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Session 1020 Multiple Jobs Processing in HRMS 8 - Part I

Session 1020 Multiple Jobs Processing in HRMS 8 - Part I March 20, 2001 Dave Dresselhouse PeopleSoft Agenda This is a 2-part presentation... Part I (2:30 - 3:30) Multiple Jobs Basics / Overview HRMS Payroll for North America Pension Administration Break (3:30 - 3:45)

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Session 1020 Multiple Jobs Processing in HRMS 8 - Part I

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  1. Session 1020Multiple Jobs Processing in HRMS 8 - Part I • March 20, 2001 • Dave Dresselhouse • PeopleSoft

  2. Agenda • This is a 2-part presentation... • Part I (2:30 - 3:30) • Multiple Jobs Basics / Overview • HRMS • Payroll for North America • Pension Administration • Break (3:30 - 3:45) • Part II (3:45 - 4:45) • Benefits Enrollment and Deductions • Benefits Administration / Eligibility

  3. PeopleSoft HRMS Product Line Employee Company: University Position: Professor Paid: Weekly Job: #1 Company: University Position: Researcher Paid: Weekly Job: #2 Company: University Position: Dean Paid: Monthly Job: #3 Company: Hospital Position: Physician Paid: Monthly Job: #4 Researcher Dean Physician Time Multiple Job Basics / Overview All jobs don’t have to be “concurrent”: Professor

  4. PeopleSoft HRMS Product Line PERSONAL_DATA EMPLOYMENT Empl_Rcd: #0 EMPLOYMENT Empl_Rcd: #1 EMPLOYMENT Empl_Rcd: #2 EMPLOYMENT Empl_Rcd: #3 JOB Effdt: 1/1/98 Action: HIR JOB Effdt: 4/1/98 Action: HIR JOB Effdt: 6/1/98 Action: HIR JOB Effdt: 2/1/99 Action: HIR JOB Effdt: 2/1/99 Action: XFR JOB Effdt: 12/31/98 Action: TER JOB Effdt: 8/1/99 Action: DTA Multiple Job Basics / Overview Representation of multiple jobs in the database:

  5. PeopleSoft HRMS Product Line Multiple Job Basics / Overview Why Use Multiple Jobs? • Concurrent employment in multiple companies (or legal entities) within a corporation/organization • Jobs for different FEINs need to be kept separate • Need to distribute expenses differently for each job held in a single company • e.g. Salary and Benefits expenses • If Benefits eligibility can vary by job, or group of jobs • Pension Administration requires multiple jobs

  6. PeopleSoft HRMS PeopleSoft HRMS

  7. PeopleSoft HRMS PeopleSoft HRMS Enhancements What’s new in HRMS? • “Primary/Secondary” Job Indicator • FTE tracking/visibility across multiple jobs • Job inquiry across multiple jobs • Benefit Record assignment • Reports respond to “Primary Job”

  8. PeopleSoft HRMS Primary/Secondary Job Indicator • Established on the Job record • Effective dated • Used mostly for reporting • Real-World implementation requires that we allow more than one primary job as an exception • Due to security implementations • On-Line warning • Audit report

  9. PeopleSoft HRMS Cross-Job FTE Tracking • Visibility of totals across all jobs as of Effective Date • Standard Hours • FTE • Note that totals are not stored

  10. PeopleSoft HRMS Inquiry Across Multiple Jobs • View of “non-sensitive” data for all jobs as of Effective Date

  11. PeopleSoft HRMS Benefit Record / Program Assignment • Benefit_Rcd# = Empl_Rcd# relationship broken • Benefit Record can be directly entered in normal page flow • Benefit Record for a job can be changed at any time • Benefit Program is not required if all jobs in Benefit Record are managed by “Other” pay systems

  12. PeopleSoft HRMS HRMS Reports • All reports that derive data from one job have been modified to respect the new “Job Indicator” field • In the case of “overlapping” primary jobs: • Lowest Active Empl_Rcd is used • If all jobs are terminated: • Lowest Empl_Rcd is used

  13. PeopleSoft Pension Administration PeopleSoft Pension Administration

  14. PeopleSoft Pension Administration PeopleSoft Pension Administration Enhancements • Enhanced Multiple Job functionality affects four major areas of Pension Administration: • Alias resolution • Plan Eligibility • Consolidations • Service

