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SAP 3 rd Quarter Networking Session February – March 2005

SAP 3 rd Quarter Networking Session February – March 2005. Presenters: Joanne Auerbach Karen Diamond Robbin McGill. Educational Technology Services. What’s New or Changed?. OptiSpool. OptiSpool FTE Reports Archived online Hardcopy reports will continue through March.

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SAP 3 rd Quarter Networking Session February – March 2005

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  1. SAP 3rd Quarter Networking SessionFebruary – March 2005 Presenters: Joanne Auerbach Karen Diamond Robbin McGill Educational Technology Services

  2. What’s New or Changed?

  3. OptiSpool • OptiSpool • FTE Reports Archived online • Hardcopy reports will continue through March SAP 3rd Quarter Networking Session

  4. http://web/hrms/whatsnew.htm • W-2 FAQ, W-4 and W-5 Forms • SAP Telephone Conversion • Job Class List - Revised 1/05 SAP 3rd Quarter Networking Session

  5. Stop Payment Report • Payroll Department runs report of Stop Payment actions on a daily basis • Payroll locks employee’s record based on report • Location no longer needs to request locked record Scenario 1.Location executes Stop Payment in PA40 on Monday. 2. Payroll runs report on Tuesday and locks employee’s record. SAP 3rd Quarter Networking Session

  6. POSITION CONTROL

  7. Additional (Position) Assignments • Overstaffing will be permitted for ALL additional assignments • ZPAF will no longer allow cost distribution info to be entered • Cost override will not be allowed • March 1, 2005 HRIS will reject ZPAFs with a cost override on the assignment • The Budget Office will send notification to PAF processors informing them that PAFs with cost overrides will be rejected • The Business Analysts will create another position with a different cost distribution. SAP 3rd Quarter Networking Session

  8. PRF General Fund & Special Revenue Coding • PRF Signature Requirements • General Fund and Special Revenue (including positions moving from one source of funding to another) • Area Office/Budget Office and Grant Coordinator • Special Revenue to General Fund Positions • Grant department signs off first then forwards to Area Office/Budget Office for processing • General Fund to Special Revenue • Area Office/Budget Office signs off first then forwards to the Grant coordinator for processing SAP 3rd Quarter Networking Session

  9. Grant Positions & DOV • Do not use DOV for small grants! • Submit ALL small grant PRFs directly to Personnel Records • Instructional Database (DOV) • For instructional staff positions ONLY • Non-Instructional Database • Is being developed SAP 3rd Quarter Networking Session

  10. Employment Terminations and Demotions

  11. Permanent Separation of Employment Permanent separation exists when an employee is recommended never to be re-employed with the District SAP 3rd Quarter Networking Session

  12. Permanent Separation of Employment • Written notification from the sending location (Risk Management, SIU, Employee Relations, Principal or District Department Director) responsible for the recommendation is to be sent to: • Employee’s supervisor/work location • Appropriate staffing department • Personnel Records • HRIS • Payroll Department • Other individuals as deemed necessary SAP 3rd Quarter Networking Session

  13. Permanent Separation of Employment • The current/last work location must immediately enter the proper termination code for employees terminated for cause: • Enter on the termination ZPAF action reason 09 for termination for cause resulting from a SIU investigation or a MOU developed via Employee Relations • Complete the Stop Payment Action in SAP SAP 3rd Quarter Networking Session

  14. Permanent Separation of Employment • Employees terminated from Workers’ Compensation Leave based on a settlement requires that Risk Management forward correspondence to HRIS requesting the employee be removed from Workers’ Compensation Leave (Code 7, 10, or 12) • HRIS enters termination/transfer code 62 • No ZPAF is necessary as employee is already on a non-recurring salary leave SAP 3rd Quarter Networking Session

  15. Demotions To initiate the reassignment of a demoted employee: • the receiving work location must complete a reassignment/transfer ZPAF • enter the proper position number on the ZPAF SAP 3rd Quarter Networking Session

