2015 FISCAL MANAGEMENT AND DISCIPLESHIP CONFERENCE. PAYROLL and HRIS TIPS and TRICKS
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1 2015 FISCAL MANAGEMENT AND DISCIPLESHIP CONFERENCE PAYROLL and HRIS TIPS and TRICKS
2 Human Resources Information System (HRIS)
3 Parts of the New System Web Pay - Payroll Employee Self Service Access W2, Paystubs & Timekeeping Web Time - Timekeeping Onboarding Access W2, Paystubs & Timekeeping Web Benefits Automates benefit enrollment
4 Web Pay Conversion Schedule Pilot team launched 5/29 20 locations per pay cycle from June 15 through August 31
5 Web Pay Conversion Process Introduction from Paylocity Tax authorization and bank verification Welcome call Online training
6 Web Pay Conversion Process Data extraction Database verification Test payrolls First payroll processing
7 Database Verification Employee Addresses Worker s compensation Direct deposits HSA contributions YTD totals
8 First Processing Checklist Pay rate Hours associated with all compensation Earnings Taxes Deductions Net Pay Group Term Life (GTL)
9 Employee Self Service Dashboard for employee to access all their information: Paystubs W2s Year-to-date Balances Update dependents, emergency contacts, tax withholdings, and direct deposit information Electronic Timekeeping Electronic Time Off Requests routed to Supervisors for approval Benefits Changes
10 Employee Self Service Each employee must have an address Send out with registration info to all employees
11 Employee Self Service Ask employees to verify their first paystub in Paylocity with previous paystub in Paycor
12 Web Time Timekeeping Two Types Web Punch for non-exempt employees Timesheet for exempt (parttime)
13 Web Time Timekeeping Two Types: Web Punch clocking in and out, then the system automatically calculates time worked Timesheet entering daily hours manually on a time card
14 Web Time Timekeeping Web Punch Punches will be rounded to the nearest quarter hour Examples: 8:07AM would round BACK to 8:00AM 5:23PM would round FORWARD to 5:30PM
15 HRIS Web Benefits The new system will offer: Online open enrollment in benefits Online enrollment changes to your benefits due to qualifying events
16 HRIS Web Benefits New Open Enrollment Process: Notification will be sent to employee s address that it s time to enroll in benefits or make changes to benefits
17 HRIS Web Benefits New Open Enrollment Process: The new system will provide step by step guidance through the enrollment process Employees able to view the descriptions for each of the plan coverages as well as compare costs
18 HRIS Carrier Connections Any employee information changes or enrollment changes are sent directly to the insurance carriers: Name Address Phone numbers New enrollments/changes to enrollments
19 Onboarding Changing from manual process to electronic Ensures critical data is complete when employee is hired
20 Who to call Paylocity Implementation Specialist Issues verifying data Issues with data set-up Issues processing payroll
21 Who to call Central Payroll Payroll related questions Deductions & Earnings Assistance with Processing Payroll Web-pay, Web-time, or Employee Self-Service
22 Who to call Human Resources Benefits Retirement Policies Employment Laws Web Benefits, Web Time, Employee Self-Service
23 Summary Check for scheduled conversion date for your location Watch for (s) from Paylocity Return signed documents as soon as possible Register and complete online training
24 Summary Schedule and attend your welcome call Prepare for data extraction Review your current payroll data and make sure Data Quality Checklist is complete Verify database and run test payrolls Process and verify your Paylocity payroll Launch Employee Self-Service registration
25 Summary Ask employees to check pay stubs Watch for Web Time, Web Benefits, and Onboarding roll-out Ask for help Paylocity Implementation Specialist Central Payroll Human Resources HRIS Help Desk
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