Payroll 101 Toolbox Resource

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1 Payroll 101 Toolbox Resource Policies & Procedures Every HR Campus User Should Know Formerly known as HRMS/Payroll Overview For help with training, send an to: Georgia Georgia Tech Tech Human Human Resources Resources

2 Course Objectives To receive credit for this course, you must login to OHR Training Registration System, complete Payroll 101 tutorial Participants will learn: Internal Payroll procedures HR Campus User policies and procedures for Bi-weekly and Monthly employees Employee Self Service features in TechWorks Next Steps for HR Campus Users This tutorial is a required pre-requisite for the Managing Personnel Transactions class 2

3 Payroll Staff Members Gerald Jobe Director Celestine English Assistant Director Taylor Ferguson Business Analyst Bonnie Cooper Payroll Manager Pam Tennell Business Analyst Eulalia Dupree Payroll Manager Kedrich Claiborne Tax Accountant Cebrita Roberts Payroll Processor Sherald Giddens Records Supervisor Brent Martin Accountant Elicia Burroughs Payroll Processor Deborah Bell Records Coord Angela Petty Payroll Processor DaWana Atkins PSF Processor Vivian Adams Garnishments Wilma Milner PSF Processor Gloria Huff Records Coord

4 Payroll is responsible to the following: Office of Human Resources - GT Employees IRS Federal and State Tax/Compliance Internal/External Auditors Compliance and Record-keeping Vendors - Compliance & Record-keeping State of Georgia University System of Georgia Board of Regents State and Local Governments 4

5 Internal Payroll Procedures Ensure payroll is completed within pay calendar deadlines for all employees Including manual entries and system overrides Ensure Georgia Tech is in compliance with all federal and state regulations Ensure HR Campus Users are updated with University System of Georgia/Board of Regents policies and procedures, (i.e. communications and training) 5

6 Internal Payroll Procedures Complete and generate employee records within PeopleSoft-HRMS from electronic PSFs and other reporting documents: Employee Self Service updates Federal and State Tax Forms Campus User Payroll Deductions Georgia Defined Contribution Plans (for Temp Employees only) Retirement Plans Charitable Campaign Contributions Savings Bonds Garnishments Vacation Payout and Extra Compensation Awards 6

7 Payroll Calendars - Policies Use the Payroll website to locate calendars Pay Frequencies 1.Bi-Weekly is paid for time reported on the Time Sheet 2.Monthly is Auto-Pay PSFs must be submitted to STOP or CHANGE Auto-Pay NOTE: Time Sheet Due Dates during holidays will be announced for early processing 7

8 Payroll Calendar Features Use Payroll Calendars for Time Sheet Due Dates and HR Paperwork Due Dates Pay Period Dates 8

9 Time Entry and Vacation/Sick Entry Bi-Weekly Employees Certain Employees will use the Kronos Clock to enter their hours worked and confirm vacation/sick hours and other pay codes GTRI Employees use DELTEK to enter hours For all other bi-weekly employees, HR Campus Users access PeopleSoft HR to enter Timesheet Data, (e.g. hours worked, vacation/sick hours, and other pay codes) Monthly Employees HR Campus Users access PeopleSoft HR to enter vacation/sick hours and other pay codes 9

10 Georgia Tech Calendars Fiscal Year: July 1 June 30 State Projects Calendar Year: Jan 1 Dec 31 Vacation/Sick Accruals Budgeted Salaries re: 12-month Employees Academic Calendar: August May 9-month Academic Faculty Salaries NOTE: Summer Faculty are paid in June and July Sponsored Projects will have their own project dates which may not correspond with Fiscal, Academic, or 12-month Calendar 10

11 Payroll Policies Effective Date refers to the start date of the Action/Reason Example: Effective Date for an employee terminating on Oct 20 th is 10/21. They will receive pay for the last day of work and the termination will begin on the next day. Monthly Payroll is Auto-Pay. To stop or change a monthly paycheck, the HR Campus User must submit a PSF to stop or change the monthly pay cycle Current GT Employees cannot be a New Hire 11 Example: Current employee will start a new job in a different department. The terminating department must coordinate with the hiring department to complete a PSF for Transfer. As soon as the employee s HR Record information appears in the hiring department employee list, a PSF must be submitted with appropriate hiring information, such as: Pay Rate Change PSF Action Reason Code is PAY See Payroll website for all Action/Reason Codes

12 Payroll Policies 9-month Academic Faculty do not accrue vacation hours Employees who separate from the Institute for any period of time are Rehires HR Campus Users who are completing PSFs for new employees must search for the GT ID using the GT ID System Rehires after 12 months of separation must resubmit hire paperwork to OHR Student Employees Hire as 50% which is a 20-hour work week (bi-weekly paid) Graduate Students are paid monthly Contact the Financial Aid Office re: Federal Work Study Students Contact the Bursar s Office re: Fee Waivers for GRA & GTA 12

13 Georgia Tech Employee Population Monthly Employee Class Bi-Weekly 3,644 Students 4,449 1,995 Faculty 0 1,159 Research Faculty 0 1,927 Classified Tech Temps 504 8,749 Total 5,940 13

14 Georgia Tech Payroll Stats: As of December 31, 2009: Gross Salary Paid $489,237,725 Issued 15,846 W2 s and S s Withheld $59,806,865 of Federal Taxes Withheld $23,373,846 of Georgia State Taxes Direct Deposit Participation: 98% Salary Overpayment Average $35,000 Balance 14

15 GA Tech s online portal for HR and Financial Applications (including PeopleSoft) Employees must login with GT Account to access: Payroll and Compensation Information HR Self Service Records 15

16 Employee Self Service Features Log into TechWorks regularly to keep all of your Personal Information updated Click here to select your publishing options 16

17 Employee Self Service Features 17

18 Employee Self Service Features Click here to find out more information about your paycheck Your payroll is based on W-4 and G-4 Annualized Allowances 18

19 Paycheck Features W-4 & G-4 Annualized Allowances Earnings: Gross to Net Federal & State Tax Deductions Before Tax Deductions Examples Benefits, i.e. Health, Dental, etc. GT Parking Retirement: TRS or ORP Flexible Spending Accounts Employer Paid Benefits After Tax Deductions Short- or Long-Term Disability Campus Rec Fee Supplemental Insurances 19

20 Other Paycheck Features Voluntary Deductions Charitable Campaign Contributions Savings Bonds Supplemental Taxes Optional Retirement Plans (e.g., 403b, 457b) Involuntary Deductions Retirement Plans (TRS or ORP) Georgia Defined Contribution Plan* Mandated Child Support Garnishments 20 *For temporary employees only; Reimbursements after termination must be submitted to GDCP

21 OHR Customer Service Center One-Stop Features for Employees New Hire & Termination Processing BuzzCard Dissemination Computer Access/ GT Account Name Consider scheduling an appointment with Book Now for the new hire to expedite processing time Need Payroll Help 21

22 OHR Contact Information Areas Human Resources General Information Total Compensation Benefits General Information Employee Relations Services Contact 22 Workforce Administration Talent Acquisition Classified Staff Academic Faculty Research Faculty Tech Temps Federal Work Study Students Global HR Immigration Processing HR Services Center Payroll Records Student Employment

23 Next Steps Consult with your Supervisor Discuss your HR functions within your Department Attend classes for HRMS-PeopleSoft access For a complete listing of Administrative Systems classes, go to Click Administrative Systems Training 23

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