10th Anniversary 1999 - 2009

Git er’ Done - Streamlining Payroll Auxiliary Processes

Presented by: Brad Smith, Payroll Director

Dickinson College, Carlisle, Pennsylvania

General Announcements:

Please turn off all cell phones/pagers If you must leave the session early, please

do so as discreetly as possible Please avoid side conversations during the

session Feel free to ask questions during the

presentation

Thank you for your cooperation

General Announcements:

Please turn off all cell phones/pagers If you must leave the session early, please

do so as discreetly as possible Please avoid side conversations during the

session Feel free to ask questions during the

presentation

Thank you for your cooperation

Info Item 1 Info Item 2 Info Item 3

• “First in America” (1783) – First College Chartered in the United States of America

• 2,353 Full-Time Students

• Representing 41 States and 40 Countries

• Banner user since 2005, Payroll and HR ‘live’ in January, 2006

• 240 Faculty, 10:1 student/faculty ratio

• Over 950 FT and PT employees and 1,000 student employees

• Payroll has 3 full-time employees

Payroll Auxiliary Processes

EBP!! (Everything But Payroll!!) Special Requests Governmental Reporting Post-Payroll Processing

i.e. Retirement Funding Pre-Payroll Processing

i.e. Time Collection Non-Resident Alien Taxation (1042-S)

Items for Discussion

Web Time Entry – Automated Emails To Web Time Entry Individuals To Approvers Post Payroll Request for Approval

Domestic Relations Earnings Report Quarterly Local Services Tax Return Pennsylvania Unemployment Compensation – Quarterly e-

TIDES files Retirement Funds Processing

TIAA-CREF Fidelity

1042-S Reporting (International Students, Scholars, and Visitors)

Web Time Entry – Git ‘Er Done

Get the Hours Submitted on Time 500 – 600 Students 90% of FT and PT Support Staff

Get the Hours Approved on Time Supervisors Proxies Administrative Assistants

What do you do when all else fails? Payroll Does the Heavy Lifting

Web Time Users - Reminders

Hours Need to be Submitted and Approved by Noon on Monday of the Pay Week.

Users who have not Submitted Automated ‘Reminder’ at 8 a.m. Monday.

Approvers who have time waiting to be approved. Automated ‘Reminder’ at 11 a.m. Monday.

Hours Submitted but Not Approved. Must be Paid Approved by Payroll Generated E-Mail to Approver by 1 p.m.

Reminder to User (8 a.m. Monday)

Automated E-Mail SQL Extract (Wrapped in a Batch Job)

PERJOBH PERJOBH_STATUS_IND = ‘I’ (count > 0) AND…. PERJOBH_STATUS_IND = ‘P’ (count = 0)

PERHOUR SPRIDEN GOREMAL PEBEMPL PTRCALN – Contains the Due Date (Email reminders run

only on this date). NBRJOBS

Reminder E-Mail to Web Time Users

Bugs Bunny

Bugs

Reminder to Web Time Approvers

Only to Approvers who have time waiting to be approved. SQL Extract (wrapped in a Batch Job)

PERJOBH PERJOBH_STATUS_IND = ‘P’ (count > 0) AND … PERJOBH_STATUS_IND = ‘A’ (count = 0)

PERROUT PERROUT_APPR_ACTION_IND <> ‘A’ AND … PERROUT_QUEUE_STATUS_IND <> ‘Q’

SPRIDEN (for Web Time User) SPRIDEN (for Approver) GOREMAL NBRJOBS PEBEMPL PTRCALN (contains the due date for submitted hours)

Reminder E-Mail to Web Time Approvers

Monty Python

Monty

Approvers Who Do Not Approve

Employees who Submit Time must be paid whether it is approved by their Supervisor or not.

Payroll approves the time Generates Email to Supervisor who must approve the hours

after the fact, or request a pay adjustment. SQL Extract (Executed by Payroll Staff – from COGNOS Menu)

PERROUH (Approver Information) PERJOBH (Job Information) PERHOUH (Hours Submitted) SPRIDEN (for Employee) SPRIDEN (for Approver) GOREMAL

Word Merge to generate Emails

Email to Approver for “Post’ Approval (Student)

From: Hillary, Jeanne

Sent: Monday, October 12, 2009 3:50 PM

To: Campbell, Madelyn

Subject: Final Student Payroll Approval - Pay Period 09/27/09 Through 10/10/09

 

Hello Madelyn,

Below is the hours summary for Margaret Borgeson  for the most recent pay

period.  We need your authorization for these hours.  If you need further detail

please refer to the detailed time sheet in the Employee Self Service application.