  16. Leaves of Absences

  17. Leaves Business Process Change • Leaves Department will • Execute Stop Payment action, if applicable • Delimit Supplements and PPO Incentives • Questions and requests for stop payments may be emailed to the Leaves Department • On CAB: Leaves Dept • On the Internet: leaves@browardschools.com • Revised Leaves of Absence Flowchart • http://web/hrms/paf_processors/paf_quick_references/FlowchartLeavesDeptProcessR.pdf SAP 3rd Quarter Networking Session

  18. Employee’s Responsibility • Set up appointment with Leaves Dept. by e-mail or phone • E-mail address via CAB: Leaves Dept • E-mail address via internet: leaves@browardschools.com • Contact the appropriate Leaves Dept. staff member Last Name Beginning withStaff Member A – C Terri Hipsher D – G Debra Knaub H – L Rebecca J. Johnson M – P Jennifer Thompson Q – S Monica Rollerson T – Z Susan Eichenbaum • Notify Location and Leaves Department in writing when planning to return to work SAP 3rd Quarter Networking Session

  19. PAF Processor’s Responsibility • For FMLA enter begin and end dates on application • Submit to Principal/Director for review and signature • Keep a copy of the application • Forward application to the Leaves Department • Complete PRF to change coding to sick leave budget and forward to Business Analyst SAP 3rd Quarter Networking Session

  20. PAF Processor’s Responsibility • If employee is denied a leave and does not show up for work e-mail the Leaves Department to complete a Stop Payment action. • Return employee from leave when they are physically at location • Create ZPAF for Supplements • PPO Incentives will be re-initiated by Benefits Department SAP 3rd Quarter Networking Session

  21. Administrator’s Responsibility • Review and sign the application • Return the application to the office manager SAP 3rd Quarter Networking Session

  22. Leaves Department Responsibility • Review Certification of Healthcare Provider form • Verify dates on FMLA form • Ensure necessary signatures are on application • Send notification to employee, Administrator, Benefits, Staffing, and HRIS departments • If applicable, complete Stop Payment action and delimit Supplements and PPO Incentives • Create Leave action in SAP • Track employee’s return to work date • Send reminder notification to employee and location (for FMLA Leave) • Send Leave intention letter (for Board Approved Leaves) SAP 3rd Quarter Networking Session

  23. Returning From Board Approved Leaves • What Happens To Non Instructional Employees? • If no position is available employee is placed on the layoff list • Procedure for employee placement handled by Staffing • What Happens to Instructional Employees? • If no position is available to return to, Instructional Staffing will assist in finding a position SAP 3rd Quarter Networking Session

  24. Who Does What?? • Stop Payment Action? • Leaves Department, if applicable • E-mail the Leaves Dept. to complete a Stop Payment Action if the employee is absent and going on leave and has no sick/vacation time available • Worker’s Compensation? • Risk Management • Administrative Leaves? • SIU • Critical Shortage and Professional Sabbatical Leaves? • Contact Instructional Staffing SAP 3rd Quarter Networking Session

  25. Remember…….. If an employee is not at work, they must be: • using sick or vacation time • on an approved leave • resigned • Retired • PLV SAP 3rd Quarter Networking Session

  26. Overtime Changes

  27. Overtime Changes • SBBC is implementing a new method to calculate employee overtime to meet FLSA requirements • SAP has been configured to systematically calculate the new formula • Employees will receive retroactive payments back to 7/1/2004 SAP 3rd Quarter Networking Session

  28. Current Process Employees are assigned to a position Position has a salary rate attached Hours are reported on that position by Payroll Contact OTP hours are paid @ 1.5 x position’s hourly rate New Process SAP is configured to compare the OTP hourly rate on each secondary position with the hourly rate of the primary position Employee is paid OTP at 1.5 x higher of the two hourly rates Overtime Changes Detail SAP 3rd Quarter Networking Session

  29. Current Process Jim’s . . . Primary Position = Hd Facilities @ $25/hr Secondary Position = Child Care Monitor I @ $8/hr Jim’s . . . Paid for 10 hrs/week as Child Care Monitor I 10 hrs x $8/hr x 1.5 = $120.00 *Note: Jim worked a 40 hour week on Primary Position New Process Jim’s . . . Primary Position = Hd Facilities @ $25/hr Secondary Position = Child Care Monitor I @ $8/hr Jim’s . . . Paid for 10 hrs/week as Child Care Monitor I 10 hrs x $25/hr x 1.5 = $375.00 *Note: Jim worked a 40 hour week on Primary Position Overtime Change Example SAP 3rd Quarter Networking Session

