Biweekly Payroll Conversion Payroll Processing Schedule Impact. January 22, 2013

Transcription

1 Biweekly Payroll Conversion Payroll Processing Schedule Impact January 22, 2013

2 Topics New payroll compute cycles for biweekly-paid employees Impact to the schedule for ledger postings and Data Warehouse Impact to the schedule for processing of payroll transfers (TOPES) Impact on PPS Distribution corrections Transition month (January DOPE/Ledgers) Data Warehouse (InfoView) Report Changes

3 Acronyms DOPE = Distribution Of Payroll Expense TOPE = Transfer Of Payroll Expense OPTRS = On-line Payroll Time Reporting System BW = Biweekly MO = Monthly FIS = Financial Information System (Banner) PPS = Payroll Personnel System UCPATH = University of California Payroll, Academic Personnel, Timekeeping, HR

4 New Payroll Expense Processing Schedule For employees paid monthly, there are 12 pay periods in a year, with each pay period ending on the last day of the month. For employees paid biweekly, there are 26 pay periods in a year, with pay periods ending every other Saturday. January 20 February 2, 2013 is UCSC s first biweekly pay period. The change to more frequent pay periods impacts when the payroll transactions are computed and posted for each fiscal period. Rather than a consistent schedule as we have had in the past, the posting schedule will vary monthly.

5 Payroll Expense Transaction Processing Schedule Pay Period Pay Cycle Last day to enter TOPES for the fiscal period Compute Date DOPE data in InfoView and posted in FIS Fiscal Period Close Date (7th business day) 1/19/2013 MO/MA (Biweekly emp.) (Transitional Cycle) 1/24/2013 1/31/2013 MO - Monthly 1/25/2013 1/25/2013 2/6/2013 (Wed) January DOPE 3rd bus day 2/2/2013 B1 - Biweekly 2/7/2013 2/26/2013 (Tue) 2/16/2013* B2 - Biweekly 2/20/2013 2/21/2013 February DOPE 2/28/2013 MO - Monthly 2/22/ bus day January closes 2/11/2012 February closes 3/11/2013 3/2/2013 B1 - Biweekly 3/7/2013 3/16/2013* B2 - Biweekly 3/21/2013 4/3/2013 3/30/2013 B1 - Biweekly 4/4/2013 3/31/2013 MO - Monthly 3/22/2013 4/8/2013 (Mon) March DOPE 6th bus day March closes 4/9/2013 4/13/2013* B2 - Biweekly 4/18/2013 5/6/2013 (Mon) 4/27/2013 B1 - Biweekly 5/1/2013 5/2/2013 April DOPE 4/30/2013 MO - Monthly 4/24/2013 4th bus day April closes 5/9/2013 5/11/2013* B2 - Biweekly 5/16/2013 5/25/2013 B1 - Biweekly 5/29/2013 5/30/2013 5/31/2013 MO - Monthly 5/23/2013 6/3/2013 (Mon) May DOPE 1st bus day May closes 6/11/2013 6/8/2013* B2 - Biweekly 6/13/2013 7/1/2013 (Mon) 6/22/2013 B1 - Biweekly 6/26/2013 6/27/2013 June DOPE 6/30/2013 MO - Monthly 6/24/2013 1st bus day June closes 7/12/2013 *End of quadriweekly cycle. (Leave accruals calculated.) Month End Compute Complete Payroll Processing Calendars are available at:

6 Impact on TOPE (Transfer of Payroll Expense) Schedule Definition of TOPE A Transfer Of Payroll Expense (TOPE) occurs when payroll charges are moved from one FOAPAL to another after they have been recorded in the operating ledger. Like today, TOPEs have to be done by the last payroll compute for a month in order to be reflected on that month s DOPE. In the new world, this date moves. TOPE OPTRS Manual instructions have been updated spx#adjustmenttope

7 February 2013 Sun Mon Tue Wed Thu Fri Sat 1 2 (BW, B1) Pay Period January DOPE 6 7 (BW, B1) Compute Date (2/2 pay period) January Closes in FIS (BW, B2) Pay Period TOPE deadline for February transactions 21 (BW, B2) Compute Date (2/16 pay period) 22 (MO) Compute Date (2/28 pay period) February DOPE (MO) Pay Period End Date

8 March 2013 Sun Mon Tue Wed Thu Fri Sat 1 2 (BW, B1) Pay Period (BW, B1) Compute Date (3/2 pay period) February Closes in FIS (BW, B2) Pay Period (BW, B2) Compute Date (3/16 pay period) 22 (MO) Compute Date (3/31 pay period) (BW, B1) Pay Period 31 (MO) Pay Period