Please reply with your approval or adjustments.

IWS                        -             

FWS                       17.00

 

Thanks!

Payroll Department

Email to Approver for “Post’ Approval (Staff Employee)

From: Kessler, Lisa

Sent: Tuesday, October 13, 2009 10:02 AM

To: Shultes, Kenneth

Subject: Final Time Sheet Approval

 

Hello Kenneth,

Below is the hours summary for Leslie Swartz for the most recent pay period.  We need your authorization for these

hours.  If you need further detail please refer to the detailed time sheet in the Employee Self Service application.

Please reply with your approval or adjustments.

Regular Hours                                 56.00                               Holiday                                 -

Overtime – 1.5                                   3.00                               Vacation                               24.00

Overtime – Holiday                          -                                   Sick Leave                                 -

Overtime - Emergency                  -                                   Floating Holiday                        -

Overtime – Straight                        -                                   Emergency Leave                     -

Jury Duty                                              -                                   Emergency Closing                   -

STD – Full                                            -                                   Funeral                                -                             

STD – Half                                            -

 

Thanks!

Payroll Department

Domestic Relations Earnings Report

Required to be returned as soon as possible. Legal requirement. Six Months worth of Gross Pay Includes Detailed Deductions and Net Pay Summarized by Month Includes Employee Demographic and Job

Information. Time to Produce this Report down to 1 – 2

minutes from 45 – 60 minutes.

Domestic Relations Earnings Report

SQL Extract SPRIDEN SPRADDR SPBPERS PEBEMPL PHRHIST NBRJOBS (or ODSMGR_PAYROLL_EMPLOYEE_POSITION) PHREARN (or ODSMGR_DC_PEARNHX) PHRDEDN (or ODSMGR_PAYROLL_DEDUCTION)

Formatted using COGNOS (could use any reporting tool)

Domestic Relations – Finished Report

Local Services Tax – Quarterly Report

Dickinson deals with the Capital Tax Collection Bureau

Specialized form that they send us to be completed. Requires each employee to be listed with their

address, SSN, and the amount withheld during the Quarter.

Includes Employer specific information.

Local Services Tax – Quarterly Report

SQL Script (Executed by Payroll Staff) SPBPERS SPRIDEN PHRDEDN PTRCALN SPRADDR

Report is Formatted using COGNOS. Used to take 2 – 3 hours to complete this report

Cut and pasting from Report Output Formatting in Excel.

Now report is produced in 1 -2 minutes (including reconciling to quarterly control totals.

LST Quarterly Report – Finished Product

Pennsylvania Unemployment CompensationQuarterly e-Tides File

Must be filed each Quarter with the State of Pennsylvania.

May be transmitted and funded electronically via the PA State e-TIDES portal.

Detail file listing each employee, gross earnings, taxable earnings, and weeks worked.

Summary file of totals and the number of employees working on the 12th of each month.

Files are submitted separately on the e-TIDES application.

The Detail SQL also creates an Excel file for review.

Pennsylvania Unemployment CompensationQuarterly e-Tides File

SQL Extracts – Formatted as comma-delimited text files. (Executed by Payroll)

Detail Extract SPBPERS SPRIDEN PHRHIST PHRDEDN

Summary Extract PHRDEDN PTRCALN (find the payrolls that include the 12th of the

month)

