering – Center for
Professional Development, Law School, Office of
Technology Transfer, School of Natural Resources and
Environment, Cell and Developmental Biology, School of
Music, Theatre & Dance, Office of the Vice President for
Research, University Human Resources, Ross School of
Business Administration
Approximately 80 departmental users identified to-date
Regional Campuses in October, 2007
Rest of the University in February, 2008
Implementation Solution
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Web based PeoplePay application to guide users to the
appropriate method for all payments to individuals
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Easy to use (no training required)
Single, consistent process with appropriate controls
Forms G replaced by specific information and support
requirements for specific payment purposes
Updated employee / independent contractor relationship criteria
(Form GQ replacement) to increase compliance with IRS
guidelines
Updated HR policy to address FLSA rules (lump sum payments
allowed for non-exempt employees in certain situations)
Applications access
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Phases 1 and 2 restricted to participants and key central office staff –
application URL to be sent to users via email
Campus-wide implementation will be linked from Wolverine Access
and only require Kerberos authentication
Implementation Solution Cont.
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Change to payment processing
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Non-employee relationship payments to U.S.
citizens or permanent residents processed in
Procurement System.
Employee relationship payments and non-U.S.
citizens processed in Payroll System
Utilize Additional Pay functionality within the
HRMS M-Pathways data base for payments to
current faculty and staff
Implementation Solution Cont.
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Phased roll-out approach will allow for initial
testing/tweaking of new system and
processes with a smaller user group before
full university-wide roll-out
PeoplePay Application Demo
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Review of New Forms
Form
Request for Royalty Payment
Other Conditions
Send Form To:
Payment System
Non-resident Alien
Payroll Office
Payroll
All others
Procurement
Services
Procurement
(Non-PO Voucher)
HRRIS
Payroll
Employee
Payroll Office
Payroll
Non-Employee – Non-resident
Alien
Payroll Office
Payroll
Non-Employee – U.S. citizen or
permanent resident
Procurement
Services
Procurement
(Non-PO Voucher)
HRRIS
Payroll
Non-resident Alien – Services in
U.S.
Payroll Office
Payroll
All Others
Procurement
Services
Procurement
(ePRO Transaction)
HRRIS
Payroll
Reimbursement/Reconciliation of
Moving and Relocation Expenses
Request or Record Payment of
Awards, Prizes, or Gifts
Payment to Non-Employee for Taxable
Services
Payment to Non-Employee for
Services
(Requires PeoplePay Cover Sheet)
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Exception Payment to Faculty and
Staff
Prior to 2/1/2008…….
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Begin using Additional Pay for payments to
current faculty and staff
New Earnings Codes
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New HRMS security role available – access
only to Additional Pay Submittal form
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NCC – Teaching a non-credit course
UNS – Services unrelated to an appointment
Contact Sue MacDavitt ([email protected])