November 12, 1998

1. CURRENT UWPC APOINTMENT, PAYROLL AND BENEFITS BUSINESS FUNCTIONS November 12, 1998

2. CURRENT UWPC APPOINTMENT, PAYROLL & BENEFITS FUNCTIONS Time & Leave Collection Employees Administrators External Agents Inst. Pay/Leave data System Budget Data Appointment Workstudy Deductions Payroll Person Inst. Deduction data Inst. Workstudy Award data Inst. Person Data Inst. Appt Data UWPC Payroll master UWPC Leave data UWPC Person Data UWPC Workstudy Award data UWPC Svc Ded Data UWPC Ben. Ded data UWPC IADS Data UWPC Union Dues data UWPC GA/WA Data Accounting UWPC Payroll History Inst. Salary ENC. data UWPC Salary ENC. data Pay Disbursement UWPC Ledger UWPC EE Disbursement Instruction Data Inst. Ledger

3. Appointment, Payroll & Benefits Business Functions Person Data Maintenance Objective: Maintain information about an individual to be paid. This includes demographic, address, tax withholding, Visa, I9, and Affirmative Action data. ** Functions / Processes ** • Create a Person’s UWPC Record • Maintain a Person’s UWPC Record • Assign/Correct SSN & name • Change/Add an Address • Correct Birth Date • Record other data related to person • Filing of Domestic Tax Forms • Filing of International Tax Forms

4. Appointment, Payroll & Benefits Business Functions Appointment Data Maintenance Objective: Maintain information about a set of defined duties/responsibilities (unique to an individual) that defines the relationship of employment. The appointment contains common data elements used by all UW Appointment, Payroll and Benefits subsystems. ** Functions / Processes ** • Create a Person’s Appointment Record • Report a New Hire or Re-Hire to Dept of Workforce Development • Maintain a Person’s Appointment Record • Cancel a Person’s Appointment • Process Personnel Actions resulting in Base Rate Changes (e.g., reclassification, promotion) • End an Appointment • Process Pay Plan Provisions

5. Appointment, Payroll & Benefits Business Functions Workstudy Data Maintenance Objective: Determine award eligibility and monitor the amount of a students workstudy award. ** Functions / Processes ** • Maintain Award balance • Restrict/monitor award allocations to students • Define/implement allocation rules between federal and departmental funding sources

6. Appointment, Payroll & Benefits Business Functions Accounting Data Maintenance Objective: Maintenance of salary encumbrances and allocation of expenditures of salaries and fringe benefits to funding sources. ** Functions / Processes ** • Maintain encumbrances for appointments • Maintain funding to be used for each payroll calculation • Transfer funding sources for salary and fringes after the payroll calculation has occurred.

7. Appointment, Payroll & Benefits Business Functions Time & Leave Data Collection Objective: Collection of time and attendance data through timesheets, leave reports or other manual/local processes. ** Functions / Processes ** • Collect time and attendance information • Review and approval of time and attendance information • Transfer of time and attendance to Payroll master file

8. Appointment, Payroll & Benefits Business Functions Deduction Data Maintenance Objective: Administer benefit and service-related programs and participation within established rules, policies and guidelines. ** Functions / Processes ** • Identify participant benefit eligibility from appointment and employment history • Provide benefit information • Identify employees eligible for special enrollment, regardless of current enrollments • Provide plan cost information for withholding and reporting purposes • Provide enrollment capabilities • Manage continuity of coverage when employment status changes • Determine employee/employer premium costs

9. Appointment, Payroll & Benefits Business Functions Payroll Appointment Payment Scheduler Objective: Determines when an appointment is to be paid. ** Functions / Processes ** • Maintain Payroll Calendar • Maintain Payment Schedules • Determine What Appointments are to be Paid for a given Payroll

