HR & Payroll Process Flow 7 February 2014 Version 1 Payroll Cycle - Hiring

Transcription

1 ppropriate segregation Process Starts Hiring Manager completes Job Requisition on Workday Job Requisition task is routed back to the Hiring Manager to be updated or deleted Job Requisition task is routed to the Compensation & enefits Manager (CM) via Workday ll required fields completed? Job Requisition is Sent ack by the CM via Workday Job Requisition is Sent ack by the uthorizing Manager via Workday 1 F The CM completes the job grade and salary range on Workday and then approves the Requisition via Workday Job Requisition task is routed to uthorizing Manager for approval in Workday ll required fields completed? In line with the approved Compensation & enefits Guidelines Routing to uthorizing Manager pre-loaded onto Workday based on roles 1 Position is approved by the relevant uthorizing Manager via Workday Job Requisition is Sent ack by the relevant HR P via Workday DISCLIMER: ll HR process steps are subject to further expansion and not limited to the current process steps documented in this process flow. (HR Management Responsibility) N: If an employee has not been loaded onto Workday and the full Engagement Pack is not attached, the employee information will not be entered into VIP. The relevant employee will not receive payment until all the information has been loaded. Payroll processing deadlines per the Payroll Calendar should be adhered to, to ensure payment within current month. tes: The hiring process as documented in the process flow is the same for temporary and permanent employees. Temporary employees will however not have the Retirement Fund or Medical applications to complete. F pproved Job Requisition task is routed to HR P for approval in Workday ll required fields completed? 1 2 v1 Page 1 of 9 2/10/201

2 ppropriate segregation Page 1 n approved and complete Recruitment Process is followed by the Recruitment Department The candidate short list is compiled by the Recruitment Department Candidates are interviewed by the Hiring Manager and HR P Final candidate is selected by the Hiring Manager and HR P 2 C Request to Employ (RTE) is completed via Workday by Hiring Manager RTE is routed to the Recruitment Department To be completed 3 days prior to commencement of service or on the 1 st working day of the Employee at the latest (Refer to N) H ll required fields completed? Contract and salary letter compiled by Recruitment Department Contract and salary letter provided and discussed with Employee by HR P Engagement Pack (EP) completed by Employee and submitted to relevant HR P C RTE is Sent ack to the Hiring Manager for completion by the Recruitment Department C Completed EP 3 v1 Page 2 of 9 2/10/201

3 ppropriate segregation Page 2 EP checked by HR for completeness Is EP complete? To be completed 3 days prior to commencement of service or on the 1 st working day of the Employee at the latest Physical EP is attached to the employee s profile in Workday Hardcopy EP and completed Employee File Checklist sent to SSPC within 2 working days of loading the Employee onto Workday (JH ranches) Coastal branches??? Yvette to provide feedback (Refer to N) HR P loads Employee information as per EP and approves task on Workday G H New Hire task routed to SSPC in Workday assigns Pay Group in Workday The exports the manual files on a daily basis from Workday, which is saved onto the Shared Drive (SD) D Manual Control: Monthly reconciliation between Workday and VIP of all new hires. Refer to Payroll Processing process flow for detail Is Payroll closed? tes: The daily imports from Workday does not occur during the 2 week period when Payroll is closed. Only fixed employee information is currently exported from Workday and loaded onto VIP. Financial information needs to be manually entered into VIP by the s. Once Payroll assigns the Pay group on Workday, then an integration also runs daily into ESS from Workday to load them onto the ESS system (this is a direct and automatic integration that runs at about 11pm each night into ESS). Files needs to be imported in sequential order s manually imports all files into VIP once Payroll has been opened s manually imports Workday files into VIP on a daily basis extracts Changes Report from Workday and distributes to all s per company E Manual Control: Monthly reconciliation between Workday and VIP of all new hires. Refer to Payroll Processing process flow for detail extracts daily Changes Reports from Workday and distributes to all Payroll Specialists per company v1 Page 3 of 9 2/10/201

