To-Be Process Review Workshop

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1 To-Be Process Review Workshop Human Resources Garnishments, Termination, and Deceased Employee Payments Location: ROSS Building Room: 130 Time: 8:00 am 12:00 pm Date: 8/18/05 1

2 Welcome! Introductions of Group Representatives from:» HR & Payroll West Lafayette» HR & Payroll Calumet» HR & Payroll Ft. Wayne» HR & Payroll North Central» One Purdue HR team members Facilitated by:» Troy Markusson (BearingPoint) With input from: Rick Miller (Purdue) Julie Gregory (Purdue) Greg Gick (Purdue) 2

3 Workshop Logistics Speakers Tent Cards Rest Rooms Break Parking Lot 3

4 Workshop Agenda 1. Discuss Workshop Objectives, Rules and Principles 2. Garnishments 3. Break 4. Terminations and Deceased Employee Payments 5. Capture Issues in the Parking Lot 6. Discuss Next Steps 7. Adjourn 4

5 Why Are We Here? Our objective today is to Discover Validate SAP terminology, definitions, and capabilities. Specific opportunities for business transformation. Best practices in the context of the SAP implementation. Documented future process and any system gaps. To-Be data and business processes. Required policy changes (if any). Process acceptance by core process owners, advisory committees, and University leadership. Facilitate Communication and Change Management The future state of Purdue University How people, processes, and technology will Integrate in the future. 5

6 What Have We Done to Prepare? To prepare for this workshop, we have Researched Best Practices SAP software is the best practice source. As stated in the One Purdue Guiding Principles, the SAP software WILL NOT be modified. Developed Proposed Business Processes The To-Be business processes were developed utilizing the best practices found in the SAP software. Reviewed and Refined the Proposed Processes with Knowledgeable Staff in Key Operational Positions. Presented the proposed processes. Gathered feedback, learned of gaps, implemented changes as necessary. 6

7 What is Your Role? Today, we need you to Review and Validate the Proposed Process. Identify Gaps in the Proposed Process. Identify Organizational Challenges. Help Us Facilitate Change Management. 7

8 What will come from this Meeting? The output from this meeting includes A Business Process Review Report. To-Be Process Flowcharts. Gap Analysis Report. Functional Specifications Report 8

9 Workshop Ground Rules Respect Time Respect Process Stick to agenda topics. One subject discussed at a time. Respect One Another One conversation at a time. Cell phones and Blackberrys turned off. Listen. Stretch Keep the end in sight Work to gain consensus on terminology Silence means agreement Issues will be parked and resolved outside the meeting 9

10 BPR Guiding Principles 1. OnePurdue Guiding Principles will apply. 2. Scope: Critical business processes for HR, Finance and Campus Management. 3. Primary best-practice source = SAP and third-party bolt-on solutions (return-oninvestment opportunity). 4. SMEs will be empowered by process owners to make key decisions regarding processes. 5. Enterprise processes will adhere to software best-practices flexibility in implementation. 6. Disposition for exceptions to best practices: a. Termination of process b. Work-Around: User Exit w/o code modification c. Off-the-shelf bolt-on d. Offline operation 7. Process owners and key stakeholders buy-in validation required. 8. All best practices (5) and exceptions (6) must be integrated into the OnePurdue system. 9. Successful BPR also requires: a. Executive commitment b. Effective change agents to drive best practices and overcome resistance c. Appropriate organization structure d. Institutional willingness to consider radical change 10

11 What Is the OnePurdue Project Timeline? Finance and Procurement: Accounts Payab le, Accounts Receivab le, Work-Effort Reporting, Purchasing HR/Payroll 1: e-recruitment HR/Payroll 2: Organizational Management, Personnel Administration, Payroll, Benefits, Time Entry and Evaluation, ESS, Workflow HR/Payroll 3: Personnel Development, Open Enrollment, Year-End Payroll Processing Enrollment and Student Affairs 1: Student Recruitment, Admissions, PFAE/ADMS, Transfer Articulation and Equivalency Rules Enrollment and Student Affairs 2: Financial Aid Enrollment and Student Affairs 3: Course Catalog, Student Master, Academic History, Grading, Degree Audit, Graduation, Student Accounting Master Data, Cashiering, Account Management, Billing, Payment Plans, Classroom Scheduling, Registration, Academic Calendar, Academic Progression 11

