Facilitator: Julie Harris. Call using Computer or Dial In: Access Code: /05/2015

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1 Facilitator: Julie Harris Call using Computer or Dial In: Access Code:

2 Your questions and feedback are encouraged Chat your questions using the online chat feature If calling into the WebEx, speak up with your questions, but while not speaking, please mute your phone If listening in through your computer, speak up with your questions, but while not speaking, please mute your microphone 2

3 Sound quality is important If you are listening in through your computer, please go to the audio menu at the top of your screen and run through the speaker/microphone audio test Please let us know if you have difficulty hearing Please do not place your call on Hold if you need to step away WebEx is being recorded and the archive/presentation will be distributed following today s meeting 3

4 Project Overview and Timeline Security Overview File Format and Logic Process Changes/Reminders Follow Up Questions and Wrap Up 4

5 USG will send Data Files to Equifax Employee Demographic Info Payroll Details Protected Leave of Absence Info Benefits Detail Equifax will compile data from all institutions and aid in determining eligibility Equifax will also produce information needed for IRS Reporting The focus of today s WebEx is on the data used to determine eligibility. 5

6 Requirements Gathering and File Development In Process Testing & Go Live UGA, GT and GRU are currently submitting test files to Equifax SSC Supported institutions are currently dependent on ADP and their proposed schedule for producing required files is later this year SSC and System Office are negotiating with ADP on timeline and go live to ensure regulatory requirements are met. 6

7 One Data Explorer per institution (already identified) Create Dashboards Run Reports Export data Data Viewers (to be identified) View Data Tentative Security Access Levels Access to all employees across the USG Access to employees only at institution 7

8 Employee Info File One employee record per institution Data back to 10/01/2013 Sent after each payroll Exclusions: V, W, M, Surviving Spouses/Dependents Employee ID: ADP Company + Employee ID Dates: Original Hire Date, Most Recent Hire Date, Most Recent Termination Date Name and Address Job Title from Primary Job No position numbers, departments, pay group, separate record number for each job held Dummy SSN s 8

9 Payroll Detail File Data back to 10/01/2013 Current payroll data to be sent after each payroll Exclusions: V, W, M, Surviving Spouses/Dependents Employee ID: ADP Company + Employee ID Regular and OT hours on pay earnings EXCEPT for G,L,P Add to gross hours on pay other earnings EXCEPT vacation pay out ACA hours on pay other earnings for G,L,P Example: 9

10 USG required to track protected unpaid Leave of Absences FMLA Military Leave Jury Duty Leave code in etime to track unpaid Military Leave LV MDUP New Leave code in etime created to track unpaid Jury Duty LV JDUP ENTER LEAVE CASES!!! USO working with legal counsel to determine procedures for tracking hours related to the new Military Differential Pay Policy 10

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12 Scenario Process Include in totals for effective date? 1 In middle of payroll process: Hours have already been pulled from etime to EV5 payroll. Practitioner needs to add additional hours to be paid directly into EV5 payroll. Hours in etime (not to be paid) need to be corrected after the fact. 2 Its Friday/pay day: Employee reports they are eight (8) hours short on paycheck. Hours are paid out on next paycheck. Submit HOURS to SSC payroll to be entered on pay line Enter Historical Edit in etime (using appropriate pay code, not necessarily ACA) Enter HOURS in Historical Edit in etime (do want to pay) No Yes 12

13 Scenario Process Include in totals for effective date? 3 Employee was paid for 80 hours (did not really work 80 hours) Practitioner reversed check which reversed hours in EV5 Need to account for reversal in etime 4 Its pay day: An error caused the employee to not get paycheck or the check is significantly incorrect Practitioner processes an off cycle check in EV5 (attaches to next BW payroll) Enter negative HOURS in Historical Edit in etime Enter HOURS in Historical Edit in etime (do not want to pay) No No 13

14 Scenario Process Include in totals for effective date? 5 Monthly paid employee needs to correct timecard Enter HOURS in Historical Edit in etime Yes 14

15 Scenario Process Include in totals for effective date? 6 Employee needs to enter or correct ACA hours Lump sum already paid directly through payroll Schedule was entered late and need to correct previous weeks Put in too many or too few hours or did not enter any at all Enter HOURS in Historical Edit in etime Yes 15

16 ALL hours, paid or unpaid, should be tracked in etime and flow to EV5 payroll. Adjustments may be necessary for one off situations Late time submissions Overpayments, underpayments Correct leave time, correct ACA time Track ALL hours ACA hours ie: faculty, lump sum payments made directly in EV5 payroll Unpaid protected leave ie: unpaid Military, Jury Duty Employees performing duties but not being paid in EV5 Use N Paygroup to record unpaid hours Non paid affiliates Joint employed RA s 16

17 If Employee is not being paid at all through EV5, set up as non paid affiliate in the N paygroup The N Paygroup is now flowing to etime Ensure TLM panel is populated Record will flow to etime and employee will be able to track hours as ACA hours Hours will flow back over to EV5 and will be reported to Equifax 17

18 ACA Hours Only = $0 paycheck If ACA hours are on paycheck (with no other hours or earnings) Detail shows in paycheck detail in EV5 to Practitioners Details do not show to employee on pay statement A pay statement will still be created with no data Pay statement will be mailed to employee Be sure to notify employees what to expect! 18

19 Hot Line Follow Up Wednesday, August 12 th 10:00am 11:00am Send in questions to by Monday, August 10 th at noon please provide specifics! Take questions on phone but may not be able to answer in detail Training Equifax USG Georgia Summit System Office Communication 19

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