4 ppropriate segregation Page 3 VIP automatically generates a Validation Report of the import re there any unsuccessful items on the Validation Report? The investigates the unsuccessful items on the Validation Report and obtains the correct Employee number or correct company The Validation Report indicates the success of the import and reflects all items which could not be imported with reasons why it was not imported VIP can only import information if there is a 100% match on the employee number per transaction 3 checks data imported into VIP against the manual EP obtained from the HR P and against the Employee File Checklist H EP (signed by the Employee & HR P) consists of the following documents: Take-on Pack Employment Contract Medical id Form (Discovery only) Discover Decline Form Retirement Fund Form Copy of ID (the copy of the ID should be clear and legible and in color) ank Details Confirmation from the ank Salary structure form 1 EP complete and accurate? sends to relevant HR P to correct and / or complete the EP adequately and notes outstanding information on the Employee File Checklist loads financial information manually onto VIP completes Employee File Checklist and signs and dates as evidence of receipt of EP The manually updates the increases of the unsuccessful items in VIP Financial information of employee will not be loaded onto VIP if the Workday information or EP is incorrect or incomplete. Workday and EP should be updated within 2 working days from receipt of , by the HR P or prior to cut-off. (Refer to N) tes: Financial information may include the following, but is dependent on the Employment Contract: Cost to Company breakdown Medical id information Retirement Fund information Leave allocation Workman compensation UIF Correct tax tables Correct Employer Tax Incentive (ETI) status v1 Page of 9 2/10/201

5 ppropriate segregation Page Start date prior to 1 th of the month? Medical id and Retirement Fund benefits only activated from the following month Medical id and Retirement Fund benefits activated from the 1 st of the current month The HR P is responsible for informing the employee of this during the take-on process Start date on 1 st working day of the month? manually inputs the number of working days into VIP VIP calculates pro-rata salary to be paid for the first month finalizes loading of employee information on VIP to be attached in Workday as evidence of registration by the submits Medical id application form via to Discovery 6 Monthly Control: Reconciliation between VIP and the illing Statement received from Discovery v1 Page of 9 2/10/201

6 ppropriate segregation Page scans Retirement Fund application form and submits it to the Retirement Fund Liaison Officer Retirement Fund Liaison Officer combines all new employees into one schedule and s to lexander Forbes for registration on a monthly basis Process Ends to be attached in Workday as evidence of registration by the submits a file with all new employees to EIT for uploading onto Tibco Monthly Control: Reconciliation between VIP and lexander Forbes statement performed by the Retirement Fund Liaison Officer EP stamped as processed. EP is signed and dated by the Payroll Specialist Reviewer verifies that all information was loaded accurately and completely Employee Information accurate & complete? Reviewer returns documentation to for correction updates and corrects incorrect information and returns documentation to Reviewer Reviewer signs and dates EP as evidence of review EP provided to Filing Clerk for filing Filing Clerk opens an employee file and verifies that all documentation per the Employee File Checklist is included 7 v1 Page 6 of 9 2/10/201

7 ppropriate segregation Page 6 Documentation complete? Employee File returned to relevant for follow-up on outstanding documentation Filing Clerk signs and dates Employee File Checklist and files Employee File in filing cabinet Process Ends Outstanding Information should be submitted to the Filing Clerk within 3 working days of receipt of file Complete Checklist scanned and attached to Employee profile in Workday by the v1 Page 7 of 9 2/10/201

8 Risks reas: What is the process should there be a contravention of HR Policies? Is contravention of policies allowed? re additional authorizations required for such situations? Management should document adequate processes to account for such situations. The Job Requisition does not have a field to indicate whether the specific job has been budgeted for. Management should implement a process to check that vacancies are budgeted for and where vacancies are not budgeted for adequate authorization should be obtained by the required level of authority. C Currently the Compensation & enefits Manager has no visibility into the appointment of the final candidate to ensure that the candidate is appointed in line with the salary range. If a candidate is employed exceeding the range, the relevant candidate will receive a lump some increase. This will however only be identified during the annual increase period, when the annual discrepancies report is generated for calculation of increases. D Workday files are in CSV format and cannot be password protected as this changes the format which would result in VIP rejecting the file. E Management should ensure that the Employee File Checklist is aligned with all Workday requirements. F Workday IT Controls are designed and implemented on a Global Level, therefore this will be assessed and reviewed on a Global Level by GI L. G ll the original hardcopy documentation to be retained in the Employee File per the Employee File Checklist, must be sent to the SSPC prior to processing to avoid duplicate printing and wasteful expenditure. H Where there was a delay in providing adequate documentation to the SSPC, which results in payment via 2 nd EFT, HR or Management (depending on the circumstances) is liable for the cost of the 2 nd EFT as calculated by the SSPC. I Currently no Policy in place regarding the employment of foreign employees in place. v1 Page 8 of 9 2/10/201

9 Documentation List Version Control ccess Manual / System Retention of Completed Documentation 1 Job Requisition t applicable System Form Workday Team System Workday 2 Request to Employ (RTE) t applicable System Form Workday Team System Workday 3 UTi Levels of uthority (Local & Global) Engagement Pack: - Take-on Pack Workday & SSPC - Employment Contract - Medical id Form - Retirement Fund Form 6 Employee File Checklist v1 Page 9 of 9 2/10/201