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July 2010 System Release

July 2010 System Release. Thursday, March 4, 2010. Agenda for March 4, 2010. Time & Attendance Changes (Time sheet, Time sheet Approval, Accruals, etc.) Payroll Changes (Overtime, Leave Payout Screen, etc.) PAR Changes (Interagency Transfer, Process Flow, etc.). Time Sheet.

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July 2010 System Release

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  1. July 2010 System Release Thursday, March 4, 2010

  2. Agenda for March 4, 2010 • Time & Attendance Changes (Time sheet, Time sheet Approval, Accruals, etc.) • Payroll Changes (Overtime, Leave Payout Screen, etc.) • PAR Changes (Interagency Transfer, Process Flow, etc.)

  3. Time Sheet • Pages 2 – 4 of Summary Document • Present the time sheet on one screen: • Biweekly time sheet – 14-day period • Monthly time sheet – First to last day of month • Monthly OPS time sheet – 15th to 14th • 28-Day time sheet – 28-day period • Overview section • Presented by pay period or 28-day period • New Status Column (e.g., in process, submitted, etc.) • Default to oldest past due timesheet (July 2010 forward) • Helpful links section

  4. Time Sheet • New Summary Hours by Pay Period and FLSA Period • Time sheet will default to 5 rows upon entry • Time sheet will open in edit mode when the employee accesses if no time has been submitted • Submit directly from time sheet screen • Ability to complete and submit mid period time sheets (no paper time sheet) • Ability to add multiple comments, up to 255 characters per comment • Comments will show ID of person who entered and date they entered the comment

  5. Time Sheet • Correct calculation, allowing full use, of personal holiday for part-time employees • Allow personal holiday to be split over multiple charge objects (same time sheet day) • Allow multiple call-back entries for the same day – each occurrence will calculate separately for guaranteed hours • Correct issues with FMLA/FSWP indicator and date ranges on time sheet • Implement a new hours type for time worked during an office closure – will result in system calculating special compensatory leave for the employee • Update charge object logic to allow use of charge object for portion of time sheet period that the charge object is valid

  6. Time Sheet • Workers Compensation Changes • Allow full holiday credit if the employee is in a full pay status on the day before the holiday (no LWOP) • Allow full holiday credit if the employee is returned from workers compensation on the day of the observed holiday (based on PAR action) • Ability to override system default of 1/3 of holiday hours when employee is on workers compensation • Correctly calculate holiday credit during Thanksgiving holidays • Retitle “Disability Pay” to “Worker Comp Leave W/Pay”

  7. Time Sheet Approval • Pages 4 – 5 of Summary Document • Time Sheet Approval Details Screen • Status colors are being added • Yellow = available for review/approval • Blue = pending employee action • Unsubmitted hours fields are being removed • Ability to approve for mid period transactions • Will default to the oldest time sheet pending manager action

  8. Time Sheet Approval • Approval/Reject Screen • Ability to approve/reject time directly from the time sheet without a separate screen • Ability for HR roles to “Unapprove” time • Unapproved entries will be shown on the time sheet using a different color

  9. Flex Schedule • Pages 5 – 6 of Summary Document • Ability to create flex schedules for mid period hires and terminations • Will block creation of flex schedule if time is recorded on any time sheet for the requested period • Ability to “reset” the flex schedule without having to manually change the hours

  10. Base Work Schedules • Page 6 of Summary Document • Three new base work schedules will be implemented for part-time employees • 5 – 6 hour days (0.75 FTE) • 5 – 4 hour days (0.50 FTE) • 5 – 2 hour days (0.25 FTE) • If one of these is present the user will not be forced to create a flexible work schedule

  11. Leave Balance Overview • Page 6 of Summary Document • Negative Leave Balance Adjustments will be factored into the Current Balances section when the adjustment is created • New entries for • Pending Leave Payouts • Leave Balance Transfers

  12. Leave Accruals • Pages 6 – 7 of Summary Document • Career Service/Career Service Equivalent – leave earned during the pay period will not be available for use on the last day of the period • Correct Personal Holiday allotment when employee changes agencies • Correct Compensatory Leave Accruals when an employee is hired or terminated in the middle of a period • Correct Compensatory Leave Accruals for part-time employees when extra hours are worked