12 Let s Get Started! Our topics today are Garnishments Termination and Deceased Employee Payments 12

13 Payroll Garnishments in SAP 13

14 How are Payroll Garnishments Setup in SAP? Infotype 0194 Garnishment Document Infotype 0195 Garnishment Order Infotype 0216 Garnishment Adjustment 14

15 Garnishment Document 15

16 Garnishment Order 16

17 Garnishment Adjustments - Refund Refund an amount deducted from the employee in a previous period 17

18 Garnishment Adjustments Calculate End Date Will turn off garnishment after set number of days 18

19 Garnishment Adjustments Additional Deduction Will take a one time additional deduction on the garnishment 19

20 Garnishment Adjustments Separate Calculation The garnished amount of the regular pay and that of the bonus pay are calculated separately 20

21 Garnishments at Purdue IRS Tax Levies IN State Tax Levies Federal Student Loans IN Creditor Garnishments Child Support (All states) 21

22 IRS Tax Levy - Rule Amount exempt is dependent on marital status, number of exemptions, and number of standard deductions No administrative fee allowed 22

23 IRS Tax Levy Infotype

24 IRS Tax Levy Infotype

25 IN State Tax Levy Rule Non-exempt earnings up to a maximum of 25% of disposable net, or 30 times federal minimum wage No administrative fee allowed 25

26 IN State Tax Levy Infotype

27 IN State Tax Levy Infotype

28 Federal Student Loans If garnishment issued by a state guarantee agency, no more then the lesser of 10% of disposable earnings, or 30 times federal minimum wage, may be garnished If garnishment is issued by Department of Education issues garnishment order then 15% of disposable earnings can be collected Employee can agree in writing to higher percentage If employee has multiple student loan garnishments maximum that can be garnished cannot be greater than CCPA limit 28

29 Federal Student Loans Infotype

30 Federal Student Loans Infotype 0195 (Single Loan) 30

31 Federal Student Loans Infotype 0195 (Multiple Loans) 31

32 IN Creditor Garnishments Follows Credit Consumer Protection Act (CCPA) Non-exempt amount equal to 25% of disposable net or 30 times federal minimum wage Service Fee May collect the greater of $12.00 or 3% of the total judgment debt Fee must be allocated as ½ from the debtor and ½ from the creditor 32

33 IN Creditor Garnishments Infotype

34 IN Creditor Garnishments Infotype

35 Child Support All out of state child support orders received are required to follow IN law IN follows follow CCPA for child support rules 50% of disposable net is exempt if employee is supporting another spouse and/or children» 45% if employee is 12 weeks in arrears 40% of disposable net is exempt if employee not supporting another spouse and/or children» 35% if employee is 12 weeks in arrears Service fee - $2.00 per pay period 35

36 Child Support Infotype

37 Child Support Infotype

38 Third Party Remittance Remittance rule and vendor is stored on infotype 0194 per employee Will process both check and EFT Deductions will be sent to Accounts Payable every pay period and Accounts Payable will return checks to the Payroll department for further documentation On an individual basis you can choose to either have one check cut for all employees that are being remitted to the same vendor, one check for each employee to the same vendor Information can be included on the check voucher from Accounts Payable providing garnishment details 38

39 Garnishment Letters The following letters can be set up in SAP Notice Letters Sent to employee informing employee of new garnishment received Answer Letters Sent to court with each payment breaking down calculation Currently Answer Letters not sent to the courts but may be wanted Letters can be set up to run automatically Need copies of all different letters you are sending today 39

