ctcLink Reference CenterResourcesRemediation HCMPayroll Calculations Solution Design (3/23/17)

Payroll Calculations Solution Design (3/23/17)

Includes Legacy Diagnosis Codes (for Disability purposes) and HR Actions  - Please see below.

Topic:  Payroll Calculations (Balloon Payments/PTF Benefit Eligibility)

Meeting Date/Time: March 23, 2017 1:30-2:30PM

Meeting Facilitator:  Brian Lanier

WebEx Recording:   Due to the personal information available within this session, the recording is being hosted in the Community of Practice Canvas course. This is in keeping with our FERPA commitment. All SSN/Bank Data are redacted. Please contact Jo Munroe for viewing access.

Key HCM Modules Involved

  • Payroll for North America
  • Workforce Administration
  • Faculty Workload

Meeting Topics

  • External Walk-Through Solution Design for Balloon Payments

 

Remediation Ticket Information

Ticket # Requirement ID Requirement Description Assoc. Topic
12727 PY21/PY22/PY42 We need a better way of setting up a balloon payment for faculty.  I have talked to Brian Lanier and he said that there is a possibility to set it up in a way that the system calculates the balloon payment instead of us individually entering this information on Create Additional Pay screen.  We also want to be sure that our withholding be taken correctly next year to avoid payroll processing errors. N/A

Solution Design

Title Solution Owner Internal Walk Thru Solution Synopsis Status External Walk Thru
Balloon Payment Brian Lanier March 13, 2017 Create a field in the CTC Job Data tab which indicates if a job is eligible for a balloon payment (CTC_JOB_DATA), allowing entry of a code that references a custom Balloon Payment Table.  All records would have to be touched manually either at the time of hire, or entered as a Data Change.  The choice of Payment ID would be available to the job record as a drop down, so that options outside of the table would not be viable for entry.  Awaiting Internal Walk Thru March 11, 2017

Solution Design Meeting Notes

Topic: Balloon Payment

Brian: Spokane doesn’t do Balloon payment and Tacoma does, but this is the first solution document we can present.  This is about balloon payments for Faculty.  Internal walkthrough was completed last week.

First part of the process is to set a Balloon Payment Calendar.  This is within the Set Up HCM menu and then CTC Custom.  This is individual to the college.

Example calendar is for Tacoma is in the development environment.

LynnM: does the Balloon Payment ID need to be numerical and two digits?

Brian: it can be changed, currently yes to two digits, not necessarily numerical, but that is flexible, and is college specific not driven or dictated by the project

(recap was provided for Tacoma at this time as they were having connection issues)

Schedule says what payroll you want this process to apply to

Salary multiplier is how many times the payment you want to go

LynnM: If anyone wanted to balloon payments twice, would they need two calendar IDs?

Brian: yes, if you wanted to balloon twice you would need another calendar

(application of the calendar to the CTC Job Data was shown)

Balloon Payment ID is the box available in CTC Job Data.

Mel: Doesn’t like this option on the Job Data screen.

AP: Thinks Job Data is a perfect location for them.

Brian: We will look into other options, but for today the example is in Job Data

So: build calendar, apply to the employee, save the line in Job Data with a new row with an Action/Action Reason.  If it was done as part of initial hire line, then no additional line is needed.  Correct History should not be used to add this calendar.  New action reason was created “CTC JOB DATA” under the Data Change Action.

Normal payroll calculation procedure next.

Once you build paysheets and calculate payroll, under CTC Custom there is a new Process called “Load Balloon Payments.”

Run this process (first time you must add the Run Control), put in Company, Pay Period End Date, and Balloon Payment ID.

Pay Period End date is the payment you want the payment on.  You cannot put any other end date than the calendar associated with that calendar ID.

CTC_BPAY_AE is the process that runs.

Logs will tell you how much the balloon payment will be.

After reviewing the log, then go to Review Paycheck.

Mark: What does Paysheet look like?

Brian: There are two paysheets.  You can see the example under Pay Line detail.  It is a separate check.  There is a check for the regular payment, and then a check for the balloon payment.