  13. Extra Pay Calculations • Pages 7 – 8 of Summary Document • Mid Period Hires/Terminations/Part-Time Employees: • Included employees – pay straight time up to FLSA hours; time and half for hours over FLSA hours (e.g., 40, 160, 192) • Excluded Career Service – pay straight time up to full time equivalent contract hours for the pay period; accrue regular compensatory leave for hours over contract hours

  14. Leave Balance Adjustments • Page 8 of Summary Document • Ability to process three decimal adjustments • Ability to delete pending adjustments • Prevent retroactive negative leave balance adjustments • Negative leave balance adjustments will be factored into an employee leave balance when created • Comments will be required and will be retained on historical records

  15. Leave Payout Screen • Pages 8 – 9 of Summary Document • New Leave Payout Screen will be implemented • Ability to create termination, DROP entry, periodic, transfer, etc. leave payouts • For Career Service employees and employees exiting DROP will factor in maximum caps • Leave balance adjustments will be factored in when the payment is created • Will be able to delete leave payouts until sent to BOSP for processing • Will be able to process payments on the regular or supplemental payrolls

  16. Leave Transfer Screen • Page 9 of Summary Document • New Leave Transfer Screen will be implemented • Will be used by the exiting agency to transfer leave to the hiring agency • Eliminates current paper process for SPS agencies • Will be able to transfer all transferable leave balance at once or separately

  17. PAR – Interagency Transfer • Page 9 – 10 of Summary Document • Will make each agency responsible for hiring and separating their employees • Eliminates non original appointment • Eliminates dual hire work around • Includes new actions • Original Appointment SES/SMS... • Original Appointment Career Service, CS Equivalent... • Includes new separation reason codes • Move within State Government • Move to other Government Entity

  18. PAR - Process Changes • Page 10 of Summary Document • Grouping of PAR actions by categories: Appointments, Separations and Employee Actions • System Selection of eligible PAR types based on employee, to position and effective date • New Cancel PAR button • Ability for HR staff to act upon PARs created by other users • Reduction in the number of screens presented for Appointment Actions • Clean-up of PAR form – Break out employee name, remove additives/incentives that are not PAR driven, etc. • Lock down employee name and SSN prior to submitting the PAR • Ability to update the PAR effective date on the PAR form prior to acting upon the PAR • Ability to search PARs by status, name, employee ID and SSN.

  19. Key Service Dates • Pages 10 – 11 of Summary Document • OPS Appointments will no longer be included • Ability for HR to update most dates • New edits to prevent invalid date combinations • Leave Accrual Service Date will drive Career Service and Career Service equivalent accruals • Date of Separation will be removed • New CS Continuous Service Date • Retirement Date will auto populate the employees date of retirement based on last day employed

  20. Recurring Pay Additives • Page 13 of Summary Document • Pay Additives will be locked to the amounts entered on the PAR form • Additives will be end dated based on separation PAR • Changes will be implemented to correctly calculate mid period additive changes

  21. Payroll Input File Changes • Pages 13 – 14 of Summary Document • Prevent retroactive payments with a pay period date of more than two pay periods back • Updated to show the Pay Plan that provides the greatest insurance benefit to the employee during periods where employee changes from pay all to employee contribution plans • Updated to ensure payments are charged to agency who incurred the charge • Will correctly factor in one-time deductions after last day employed • Will include payments from terminating agency that are entered in the One-Time, Supplemental or Leave Payout Screens • Correct salary calculation for mid-period FTE changes

  22. Payroll Input File Changes • Page 14 of Summary Document • Military Leave Changes • Correctly calculate changes between 82 (with supplement) and 83 (without supplement) in the middle of the period • Correctly calculate pay when employee returns from military leave during a holiday period • Correct calculation when employees military supplement amount is greater than their holiday pay entitlement

  23. Mass Loads • Page 14 of Summary Document • New mass loads • Leave Payout • Leave Balance Adjustment – three decimals • Annual Leave Previously Paid Out Hours

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