  15. PeopleSoft Pension Administration Alias Resolution • Multiple Concurrent Jobs processing requires new method for resolving Database Aliases • In earlier releases, Aliases were resolved on Job 0 • For Multiple Concurrent Jobs enhancement it was necessary to establish the employee’s Primary Job in order to resolve Aliases • User-defined criteria for Active Job and Eligibility are used to identify Primary Job

  16. PeopleSoft Pension Administration Alias Resolution • Primary Job for Pension can be directly specified • Effective Dated

  17. PeopleSoft Pension Administration Alias Resolution • Primary Job is determined in the following order of precedence: • Override Job (user defined) • Lowest Eligible Active Job • Lowest Eligible Job • Lowest Active Job • Lowest Job

  18. PeopleSoft Pension Administration Plan Eligibility • Plan Eligibility • First, an eligibility timeline is established for each job • Using individual job eligibility timelines, a blended timeline of eligible and non-eligible status periods, is created across multiple jobs • Based on the blended timeline, appropriate definitions are applied

  19. Multiple Jobs Eligibility Timeline PeopleSoft Pension Administration Example Mary Complex: 5 Multiple Jobs Plan: USPEN3 2/24/84 - 8/4/87 and 12/14/87 - 7/15/92 Then a blended timeline is created. = Eligible = Ineligible ‘84 ‘86 ‘88 ‘90 ‘92 ‘94 ‘96 ‘98 ‘00 Job 0 1 2 3 4 5 Let’s look at the rest of Mary’s Job History First, an Eligibility Timeline is created for each job. Job 3 is Salary Plan & Ineligible Blended ELIGIBILITY TIMELINE

  20. Multiple Jobs Consolidated Earnings PeopleSoft Pension Administration $15,600 7,800 24,960 $48,360 Annualized ‘ 91 ‘92 ‘93 ‘94 ‘95 ‘96 ‘97 Earnings Job 0 1 2 3 4 $ $ 15,600 7,800 24,960 45,000 39,000 2,782 48,360 41,114 24,148 9,377 0 0 Job 3 is Salary Plan: No Eligible Earnings

  21. Multiple Jobs: Service PeopleSoft Pension Administration Job 3 is a Salary Plan: No Eligible Service ‘ 91 ‘92 ‘93 ‘94 ‘95 ‘96 ‘97 Job 0 1 2 3 4 5 Job 5 Begins After 1997 Service 1 1 .083 0 0 .25 .622 Multiple Jobs: Service / Eligible Jobs Only

  22. PeopleSoft Payroll for North America PeopleSoft Payroll for North America

  23. PeopleSoft Payroll for North America PeopleSoft Payroll for North America Enhancements • What’s new in Payroll for North America? • Improved “Single Check” processing • Additional balance keys • Improved General Deductions enrollment and processing • FICA status tracked at the Job level

  24. PeopleSoft Payroll for North America Improved “Single Check” Processing • Combine as many jobs as possible onto a single check • Increases accuracy of Tax withholding - prevents under-withholding • Reduced processing costs associated with the production, distribution and reconciliation of “extra” checks • Less confusing to the employee

  25. PeopleSoft Payroll for North America Improved “Single Check” Processing • Which jobs can be combined? • Same Company • Same Pay Period End Date • Either On or Off Cycle • Same FLSA Period • All paysheets created and ‘OK to Pay’ • Same or Different Benefit Records • Same or Different Paygroups, aligning Pay End Dates

  26. PeopleSoft Payroll for North America Employee Company: University Position: Professor Paid: Semi-M (SM1) Empl_Rcd: #0 Benefit_Rcd: #0 Company: University Position: Researcher Paid: Semi-M (SM1) Empl_Rcd: #1 Benefit_Rcd: #1 Company: University Position: Dean Paid: Monthly (MO1) Empl_Rcd: #2 Benefit_Rcd: #2 Company: Hospital Position: Physician Paid: Monthly (MO2) Empl_Rcd: #3 Benefit_Rcd: #3 $ $ $ $ Improved “Single Check” Processing Release 7.X Pay End: 3/31/2001