PA-UC Detail File

21-08230R,165883,239431384,Aarons,Paula,M,7750.02,0.00,13

21-08230R,166660,460556968,Abromitis,James,M,7272.00,0.00,12

21-08230R,136119,175624307,Acri,Joanna,M,575.00,0.00,2

21-08230R,165604,190748935,Acuna,Keven,U,1687.73,0.00,12

21-08230R,125813,315182434,Acuna,Max,,3428.40,0.00,12

21-08230R,134422,341182131,Acuna,Rosario,,4672.82,0.00,12

21-08230R,126754,026626980,Adams,Alisa,M,4039.99,0.00,7

21-08230R,94369,202366245,Adams,Barbara,Ann,5691.00,0.00,12

21-08230R,163118,231636221,Adams,Brandon,T,444.70,0.00,6

21-08230R,445,168486303,Adams,Carol,A,9325.02,0.00,13

21-08230R,130788,187600935,Adams,Sherry,K,796.13,0.00,4

21-08230R,125272,197362752,Adams,Susan,J,5304.00,0.00,12

21-08230R,398,164304435,Adler,Betty,L,1967.45,0.00,12

21-08230R,181600,195684993,Aldin,Gregory,R,6750.00,0.00,13

21-08230R,2329,116526230,Aldrich,Mark,C,19950.00,0.00,13

21-08230R,1144,479403831,Allan,George,J,642.86,0.00,2

21-08230R,166487,139822963,Alnor,Eric,M,11250.00,0.00,13

21-08230R,139562,168483435,Alonzo,Susan,M,4920.00,0.00,12

21-08230R,158479,469371237,Ambwani,Suman,,15700.02,0.00,13

21-08230R,125253,204343530,Andrew,Marilou,,1599.00,0.00,12

21-08230R,481,171340841,Andrew,Robert,N,14212.50,0.00,13

21-08230R,133943,614587888,Aoto,Hiroe,,7500.00,0.00,13

21-08230R,691,186249259,Armolt,Betty,A,3642.80,0.00,12

21-08230R,846,200368449,Armolt,Ricky,L,16924.98,0.00,13

PA-UC Summary File

21-08230R,0.000000,973,948,992,10909292.61,6548.19,0.00,0.00

Columns:

1.PA State ID2.Tax Rate3.Number of Employees on 12th of 1st month of the Quarter4.Number of Employees on 12th of 2nd month of the Quarter5.Number of Employees on 12th of 3rd month of the Quarter6.Total Gross7.Total Taxable Wages8.Total U.C. Tax

Retirement Funds Processing

Dickinson uses 2 Providers TIAA-CREF Fidelity

Regular Retirement Emeriti Funds Employee may contribute to both providers Employer may contribute to both providers for an

Employee, based on the Employee’s election. Retirement must be transmitted and funded no later

than the pay date. Providers have their own formatting requirements.

Fidelity Processing

There are 3 separate plans. Each plan requires it’s own file. Submitted and funded via the Fidelity Web Portal. On-line file correction and re-submission. SQL script wrapped in a Banner Process. (DC_HRETCON) Multiple Record Types for Each Employee Tables required vary by record type

PHRDEDN SPRIDEN SPBPERS PTRCALN SPRADDR PEBEMPL

TIAA-CREF Processing

Employer and Employee Contributions A single file contains all plan contributions. Submitted and funded via the TIAA-CREF Web Portal. SQL script wrapped in a Banner Process. (DC_HRETCON) One Record for Each Employee Tables

PHRDEDN SPRIDEN SPBPERS PTRCALN

Retirement Banner Process (DC_HRETCON)

Enter an ‘F’ or a ‘T’Plan Type (for Fidelity ONLY)

DC_HRETCON

Executed by Payroll personnel immediately after Payroll is at Disposition 70.

Deduction Registers are run from COGNOS DC_HRETCON produces the formatted files and

stores them in the Payroll Network folder Payroll uploads the Fidelity and TIAA-CREF files via

the Web Portals. Payroll funds the retirement accounts via Wire

Transfers.

TIAA-CREF Example File

K3910100 239431384 00090420000000000000000000000000000 00000001015200906031966Aarons,Paula M

K3910100 168486303 00108790000000000000000000000000000 00275001015200903181955Adams,Carol A

K3910100 116526230 00232750000000000000000107000000000 00235001015200902211959Aldrich,Mark C

K3910100 139822963 00056250000000000000000025000000000 00000001015200902201978Alnor,Eric M

K3910100 469371237 00176170000000000000000000000000000 00000001015200908201981Ambwani,Suman

K3910100 171340841 00165810000000000000000010000000000 00000001015200902131945Andrew,Robert N

K3910100 200368449 00197460000000000000000280000000000 00000001015200901081956Armolt,Ricky L

K3910100 302446207 00236250000000000000000000000000000 00687501015200903311962Arndt,Theresa S

K3910100 217941737 00209710000000000000000166670000000 00000001015200911061971Arnold,Thomas M

