• Payroll

Brian: Today we wanted to walk through the two processes we talked about before.  First one is hourly rate of pay.  The would take any earn type and make every hourly rate the per pay period hourly rate.  This will effect CLA, Exempt, PTF or FTF they will still get their normal earnings.  Only earnings that reduce payroll will be effected.  Mark can I use you as the example?

Tacoma: Yes.

Brian: First thing is to create paysheets.  Only doing two paygroups CLA in 220 and exempt in 170.  Then going to go to Mark’s paysheet.  We’re going to look at 05A.  So I click on that, and take a look at what the screen shows.  Note the hourly rate says 21.38.  Note the semi monthly amount.  Let’s add some VAC, let’s also add some CSL, 8 hours of each.  These are the times that would come from T&L (we’re skipping the T&L load for today).  Then we save.  Now I’m going to go run the Earning Hourly Rate Adjust process.  This will adjust the rate to the per pay period hourly rate.

Anyone that’s in 220, excluding hourly, it will change the hourly rate of pay for those additional earnings.

Now we go back to the paysheet.  Now you can see the hourly rate of pay is 23.25625.  But the semi monthly amount has not changed.

If you want to pay off standard, you can override anything on the page.  If you use standard, you do not need to run the process.

Tacoma: But the pay period has 88 hours, shouldn’t it be less?

Spokane: When you say all employees, does that include adjunct and faculty?

Brian: FTF is paid like CLA and exempt.

Spokane: Can we exclude the FTF from the run?

Brian: This only effects FTF if they take LWO.

Spokane: But we have FTF that take large amounts of LWO and if they are included in that run then someone will have to manually pull them out and recalc them.

Brian: How do you figure out the FTF LWO then?

Spokane: They are paid for 175 days.  Their contract starts on September, and they get full checks.  So it’s gross annual divided and they have a derived per hour amount.

Brian: Right now the paycheck math isn’t adding up.

Spokane: We want F17 to be excluded.

Brian: Tacoma are you the same way?

Tacoma: Yes, we need FTF excluded.

Brian: Ok so we need to exclude FTF and hourly from this.  Are you expecting this to be manual or would you expect another process?

Spokane: Manually.

Tacoma: Us as well.

Brian: This process can be run any time after paysheets have been created.  After T&L has been loaded.  This process can be run more than once.  The main thing is that it looks at employee schedules.  So employees must have the right schedules.

Spokane: So if the faculty has the D175 schedule is this calculating based on the frequency?

(brief conversation about schedules)

Brian: I have a question about PTF LWO, how is it calculated?

Spokane: We calculate it by their contract in FWL.

Brian: So it sounds like you want PTF excluded from this as well.

Spokane: PTH should be excluded as well.

Brian: PTH is already excluded because it excludes hourly.  So PTF and FTF should be excluded.

Spokane: Can we get an ETA for when this is put in production?

Brian: We would like to move as quickly as possible.  06B we will put it down as a goal, and see what we can do as a priority.  Tentatively you know we want to say yes, but you know there is a lot going on.

Next process to show is the HCA Average cost.  For instance FTF are off for the summer, on prepay, but we aren’t currently touching the employer contribution.  So long as the employee is active and in SB1 they should always pay their HCA Average Cost.  This will happen whether or not you get paid in that payroll period.

With Mark’s approval, we’re going to put him on a short work break as of April 1, 2017.

I have to unsheet my old test for 04A, then I’ll redo the 04A paysheets, and you will see him not getting paid.

I reviewed my pay calendars to make sure there were not sheets.  Now I can make paysheets again.

So no sheet for 04A.  Now we run the Create HCA Average Cost Paysheets process.  Company 220, period end date 4/15/2017.  Error report says I need to run a precalc.  So I have to go back and run a precalc.  

Tacoma: Questions.  You’re saying it’s going to send the HCA average for anyone active and SB1 not getting paid.

Brian: Yes you’re going to need to make sure you don’t have any people erroneously in SB1.

Tacoma: Yeah, we’ll have to go through and make certain before it’s in place.

Brian: We could give you all your SB1 employees with a query and you can clean it up.

Ok this time we have a success.  Then we’re going to look at the log. There is Mark on the log.  Now let’s look at the paysheet.  So now we can see that he has a 4/15 paysheet.

Reg salary says 0.  Go to one time deductions, and you can see the 10 deductions that have employer contributions.  You can see all the deductions.  990 is there for the 888 (HCA average cost).

So we’re going to look at the paycheck next.  It will only be the contributions that are static.  If it’s a % of your amount then it will be 0 because no payment.  So it only sends flat costs.

The paycheck is all 0.  If you look at deductions, you see all the flat NB deductions.

Any questions.

Tacoma: One question… if we have FTF who is on a SWB and then is working under an adjunct contract…

Brian: Then this wouldn’t fly.  If they get paid for any job, then the contribution would go.  And this process would ignore them.  

Spokane: So you just run this A payroll.

Brian: HCA only comes out on the A payroll, but the others will come out on B.  Can we get authorization to move forward, do we need changes?

Spokane: Wants to move forward.

Tacoma: Wants to move forward.

Brian: No changes?

Spokane & Tacoma: No suggestions.

Brian: (Lots of acronyms) being included for the future… but if there’s no changes then we can push through with current process.

This would be added to the checklist, and would be mandated to run every payroll.

Hourly rate of pay is up to the college to run or not, but the HCA average costs process will have to be run by every college every payroll.  This can be run any time after calc.

We’re trying to give better log messages so that errors are more descriptive.

Spokane: Today is Martha’s last day by the way.

What are we talking about on Thursday?

Brian: We’re not entirely sure.  We can talk but with what’s going on here I don’t know when I can get any of it developed or put in the system.

Spokane: We’re trying to find out about schedules for summer.

Brian: Do you have something you want to talk about on Thursday?

Spokane: We’ve got to think about that.  We need to stabilize database link for biodemo from CS to HCM.

Brian: We know you want a demo for Time Admin and Contract Pay, we’re still going through PeopleBooks to try to learn what we can before we do a demo.

Spokane: Also we want to see a list of items that are in scope or out of scope for the project in HCM.

Brian: I can get you a list.  We will work with Tara to get the information.  Anything else?  Oh the Time and Labor rules, I want to come back to.