UMBC - Delta Initiative HUMAN RESOURCES TRAINING For SUPERVISORS July 8, 2003

UMBC - Delta Initiative

HUMAN RESOURCES TRAININGFor SUPERVISORS

July 8, 2003


Session Goals

•Why PeopleSoft?•How to get support and information•The role of the supervisor•Policy and procedure changes•Business processes

–Hiring and managing employees–Payroll–Payroll transfer

•What is the timeline for all of this?


Why PeopleSoft?

• Payroll, Grants, and SIS

• Fall 1999 decision for each UM campus to run their own payroll system and interface directly to the State.

• Research task force made better financial data on grants their highest priority

• SIS with prerequisite checking, better advising, and more flexible billing options

• UMBC wanted an integrated system that did HR, Finance, and Student administration


Why PeopleSoft

• To get a paycheck!• In 1999, UMCP started its PHR project for payroll. UM

campuses agreed that each campus would have independent agency code and each would handle their payroll.

• January 2000, UMBC went out with RFP for HR and Finance. Before final selection was made we decided to follow UMUC and purchase PeopleSoft (Septerber 2000). Reason was to get a single system that provided an integrated HR, Finance, and Student Administration system.


PeopleSoft High Level Goals for HR

• Implement an integrated payroll and HR demographic system

• Replace paper journals with an online system• Automate manual payroll calculations• Implement position control and management• Provide payroll encumbrances across project year• Provide better information and reporting tools to

departments


UMBC Responsibility

• UMCP has been responsible for all payroll related transactions and issues.

• In taking on payroll, UMBC will have responsibility for all work now done on our behalf at UMCP.

• UMBC must demonstrate we can handle this responsibility before we can send Payroll directly to the State.


Human Resources Responsibilities

• HR takes responsibility for all employee actions (VISA, title, payrate,etc.)

• HR must make certain data is correct and up-to-date

• HR now must run and verify campus payroll before sending this to the State

• Payroll must happen regardless of weather, sickness, or employee turnover

• HR must deal with State on all issues that arise


Departmental Responsibilities

• Departments review student and PT hiring paperwork• Departments must keep employee info up-to-date• Departments must generate and review signed timesheets• Departments are responsible for entering employee time

and leave usage into PeopleSoft• Departments must make certain payroll is charged to

proper accounts• Departments must follow internal control guidelines


Policy and Procedures - Guiding Rules

• Guiding Rules - Payroll Processing Manual BOR VII-P1.0 and VII-9.70 (Establishing/Reclassifying positions) US Immigration Reform and Control Act, 1986 (I-9 form) State Retirement & Pensions (Education Act), 12-110, Title II,

Subsection 4 (Retirement/Pension Requirements) Executive Order 01.01.1991.16 (Substance Abuse Policy) Federal and State Tax Regulations (W-4 forms) Fair Labor Standard Act (FLSA Wage Regulations)

Audit and internal control requirements


Summary of Changes (1)

•One-pay cards to bypass hiring a person are eliminated (however, you can supplement pay).•Everyone has a position, even student workers•All new faculty hires are either 9 or 12 month•PT and fulltime faculty need to hand in timesheets•PeopleSoft will track all leave balances•Shift differential is $16 for all •College work study payroll will be done through Financial Aid department


Summary of Changes (2)

• Following PS rules for FLSA • Positions can’t be split between UM campuses. Employees

will have two jobs and get two checks.• Travel is not reimbursed through payroll• Everyone has a primary department for checks• Overtime is paid if hourly employee works more than 40

hours at UMBC. Last department on student job record pays the overtime

• HR will handle faculty/staff orientation and paperwork. Departments handle student paperwork.


PeopleSoft Classification Procedures

Budget office will identify position number and give position ID to departmentDepartment completes and submits Classification Request form to HR Department for positionDepartment starts recruitment process, interviews candidates, selects candidate, receives approval to hire candidate


Payroll Process for New Hires

• Department works with HR to schedule orientation session where new hire brings required documentation

• Department completes New Hire Personnel Request form

• HR conducts employee orientation and works with employee to complete necessary paperwork

• HR enters information into PeopleSoft and generates required information to USM/CPB.

• Department receives New Hire Confirmation memo

• Upon authorization from USM/CPB employee record is activated and can be paid


Review and Demo

• UMBC Payroll Process (New Hire) document

• UMBC New Hire Personnel Request form

(see attached)


Payroll Changes to Existing Employees

• Current payroll card replaced with PeopleSoft screen named UMBC PAR Changes.

• Presently there is a 3 step process

1. Select change type and update information for each person to update

2. Run report to generate change report

3. Have department head sign report and forward to HR for review and updating PS


Basic Reporting

Standard PS reports provide departmental staff with online access to employee information•Departments will receive reports confirming personnel action changes made during payroll cycle • Reconciliation reports will also be available as payroll audit requirements dictate


Break


Relation of FAS to HR Payroll

• UMCP uses FAS accounts numbers in their payroll system and send that to Central Payroll Bureau (CPB)

• Any FAS account that is valid can be used to pay someone but for paper pay journals that FAS acct. must be already associated with the department

• UMBC is not creating new FAS numbers after 5/19• When employees are hired or converted to PS they

are associated with a PS chart string• PS Payroll updates PS Finance with salary cost• We verify payroll based on output from State CPB• FAS numbers go away when we go directly to CPB


Payroll Processing

• Current paper-based process replaced with UMBC Time Entry Process

• System tracks rules by position (e.g. overtime eligible, shift differential, etc.)

• For salaried employees payroll preparer enters exceptions to standard work week (sick leave, vacation, other leave)

• For hourly employees you enter hours worked, system will do calculation

• For non-exempt you enter regular and overtime hours• Department head checks button to approve


Internal Control Issues for Payroll

• Timesheets are required• Timesheets must be “signed” by employee and supervisor• Approved timesheets can’t be touched by employee• Payroll approval should still check supporting

documentation and notate review. • Supervisor clicks approve payroll on each of 3 screens• Paychecks should be picked up, verified, and distributed by

someone outside the pay process• DO NOT SHARE YOUR ACCOUNT


Demo of Time Entry Process

• Demo of time entry process


Payroll Transfer and Payroll Distribution

• We have a new form for department earning distributions. This controls what funding source and percentage is charged.

• Salary and benefits can be charged to multiple chart strings.

• Alternately you can retroactively transfer payroll charges from one account to another


Timeline on PeopleSoft HR

• PS is up and is updating Finance. • All employees must be in PS• Starting payroll 01 k payroll preparers (PP) will do

paper journals and PS Time Entry until USM grants final approval

• Next planned USM test is payroll 02• Expectation is payroll Journal 05 will be PS only


Questions and Evaluations

• Please login to blackboard.umbc.edu and select the PeopleSoft Training Resource Community. Once inside this you can fill out the training survey!

Documents

UMBC - Delta Initiative HUMAN RESOURCES TRAINING For SUPERVISORS July 8, 2003