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Oregon University System Payroll Process Redesign

Oregon University System Payroll Process Redesign. December 6-8, 2010 Corvallis. Facilitated by: Sustainability Partners Int’l. Perfect Payroll Process – Hourly – Pass 1. Tuesday. Wednesday. Thursday. Friday. ElectronicTime collection. ElectronicSup’r approval.

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Oregon University System Payroll Process Redesign

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  1. Oregon University SystemPayroll Process Redesign December 6-8, 2010 Corvallis Facilitated by: Sustainability Partners Int’l

  2. Perfect Payroll Process – Hourly – Pass 1 Tuesday Wednesday Thursday Friday ElectronicTime collection ElectronicSup’r approval Feed T/E into P/R; Calculate Audit of payroll data Paycheck/Direct Deposit 30 min 24 hrs 60 min 4 hrs Overnight/ 12 hrs • Assumptions: • All time collection is electronic (computer, swipe, phone) • Time collection system helps sup’r with OT, vacation, leave • Employees & sup’rs comply with deadlines & correct • Bank contract – overnight deposit • No system failures • Mandated Direct Deposit or debit cards • Electronic notification

  3. Lag Payroll – Faculty – Pass 1 Day 1 Day 2 Day 3 & 4 Day 4 Day 5 Online time entry/ leave reporting Electronicworkflow approval Payroll processes review/correction Payroll sends ACH file to bank Payday! Benefits Garnishments Calc FMLA tracking • Assumptions: • Time & Attendance system w/ electronic signature • 100% Direct Deposit • Online check stubs • Compliant faculty / approvers • No errors, adjustment, late paperwork • ACH file transferred by campus directly to bank

  4. Perfect Payroll Process – Hourly – Pass 2 Tuesday Wednesday Thursday Friday Electronic Time collection Electronic Sup’r approval Feed T/E into P/R; Calculate Audit of payroll data Paycheck/Direct Deposit 30 min 24 hrs Overnight/ 12 hrs 60 min 4 hrs • System generates req’d pmts on req’d schedule • IRS, • Health, • Etc. Approve pmts; send to vendor Qtly/Annual P/R system generates 941/942, W-Q, W-2, etc. • Assumptions: • All time collection is electronic (computer, swipe, phone) • Time collection system helps sup’r with OT, vacation, leave • Employees & sup’rs comply with deadlines & correct • Bank contract – overnight deposit • No system failures • Mandated Direct Deposit or debit cards • Electronic notification

  5. Lag Payroll – Faculty – Pass 2 Day 1 Day 2 Day 3 & 4 Day 4 Day 5 Online time entry/ leave reporting Electronic workflow approval Payroll sends ACH file to bank Payroll processes review/ correction Payday! Central: Taxes, PEBB, etc. FMLA tracking Benefits Garnishments Calc Campus: Garnishments; Internal Deductions • Assumptions: • Time & Attendance system w/ electronic signature • 100% Direct Deposit • Online check stubs • Compliant faculty / approvers • No errors, adjustment, late paperwork • ACH file transferred by campus directly to bank

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