K3910100 043846871 00176170000000000000000000000000000 00000001015200903031977Arsenault,Todd M

K3910100 102404164 00245000000000000000000500000000000 00000001015200903121950Arthur,Mary F

K3910100 197548393 00186960000000000000000140000000000 00000001015200905121965Bair,Sarah D

K3910100 591055780 00176170000000000000000000000000000 00645831015200910251976Ball,David M

K3910100 605106198 00182880000000000000000125000000000 00000001015200906111972Ball,Jeremy R

K3910100 198624189 00137500000000000000000000000000000 00050001015200908071969Ballew,Nora K

K3910100 527021807 00214250000000000000000250000000000 00000001015200904271957Barber,Teresa A

K3910100 205629491 00125000000000000000000000000000000 00000001015200902031968Barone,Angela S

K3910100 557567189 00288170000000000000000833000000000 00208001015200902181942Barone,Charles A

K3910100 181669087 00117980000000000000000000000000000 00000001015200908291973Barrick,Kristine

K3910100 185683003 00104170000000000000000000000000000 00050001015200911281977Bartlow,Susannah R

Fidelity Example File

66640BL21 179-52-0896 01ELLIS KELLY J 000000000MF

66640BL21 179-52-0896 02D 0103200500000000000000000816196800000000

66640BL21 179-52-0896 03P011140 Redwood Dr

66640BL21 179-52-0896 04PCARLISLE PA 17013

66640BL21 179-52-0896 0000020 220 301 0000000000500 00000000000000

66640BL21 198-64-1584 01HEBERLIG RANDOL P 000000000SM

66640BL21 198-64-1584 02D 0201199600000000000000000902197100000000

66640BL21 198-64-1584 03P011834 Mary Ln

66640BL21 198-64-1584 04PCARLISLE PA 17013

66640BL21 198-64-1584 0000020 220 301 0000000000500 00000000000000

66640BL21 204-52-1920 01ELLIS EDWARD E 000000000MM

66640BL21 204-52-1920 02D 0506200500000000000000000130196100000000

66640BL21 204-52-1920 03P011140 Redwood Dr

66640BL21 204-52-1920 04PCARLISLE PA 17013

66640BL21 204-52-1920 0000020 220 301 0000000001500 00000000000000

1042-S Estimates and EOY Production

Required to be Filed at Year-End Must make periodic estimates/deposits to avoid

penalties Non-Resident Aliens Unqualified Scholarships and Grants Prizes Awards Need to Query

Accounts Payable Student Accounts

1042-S Estimates and EOY Production

Manual Procedure took 5 weeks in 2008 to produce 100 1042-S reports for 2007 taxes.

Receivable and Student Accounts records were reviewed and compiled manually.

1042-S statements were sent out on March 14th. During 2007 and 2008 deposits were complete guess-work since no

real estimate could be obtained. January 2009 – Used automated (COGNOS – driven) SQL extract for

1st time. 1042-S statements were sent out on January 19th. Total time to complete was 4-days.

Review Compile Approve

1042-S Estimates and EOY Production

During 2009 Prepared Estimate using this system every 2

months – completed in 4 Hours. Deposits to IRS reflect actual tax liability of

scholarships, grants, etc. Background work will be completed prior to

end-of-year processing. Estimate 2 days to complete EOY work in

January, 2010.

1042-S Estimates and EOY Production

SQL Extract Wrapped in COGNOS Using ODS

Receivable_account_detail (Student Account) Specific Detail Code Groups

Transaction_history (Accounts Payable) Specific Accounts and Rule Classes

DC_GNAME (Demographic Information) ODSMGR.PERSON

Creates an Excel file Detail Worksheet by Person Summary Worksheet

1042-S Detail Worksheet

1042-S Summary Worksheet

1042-S Finished Product

Additional Columns Added Citizenship Country (this will be automated) Treaty Information (Treaty Benefits vary based on

country and type of Earnings) Taxable Amount adjusted for Treaty Benefits Comments/Notes Portion of Personal Exemption Net Taxable (Adj. Taxable Amount – Personal

Exemption) Tax Amount (14% or 30%)

1042-S Finished Product

Thank You for Attending PA-BUG!

Questions Comments Contact Information

Brad Smith Dickinson College Director – Payroll 717-245-1157 smithb@dickinson.edu