  30. OT Retroactive Payments • New configuration moved into production in February with the S-4 February 17th Paycheck impacted first • All Payroll runs after that date will reflect this change and employees will see “difference from pre” for retroactive amounts • Retroactive payments in next scheduled paycheck adjusted back to 7/1/04 • Employees will see new amounts & “Differences from pre” on remuneration statements SAP 3rd Quarter Networking Session

  31. Be Proactive….. • Explain new calculation method to affected employees now • Assist them to determine # of hours paid at the “higher” rate • Suggestion: Use the ZTIM Report run by Personnel #(s) back to 7/1/04 to identify hours • Use ZRETRO Report to assist those with “Differences from pre” • Employees can compare retroactive corrections “Difference from pre” on each check in ESS – Payroll History SAP 3rd Quarter Networking Session

  32. BEST PRACTICES(Peer-to-Peer Sharing)

  33. ZRETRO Sharing(Inquiry of Retro Differences) Speaking of ZRETRO Reports….. We are going to turn the meeting over to an expert on the subject for best practices sharing. SAP 3rd Quarter Networking Session

  34. KRONOS Cafeteria Workers Vocational Centers Bus Drivers Plant Operations

  35. Kronos What is Kronos? • Kronos is an automated time management system that reports an employee’s time • The Kronos system will eliminate manual time entry for all secondary positions by site Payroll Contacts, as well as collect time for primary positions • Time collected in Kronos will be sent to SAP for pay • Kronos will improve efficiency, accuracy and accountability to the District SAP 3rd Quarter Networking Session

  36. Kronos When will it start? • Piloting will begin in late spring and conclude in late fall • Substitute Teachers, Technical Centers, Maintenance, Transportation, and Food Service have been selected to participate in the Pilot SAP 3rd Quarter Networking Session

  37. PAYROLL CONSOLIDATION PROJECT OBJECTIVES & IMPACT SAP 3rd Quarter Networking Session

  38. PAYROLL CONSOLIDATION PROJECT OBJECTIVES • Reconfigure SAP Payroll to Reduce # of payroll areas and pay all employees on a bi-weekly schedule • Offer Payroll Options to employees working less than 241-day calendar SAP 3rd Quarter Networking Session

  39. Purpose • Reduce the # of payroll areas • Comply with Audit recommendations • Assist with reduction in payroll exceptions caused by calendar changes • Bi-weekly payroll scheduling • Increase efficiency in processing/running payrolls • Standardize employee payroll schedules • Standardize work week schedules (Monday – Sunday) • Offering Payroll Options to employees • Comply with Union requests SAP 3rd Quarter Networking Session

  40. 7 Payroll Areas Reduced to 2 • AA = 26,000 employees • Includes most instructional,paraprofessionals & substitute teachers • BB = 14,000 employees • Includes most non-instructional &241-day calendar instructional • Pay dates will alternate every Friday* for each Payroll Area • *Schedules may be affected byHolidays, Planning Days & emergency closings SAP 3rd Quarter Networking Session

  41. Bi-weekly Payroll Impact • Currently, salaried employees are paid semi-monthly receiving a total of 24 equalized paychecks • Effective 7/1/05 all employees will be paid bi-weekly • Example of changes to the # of paychecks for standard calendars: • 261-day calendar = 26 checks • 244-day calendar = 26 checks • 241-day calendar = 26 checks • 216-day calendar = 24 checks • 196-day calendar = 22 checks • 186-day calendar = 21 checks • # of Paychecks is subject to change based on yearly board approved calendars SAP 3rd Quarter Networking Session