Lisa: would this make two direct deposits?  would this tax correctly?

Brian: yes, this would be taxed correctly as it separates it into individual payments

Lisa: Concerned about liabilities etc.

Brian: Needs to check on how the deposits would work.  But today we want to know if this solution is appropriate for the schools.

Lisa: Won’t approve unless the whole process is outlined.

Brian: This happens with the regular payroll cycle, but does not know if this is two direct deposits or one.  It will process to GL like everything else.

Lisa: Included with the other payments?

Brian: Yes.

AP: Having this come through as 2 different deposits will confuse faculty

Brian: let’s say it produces two checks but results in one direct deposit

Lisa: that would be acceptable, still concerned with people who were overtaxed

Brian: overtaxing was a problem, which is why we came up with the balloon payment customization at all, right now separate checks make sure the deductions are correct

Lisa: there must be a way to take two net paylines and put them together

Brian: That’s the direct deposit issue

Mark: Tacoma would be fine that that solution, but wants to know more about the deductions

Don: If we put total amounts on one check then it does the bad thing it did last year, you wouldn’t want regular deductions to come from these balloon payments, you want garnish, retirement etc.  Deductions will have to be specified on what comes out from the special checks.  The intent is to tax them as five separate checks (annualized payments).  You can’t do this on one unbroken paysheet.

Brian: Testing is still in progress so how this works, and will be available in PQA eventually but right now it’s still in development/configuration.

Lisa: will a notice go out it’s in PQA

Brian: we’re working on a timeline still, notification will happen when it’s ready, paycheck will show similar information to the paysheet, (offered to show paycheck)

Balloon payment is on the check.  You can see the full amount and the 2 different Earnings tabs.  This was the one check example, but this was the one where the deductions wouldn’t come out right.  

Lisa: If you have two different paychecks, can the regular pay always be the first one seen

Brian: Regular paycheck will always display first, would also like to know if Spokane is hesitant to allow us to proceed with development and testing

Lisa: wants to talk to her people first

Brian: we will have it out on Staffnet and will await the response

Tara: wants it to be included in the Thursday invite

Brian: Tacoma responses?

AP: Process looks simple and doable.  Is concerned about there being two different checks.

Brian: that is all for Balloon payment, would like to show the PTF benefits eligibility Thursday because it will take longer than 20 minutes, would like to talk Shift Differential next

Both colleges look differently at shift differential, so he reached out to the union.  No one responded

LynnM: she will help get a response

Brian: Is there anything else about shift differential that they want to know from the union, he understands the Spokane point about shift differential but still will talk to the union

Mel: who are you reaching out to at the union?  They talk to OFM not the union

Brian: Amy (can’t recall last name), is the contact at the union, but would be willing to talk to OFM

Mel: Will have Grace send her OFM contact to talk to

Jenny: concerned about temporary employees and SDF, not so much the permanent ones, also concerned with “Security Mobile Patrol” who have a special circumstance with lunchtime (as they stay in their vehicle for lunch and get SDF)

Brian: are they permanent?

Jenny: Yes, perm CLA.

Brian: so that means they will not exceed to monthly amount

Mel: Other colleges could have different circumstances

Brian: We will have to address other contracts as they come into the system, but we’re concerned with the WFSE for now, biggest problem current for us is the proration

Spokane & Tacoma: Yes that’s the biggest problem

Brian: Tacoma does actual, Spokane looks at it as “the majority of the work period”.

We are working on hourly rate of pay solution design this week, and will be able to present it soon.

Any other issues?

Spokane & Tacoma: no additional issues today

- Balloon Payment Follow Up

Brian: Tested the Balloon Payment producing a single check and a single direct deposit

Solution Approved:

  • Spokane (Lisa/Melody): Greenlight
  • Tacoma (Agnieszka): Greenlight (hopeful that this will be available for our upcoming balloon payment)

Brian: we will have a timeline coming out soon regarding the solution development

Lisa: Please consider an alternate option if the solution is not ready by this year’s balloon payment

Additional information needed to confidently approve the Benefit Eligibility Report

  • Melody and Lisa just need to have a conversation to discuss in more detail
  • Mark and Agnieszka need time discuss as well and whether or not the additional FTE reports will be impacted as well.