40 Garnishments at Go-Live Garnishments will need to be loaded manually at Go- Live Information that is required in SAP does not exist in legacy system today Will need to review the orders in some cases to get correct data in SAP Will set up a spreadsheet and it will need to be maintained from start of Parallel Payrolls to Go-Live Will load the spreadsheet into SAP so that two manual conversions are not required 40

41 The garnishment process 41

42 Terminations in SAP 42

43 How are Terminations Handled in SAP? HR will receive notification of employee termination HR will process employee through termination action Employee will be placed in an employment status of Withdrawn Payroll will run query to identify any new terminated employees Payroll will pay out any terminal vacation or sick Payroll will pay out separation pay if needed 43

44 HR Termination Action Employee is put in withdrawn employment status Vacancy is created on the position Direct deposit is automatically changed to check Address is changed if necessary Voluntary deductions are turned off Benefits are turned off Termination date entered 44

45 Employment Status Infotype

46 Termination Query Selection Screen 46

47 Termination Query Output 47

48 Terminal Vacation/Sick When employee terminates, Vacation that has been accrued is paid out to the employee If employee is retiring, unused Sick is paid out to employee (bi-weekly only) 25% of first 520 hours 100% all hours over 520 If employee is not retiring (or is not biweekly) Sick time is lost 48

49 Terminal Vacation Infotype

50 Terminal Sick Infotype 0416 When payroll is processed, rule will only pay out first 520 hours at 25%, and remainder at 100% Want to compensate all hours so that remaining number is reduced to 0 50

51 Separation Pay Separation pay is received from HR Entered as an Additional Payment on infotype

52 Separation Pay Infotype

53 Off-cycle options Can pay any future On demand payroll early Typically used if employee is being escorted off campus Will review this process during Off-cycle BPR on September 15 53

54 Termination in Payroll 54

55 Deceased Employees in SAP 55

56 How are Deceased Employees Handled in SAP? HR will receive notification of employee death HR will process employee through termination action (additional action reason of Death) Employee will be placed in an employment status of Withdrawn Payroll will run query to identify any new terminated employees Payroll will determine who future dated payments need to be made to Payroll will pay out any terminal vacation or sick Payroll will update taxes to exempt employee from appropriate taxes If payments need to be paid to estate, or third party, clear out in Payroll and pay through Accounts Payable (or change employee name and pay through Payroll) Update year-to-date totals in Payroll Issue 1099 through Accounts Payable 56

57 Employee Dies Before Cashing Check Check is returned to Payroll and payment must be made to the employee s personal representative for the same Net Pay, since income and withholding taxes were properly withheld Wages and amounts must be reported on deceased employee s W-2 When check is returned, cancel check, rename employee on infotype 0002 to Estate of xxx (or personal representative) and reissue check 57

58 Name change on Infotype

59 Wages paid after employee dies All payments must be paid to the employee s estate or legal representative and must be reported on 1099-MISC All payments must be processed through Payroll After all deductions are calculated and Net Pay is processed, a deduction will need to be generated to offset any money being paid to the deceased employee Run a payroll simulation to find out how much Net Pay will be Enter deduction on infotype 0015 to offset the Net Pay Notify Accounts Payable of amount to pay and to whom Update year-to-date amounts by running Manual Check Adjustment off-cycle Will discuss in later BPR 59

60 Paid via Accounts Payable Deduction Infotype

61 Tax Exemption For all earnings paid out in the current year income tax is exempt, but reportable For all earnings paid out in the subsequent year, Social Security and Medicare are also exempt, but reportable Income tax exemption is stored on infotype 0210 Social Security/Medicare exemptions are stored on infotype

62 Withholding Info W4/W5 US Infotype 0210 R Exempt but reportable Will be discussed in more detail in Tax BPR (September 19) 62

63 Other Taxes US Infotype 0235 R Exempt, but reportable Will be discussed in more detail in Tax BPR (Sept. 19) 63

64 Accounting Considerations for Deceased Payments via Accounts Payable Both the deduction wage type in Payroll and the payment made in Accounts Payable will need to post to the same GL account 64

65 Payments for Deceased Employees 65

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