  42. Bi-weekly Payroll ImpactBenefits Deductions Currently, salaried employees entitled to benefits receive their contractual salary with benefits deductions in 24 equal paychecks. 2005-06 Benefits deductions will change. An example of standard calendar changes: #Checks # Benefits Deductions 261-day calendar = 26 checks 24 checks(none 9/30/05 & 3/31/06) 244-day calendar = 26 checks 24 checks(none 9/30/05 & 3/31/06) 241-day calendar = 26 checks 24 checks(none 9/30/05 & 3/31/06) 216-day calendar = 24 checks 22 checks(none 9/30/05 & 3/31/06)* 196-day calendar = 22 checks 20 checks(none 12/16/05 & 5/25/06) 186-day calendar = 21 checks 20 checks(none 12/16/05) *BB Payroll Area SAP 3rd Quarter Networking Session

  43. Benefits Deductions for FNS Workers & Bus Drivers 2005-06 Benefits deductions will change: #Checks # Benefits Deductions Cafeteria Managers (salaried) 201 day calendar = 23 Checks 20 checks (none 9/30, 3/31, 6/9/06) Cafeteria Workers (hourly)* 186 day calendar = 21 Checks 18checks (none 8/19, 1/6, 4/28/06) Bus Drivers (hourly)* 190 day calendar = 21 Checks 18 checks (none 8/19, 1/6, 4/28/06) *Their deductions will be taken from paychecks that have a minimum of 7 working days in the payroll period SAP 3rd Quarter Networking Session

  44. Payroll Options • Salaried employees working less than a 241-day calendar will be given the option of Year Round salary payments • Salaried employees working 241 day-calendar or more will receive 26 checks and not need the option • Payroll Option Selection Period will be opened once per year (May 2 – 13, 2005) • Employees will make their selection via Employee Self-Service (ESS) SAP 3rd Quarter Networking Session

  45. Payroll Options Policies • Employees electing a “Year Round” payment schedule must utilize Direct Deposit with a financial institution of their choice • Employees must make an election during the Payroll Option Selection Period or their record will be programmatically set to receive payments within their board approved calendar • Employees opting for Contract Calendar Option do not need to enter selection in ESS SAP 3rd Quarter Networking Session

  46. Payroll Option Planning • All contract salaries & deductions will be paid to the employee within their board approved calendar • Deductions will be taken from contractual checks to provide the employee Year Round payments • Year Round payments will not have any deductions for taxes, benefits, etc. • Employees are advised to carefully consider their individual payroll & monthly financial circumstances SAP 3rd Quarter Networking Session

  47. Payroll Options Selection Process • May 2 – 13 ESS will be opened to eligible employees (salaried, working less than 241-days) • For comparison purposes, ESS will populate “Current Net Paycheck” field with current net paycheck amount based on the employee’s last paycheck in March 2005* • Employee will select Option 1 (Contract Calendar) or Option 2 (Year Round) payroll model • Based on March 2005* check net amount, ESS will calculate the new bi-weekly net amount and display the estimate for the Year Round model • Employee will click to choose Option 1 or Option 2 • Employee will be prompted to Accept Employee Agreement Statement prior to ESS allowing selection • ESS will not accept Option 2 (Year Round) if the employee does not have Direct Deposit SAP 3rd Quarter Networking Session

  48. Bi-weekly: Annual salary divided by # bi-weekly checks per AA or BB schedule & board approved calendar Year Round Option: Annual salary divided by # bi-weekly checks per AA or BB schedule & board approved calendar Less deductions taken for Year Round payments Year Round checks will equal amount calculated in ESS 2005-06 Payroll Calculations SAP 3rd Quarter Networking Session

  49. Payroll Wizard to the rescue!!! • Does this all seem too much to comprehend??? • Are we all in need of a little visual aid??? • Visit the Payroll Consolidation Website for information & a little fun!! • http://www.broward.k12.fl.us/hrms/payroll.htm SAP 3rd Quarter Networking Session

  50. Key Points • No extra paychecks at the end of school year! • Employees need to consider additional payments and/or deductions in net check amounts when using the Payroll Wizard for planning purposes • Difference between net amounts in comparison will be the Year Round deduction amount on contractual checks • Payroll Option selections cannot be changed after selection period ends – consider choices carefully ( just like Benefits Plan selection) • New hires only have Option 1 (Contract Calendar) payment option for 2005-06 SAP 3rd Quarter Networking Session

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