Customized Reports for Payroll Processing-Session 1003

Patsy Havenstein Division of Human Resources, Patsy@ksu.edu

John Letourneau Office of Information Systems, jml@ksu.edu

Kansas State University

Overview of K-State Achieving Data Integrity Automated Functions Post Payroll Reports

Kansas State University Overview Fall 2000 Enrollment = 21,929 Over 10,000 Active Employees Land Grant Institution with employees in

105 Kansas counties and other states as well as employees with federal benefits

Process payroll for K-State plus 4 affiliated corporations

PeopleSoft Users at K-State About 400 PeopleSoft Users Majority of data entry in

Position, Job, Benefits, Deductions, Payroll, etc. is centralized— entered by HR & Budget Office Staff

PeopleSoft Implementation/Upgrade Dec 95 - Implemented PS 4.0 HRMS with

Base Benefits & Payroll Jun 98 - Upgraded to PS 6.01 Public

Sector Oct 99 - Upgraded to PS 7.51 HRMS

Education &Government Oct 01 - Upgrade to PS 8 HRMS

Achieving Data Integrity

- To Reduce Adjustments Through Data Integrity While Improving Customer Service

� Process� Examples� Statistics� Results

Process

Review and Chart Adjustments Group Adjustments Determine Controllable Adjustments Determine Largest Problems Determine Rules Write Edit

Examples

Tax Edit Report Benefit Edit Report General Deductions Edit Report Job Edits Report

Tax Edit Report

Exempt from FICA, Subject to SUT Subject to FICA, Exempt from SUT Federal Special Tax Withholding Status

= Do Not Maintain Taxable Gross & Do Not Withhold Taxes

Non-Resident Aliens - Additional Withholding not equal $15.30

Tax Edit Report (continued)

Student Employee not Enrolled Employee Exempt from FICA Federal Withholding Allowance not

equal State Withholding Allowance

Tax Edit Report (continued)

Employee with Federal Benefits with State Unemployment Tax

Employee with Federal Benefits Enrolled CSRS retirement with OASDI

Employee with Federal Benefits Enrolled FERS Retirement without OASDI

Benefits Edit Report

Employee Enrolled in Health Benefits not Dental

Employee Elected Coverage Health Benefits Waived Coverage Dental

Employee Enrolled State Retirement no Group Term Life Deduction

Benefits Edit Report

Employee Enrolled in Benefits Eligible Program Not Enrolled in Retirement

Employee Enrolled in Benefits Eligible Program Not enrolled in Health Benefits

Employee Working less than .5 FTE not Eligible for Benefits

General Deduction Edit Report

Employee Missing General Deductions Required by State of Kansas

Employee with Federal benefits with Workers Compensation

Affiliate Employee with Invalid General Deduction.

Job Edit Report

Employee in Multiple Companies Mapped to the same Benefit Record

Employee in Same Company & Paygroup Not Mapped to the same Benefit Record

Some Employees cannot have Add Pay

Job Edit Report

Compensation Frequency not equal Type of Employee

Potential Overpayment of Hourly Employee

Student Employee in Benefits Eligible Program

Statistics

1998 2000 PercentChange

Supplementals 4337 1950 -68.98

Adjustments 3855 2232 -36.68

Results

Reduced Phone Calls & Complaints Reduced Off-cycles & Retroactive

Funding Transfers Reduced Time to Process Reports &

Remittances Took on Additional Duties Left Position Vacant

Processes Before Payroll

General Deduction Insert Step Increase Programs Longevity Bonus Process Leave Plan Insert

Processes During Payroll

Time and Leave Load Imputed Income Salary Hours Adjustment

Processes After Payroll

CWSP Funding Leave Accrual Adjustment Payroll Payments by Account

Report

Processes After PayrollPayroll Payments by Account� Funding Info by Pay Period� On or Off Cycle� By Department� By Voucher Number� By FRS Account Number

Questions

Customized Reports for Payroll Processing-Session 1003

Patsy Havenstein

Division of Human Resources, Patsy@ksu.eduJohn Letourneau

Office of Information Systems, jml@ksu.edu