9 April 2013 Sun Mon Tue Wed Thu Fri Sat TOPE deadline for March transactions 4 (BW, B1) Compute Date (3/30 pay period) March DOPE 9 March Closes in FIS (BW, B2) Pay Period (BW, B2) Compute Date (4/13 pay period) (MO) Compute Date (4/30 pay period) (BW, B1) Pay Period (MO) Pay Period

10 May 2013 Sun Mon Tue Wed Thu Fri Sat 1 TOPE deadline for April transactions 2 (BW, B1) Compute Date (4/27 pay period) April DOPE April closes in FIS (BW, B2) Pay Period (BW, B2) Compute Date (5/11 pay period) (MO) Compute Date (5/31 pay period) (BW, B1) Pay Period TOPE deadline for May transactions 30 (BW, B1) Compute Date (5/25 pay period) 31 (MO) Pay Period End Date

11 June 2013 Sun Mon Tue Wed Thu Fri Sat May DOPE (BW, B2) Pay Period May closes in FIS (BW, B2) Compute Date (6/8 pay period) (BW, B1) Pay Period (MO) Compute Date (6/30 pay period) TOPE deadline for June transactions 27 (BW, B1) Compute Date (6/22 pay period) (MO) Pay Period

12 Impact on PPS distribution corrections With more frequent computes, the windows for correcting PPS distribution info for biweekly employees will be shorter (to avoid TOPEs). Pre-biweekly, there were approximately 2 weeks each month after DOPEs were available to submit distribution corrections before the EDB update window closed before the monthly compute. In the new world, for biweekly employees, there will only be a few days between DOPE availability and when the EDB update window closes before the next biweekly compute to submit corrections. If a correction is needed to a biweekly employee s distribution in PPS, it needs to happen BEFORE the next biweekly EDB update (or the same mistake will appear on the next month s DOPE). Let s look at an example.

13 Example of EDB Update Challenge Pay Period Employee 04/14/13 THRU 04/27/13 (B1) Josephine Hardworker Pay Period 04/28/13 THRU 05/11/13 (B2) Josephine worked 100% time and was paid from an incorrect FOAPAL. April DOPE revealing the error is available in InfoView on 05/06/13 Correction of EDB DISTRIBUTION error must be requested by 05/07/13* so the correct FOAPAL is used in the next compute (B2) cycle. If EDB is corrected after 05/07, the incorrect FOAPAL will be used on the next biweekly compute (B2), requiring an additional TOPE for the May DOPE. * EDB dates are published in the Payroll Calendars available at:

14 Transition Month (January) 60.84%

15 Transition Month (January) What will payroll expenses look like? For biweekly employees, the January DOPE will only reflect pay for Jan 1 (Dec 24 for students) through Jan 19. Depending on the number of biweekly employees in a unit, the total expenses may be significantly lower than they were previously. Let s look at an example.

16 December 2012 DOPE P11100 STAFF SALARIES Employee Name Pay Period D O S Time Pay Rate Gross Earnings FSS/ SMSP IAP OF OSDI/ Dent/Hlt h MDCR Vis/Annu UI/ GSH WC/ Esp Life/ UCDI/ GSFR IAP/ Leave Accr. Tot Ben HARDWORKER, JOSEPHINE 12/31/12 REG , , , Current Month 3, , , Adj. to Prior Months Total Posted to FIS Banner 3, , , January 2013 DOPE P11100 STAFF SALARIES % % % flat % % flat % Employee Name Pay Period D O S Time Pay Rate Gross Earnings FSS/ SMSP IAP OF OSDI/ Dent/Hlt h MDCR Vis/Annu UI/ GSH WC/ Esp Life/ UCDI/ GSFR IAP/ Leave Accr. Tot Ben HARDWORKER, JOSEPHINE 01/31/13 REG , , , Current Month 2, , Adj. to Prior Months Total Posted to FIS Banner 2, , DIFFERENCE (for month of January expenses ONLY)

17 Payroll Encumbrances Reminder: not all units use payroll encumbrances. No change. Will still be calculated based on employees monthly rate, whether they are biweekly or not. This means that encumbrance balance will not exactly match payroll expense when looked at on a month-to-month basis, but will even out by end of fiscal year.

18 Data Warehouse InfoView report changes Pay Schedule has been included (next to Pay Rate) All Employees-Unit Roster-Daily All Employees-Current Appointment and Distribution Lookup-Daily All Employees-Current Dept Appointment and Distribution Lookup-Daily Purpose Page has been updated to indicate BW is now a prompt value option (because MO/MA were specifically stated) All Employees-FAU via Appt Level 4 Org-Daily All Employees-FAU via Home Department-Daily All Employees-Multiple Time Reporting Methods-Daily All Employees-Time Codes-Daily

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