  27. PeopleSoft Payroll for North America Employee Company: University Position: Professor Paid: Semi-M (SM1) Empl_Rcd: #0 Benefit_Rcd: #0 Company: University Position: Researcher Paid: Semi-M (SM1) Empl_Rcd: #1 Benefit_Rcd: #1 Company: University Position: Dean Paid: Monthly (MO1) Empl_Rcd: #2 Benefit_Rcd: #2 Company: Hospital Position: Physician Paid: Monthly (MO2) Empl_Rcd: #3 Benefit_Rcd: #3 $ $ Improved “Single Check” Processing Release 8.X Pay End: 3/31/2001

  28. PeopleSoft Payroll for North America $ $ $ $ $ $ $ $ $ Improved “Single Check” Processing Release 8.X / 7.X Comparison Pay End Jobs Paid 7.X Checks 8.X Checks 3/15/2001 Semi-Monthly Empl_Rcd 0, BenefitRcd 0 Empl_Rcd 1, BenefitRcd 1 3/31/2001 Monthly Semi-Monthly Empl_Rcd 0, BenefitRcd 0 Empl_Rcd 1, BenefitRcd 1 Empl_Rcd 2, BenefitRcd 2 Empl_Rcd 3, BenefitRcd 3

  29. PeopleSoft Payroll for North America Pay Sheet Pay Sheet Pay Sheet Paygroup A Paygroup B* Paygroup C Consolidated Pay Sheet *Primary Improved “Single Check” Processing • Controls single check processing when ‘Single Check for Multiple Jobs’ flag is checked • Identifies Paygroup where paysheets will be consolidated • Determines General Deduction processing Primary Pay Group

  30. PeopleSoft Payroll for North America Improved “Single Check” Processing • How do you enable “Single Check” processing? • Company Table - “Single Check for Multiple Jobs” • Employees must be assigned to a Primary Paygroup • Even if all jobs are in the same paygroup! • Should be most frequently-paid pay group for the employee

  31. PeopleSoft Payroll for North America Additional Balance Keys • Additional keys were added to the Balance tables • Finer level of detail to support multiple jobs • Earnings - Now tracked byJob (Empl_Rcd) • Deductions - Now tracked by enrollment (Benefit Record) • No change to General Deductions • General Deductions are no longer job-specific

  32. PeopleSoft Payroll for North America Improved General Deduction Enrollment • Disconnect General Deductions from Benefit Programs • General Deductions no longer defined in a Benefit Program • Defined at the Company level • Enrollments no longer posted at the Job level • Employee is enrolled at the Company level • All jobs in the same Company share the same enrollment • No need to maintain enrollments as jobs come and go

  33. PeopleSoft Payroll for North America Improved General Deduction Enrollment Release 8.X / 7.X Comparison Enrollments Company Jobs 7.X 8.X University Empl_Rcd 0, BenefitRcd 0 Parking Parking Empl_Rcd 1, BenefitRcd 1 Parking Empl_Rcd 2, BenefitRcd 2 Parking Hospital Empl_Rcd 3, BenefitRcd 3 Parking Parking

  34. PeopleSoft Payroll for North America Improved General Deduction Processing • Union Dues and Multiple Jobs • General Deduction can be flagged as “Union Dues” • Union Dues are deducted only if a job enrolled in the Union is being paid on the check

  35. PeopleSoft Payroll for North America Improved General Deduction Processing • Deduction Frequency • Can now specify whether deduction should be taken from every check, or just one particular check • If not taken on each check… • Taken on Primary Paygroup check • If no Primary Paygroup, taken on check with highest paygroup priority of all paygroups the employee participates in

  36. PeopleSoft Payroll for North America FICA Status Tracking • FICA Status can be identified for each Job • Moved from Fed_Tax_Data to Job • Employee can hold a mix of FICA Exempt/Non-Exempt jobs

  37. PeopleSoft HRMS Product Line Issues • Known Issues in PeopleSoft8 • HRMS - none • Pension - none • Payroll for North America • “Single Check” setting cannot be overridden at the employee level • Difficulty adding/changing multiple tax locations in the same state • Difficulty with General/Benefit deduction overrides

  38. PeopleSoft HRMS Product Line • End of Part I - Multiple Jobs in HRMS • Part II - Detailed look at Base Benefits, Benefits Administration and Deduction Calculation for Multiple Jobs

  39. Session 1020Multiple Jobs Processing in HRMS 8 - Part I • March 20, 2001 • Dave Dresselhouse • PeopleSoft

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