10. Appointment, Payroll & Benefits Business Functions Payroll Leave Accounting Data Maintenance Objective: Administer leave provisions and maintain current balances. ** Functions / Processes ** • Create leave records from appointment data • Collect and maintain leave at the appointment level • Calculate leave accruals • Update leave provisions based on appointment changes • Provide information regarding employee eligibility for leave benefits/provisions (e.g. sabbatical, ALRA, carryover etc) • Transfer leave balances between eligible appointments for an employee • Calculate final balances for pay out at termination

11. Appointment, Payroll & Benefits Business Functions Deduction Garnishment and Wage Assignment Objective: Determine the correct payroll deduction withholding and timetable to apply to employees’ wages for wage assignment orders. ** Functions / Processes ** • Establish withholding criteria and schedule as specified by order • Maintain wage assignment provisions • Maintain account status • Provide employee/external agents notification

12. Appointment, Payroll & Benefits Business Functions Deduction Union Dues Data Maintenance Objective: Administer all contractual union dues’ provisions as agreed upon by DER, State of Wisconsin, and labor organizations. ** Functions / Processes ** • Administer Union Dues’ Program Provisions • Contractual Requirements • Implement Contract Requirements • Manage Membership • Record Membership • Process Membership Change • End Membership • Local Affiliation Maintenance • Assign Local Affiliations • Change Local Affiliation Assignments • Process Exceptions • Calculate Dues • Calculate Dues based upon Affiliation & Membership Status • Adjust/Correct Union Dues’

13. Appointment, Payroll & Benefits Business Functions Payroll Master File Data Maintenance Objective: Administer leave and wage/salary payments for employees. ** Functions / Processes ** • Apply rate/title to payment record • Determine FICA eligibility • Determine WRS eligibility • Control workstudy split (section) • Collect time records • Collect Lump Sum Payments and Payment Adjustments • Apply funding source to Payment

14. Appointment, Payroll & Benefits Business Functions Payroll Calculation Objective: The collection point of all data pertinent to compute the gross-to-net payment for employees. The final result is the gross-to-net applied to all employees within a given processing group. ** Functions / Processes ** • Combine Payroll, Person, Deduction and Workstudy information • Earnings/deduction control • Gross-to-Net Process • Computing of employee/employer % deductions • Batch Cycle Control and Reporting • Workstudy split • Computation of final gross (I.E. FLSA overtime calculation)

15. Appointment, Payroll & Benefits Business Functions Payroll History Storage Objective: Storage of all payment, funding, deduction and related information in detail for all employees paid via the UWPC Appointment, Payroll and Benefits system. The payroll history file contains a collection of all the pertinent data used in the construction of the gross-to-net, as well as the employer benefit contributions. Payment History is the data base for payroll and benefit/deduction financial reporting. ** Functions / Processes ** • Retention of all calculation information • Maintain payroll history information • Retrieval by selective parameters • Subsidiary ledger that supports all the financial reporting of salary and deductions, as well as tax withholding and amounts

16. Appointment, Payroll & Benefits Business Functions Pay Disbursement Deduction Payment Scheduler Objective: Determine when a vendor or internal entity is to be paid for ‘payroll deductions’ monies taken from the employees’ payroll. ** Functions / Processes ** • Maintain Deduction Payment Schedule • Determine what benefit/deduction service plans are to be paid within a given cycle

17. UWPC Appointment, Payroll & Benefits Business Functions Worker Compensation Management Objective: Provide efficient, timely and accurate processing of workers compensation claims. ** Functions / Processes ** • Determine eligibility • Determines/vouchers lost wage payments • Process/submit medical claim • Maintain records • Leave accounting • Payroll master • Appointment • Benefits • Deduction services • Retirement credits

18. UWPC Appointment, Payroll & Benefits Business Functions Reporting Objective: Provide efficient, timely and accurate reporting to internal entities, regulatory agencies, vendors and employes. ** Functions / Processes ** • Determine the type, content and frequency of the report • Determine the reporting vehicle • Select the information from various data structures