July 2010 System Release

Thursday, March 4, 2010

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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.)

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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

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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

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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

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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”

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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

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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.

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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

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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

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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

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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

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Mass Loads

• Page 14 of Summary Document• New mass loads

– Leave Payout – Leave Balance Adjustment – three

decimals– Annual Leave Previously Paid Out Hours