Solution Design Web Ex Recordings

March

Legacy Diagnosis Codes and HR Actions

Education Level Table (PS9030R)

Education Level Table PS9030 Education Level Title
00 Not Indicated
01 No Acad Credentials
02 Grade School
03 Some High School
04 High School Diploma
05 Trade Certificate
06 Some College
07 Associate's Degree
08 Bachelor's Degree
09 Master's Degree
10 Professional Degree
11 Other Doctorate
12 PHD

Handicap Status Table (PS9033R)

Employee Handicap Status Handicap Title
1 Ambulatory/Mobility
2 Visual
3 Hearing
4 Mental/Psychological
5 Multiple Handicaps
9 Other/Unknown

Personel Action Table (PS9038R)

Personnel Action Action Title Action Date Indicator Action History Indicator
AAPP Additional Appointment Y Y
ACCT Change to Account Distribution Y Y
AUTO Automatic Contract/Job Y Y
CANC Cancelled Contract Y Y
CLI Cost of Living Increase Y Y
CONV Conversion Y Y
CPOS Change in Position Number Y Y
CTRM Change in Job Term Y Y
CTYP Change in Job Type Y Y
CWI Comparable Worth Increase Y Y
DATE Date Change Y Y
DCHG Other Data Change Y Y
DCOR Data Correction N N
DEMD Demotion - Disciplinary Y Y
DEMV Demotion - Voluntary/Layoff Y Y
ELEV Elevation Y Y
ENDJ Ending Job Appointment Y Y
ETCH Employee Type Change Y Y
EXTN Extension of Job Y Y
GSA General Salary Adjustment Y Y
IMCH Increment Month Change Y Y
INCR Increment Increase Y Y
INEM Initial Employment Y Y
LATM Lateral Movement Y Y
LAYA Layoff Option Acceptance Y Y
LAYR Return from Layoff Y Y
LWOP Leave of Absence - Without Pay Y Y
LWP Leave of Absence  - With Pay Y Y
MINC Merit Increase Y Y
MNLT Moonlight Y Y
MPA Multiple Personnel Actions Y Y
OVLD Overload Y Y
PERC Change to Percent of Full-Time Y Y
PPAY HEPB Special Premium Pay Y Y
PPEX Probation Period Extended Y Y
PROM Promotion Y Y
RACT Remedial Action Y Y
REAP Reappointment Y Y
REAS Reassignment Y Y
RECL Job Reclassification Y Y
REMP Reemployment Y Y
RETD Retired with Partial Employment Y Y
RETN Return from Leave of Absence Y Y
RTPA Return from Temp/Provisional Y Y
SAPP Summer Appointment Y Y
SCTR Screen Transfer N N
SEPR Separation Y Y
SUSP Disciplinary Suspension Y Y
TCHG Title Change Y Y
TEMP  Temporary Appointment Y Y
TRAN Transfer Y Y
TSA Temporary Supplemental Appoint Y Y
TSIN Temporary Salary Increase Y Y
TSR Temporary Salary Reduction Y Y
TVRE Temporary Voluntary Reduction Y Y
WPDC Work Period Designation Change Y Y
WWCH Work Week Change Y Y

Separaton Reason Table (PS9034R)

Separation Reason Separation Title
10 Layoff - Other
11 Lack of Funding
14 Sepr Stud Empl Stat
21 Separate for Cause
22 Denied Tenure
23 Not Reappointed
24 Probation Separation
30 Regular Retirement
31 Early Retirement
32 Disability Retirement
40 Resignation - Gen
41 At Will
45 Abandonment
61 Job Disability
62 Other Disability
80 Deceased

Race/Ethnic Table (PS9039R)

Employee Race/Ethnic Race/Ethnic Title
0 Not Indicated
1 Asian Amer/Pacific
2 Black
3 Native Amer/Alaskan
4 Hispanic
5 Caucasian

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