Human Capital Management
Implementation
Payroll
Project Sign-Off
Saturday, February 11, 2017
(c) 2016 Board of Regents of the University System ofGeorgia. All Rights Reserved.
1
Table of Contents
i
1-HCM Data Flow Inputs and Outputs
DESCRIPTION ENTERPRISE DIAGRAM PROVIDING “THE BIG PICTURE”
PURPOSE A. Presents key modules, processes and interfacesB. Highlights points of integration, input and output of system dataC. Highlights outstanding decisions related to the design,
development, configuration and implementation processesPRIMARY USERS Steering Committee, Practitioners, ITS, SSC and USO Management
2-HCM Business Process Listing (HCM-003-BPR)
DESCRIPTION QUICK REFERENCE LISTING OF MAJOR TASKS
PURPOSE A. Defines scope of the core implementation, based on the relatedbusiness process and practitioner community
B. Serves as a “common denominator” for design, development,testing and training documentation
PRIMARY USERS Practitioners
3-HCM Business Process Flow Diagrams – Future State
DESCRIPTION VISIO DIAGRAMS PRESENTING PROCESSING STEPS IN A SEQUENTIAL FORMAT, SEGREGATED BY THE SECURITY ROLE NAME
PURPOSE A. Confirms touchpoints and “hand-offs” within a business processB. Identifies control points and segregation of duties
PRIMARY USERS Practitioners
4-HCM Business Process Fact Sheet (HCM-002-BPR)
DESCRIPTION BUSINESS IMPACT SUMMARY
PURPOSE A. Presents changes to business policies and procedures, resultingfrom the implementation
B. Serves as the basis for the communication plan, “delta training”and other change management initiatives
PRIMARY USERS Steering Committee, Process Owners, Communications Team, Training Teams
2
Table of Contents
ii
5-HCM Decision Point Fact Sheet (HCM-006-DPT)
DESCRIPTION OUTSTANDING ISSUES SUMMARY
PURPOSE A. Outlines issues which impact design, development, projectscope and go-live dates
B. Presents potential solutions and documents the approachrecommended by the project team
C. Serves as the basis for issue discussion and resolutionD. Tracks the status of items transitioned to HR, Fiscal Affairs and
the Steering CommitteePRIMARY USERS Steering Committee, ITS, SSC and USO Management
6-HCM Use Cases (HCM-010-TST)
DESCRIPTION LISTING OF MAJOR TASKS ASSOCIATED WITH BUSINESS PROCESSES
PURPOSE A. Lists major tasks within a business process and denotes the taskpractitioner
B. Serves as the basis for defining the scope of user acceptancetesting and practitioner training
C. Links major tasks and business processes to security roles anduser groups (SSC, ITS, Institution, USO, etc.)
D. Defines the audience for communication initiativesE. Serves as the basis for user acceptance testing
PRIMARY USERS Practitioners, Communication Team, Training Team, Security andWorkflow Team
7-HCM Business Requirements (HCM-004-REQ)
DESCRIPTION DETAILED LISTING OF CORE FUNCTIONALITY IDENTIFIED IN SYSTEM DESIGN SESSIONS
PURPOSE A. Defines scope of the implementation, based on the relatedbusiness process
B. Serves as a “common denominator” for design, development,testing and training documentation
PRIMARY USERS Steering Committee, Implementation Teams, Auditors & Practitioners
3
Table of Contents
iii
8-HCM Reports/Interfaces/Conversion/Enhancements (“RICE”) Inventory (HCM-
015-RIC)
DESCRIPTION LISTING OF CUSTOM OBJECTS FOR DEVELOPMENT
PURPOSE A. Identifies custom tables, pages, interfaces and other objectsrequired to fulfill approved business requirements for eachrelated business process
B. Serves as a “common denominator” between the requirementsgathering and design/development efforts
C. Groups different types of modification elements (tables, pages,etc.) for ease of migration
PRIMARY USERS Implementation Teams, ITS Staff
9-HCM RICE Inventory with Business Requirements (HCM-016-RIC)
DESCRIPTION LISTING OF CUSTOM DEVELOPMENT OBJECTS AND RELATED REQUIREMENT INFORMATION
PURPOSE A. Presents an integrated view of the requirements gathering anddesign/development efforts
B. Associates custom development with an approved businessrequirement [NOTE: This report presents the same informationas 7-HCM Business Requirements (HCM-004-REQ) where customdevelopment is required].
PRIMARY USERS Implementation Teams, Practitioners, ITS Staff
APPENDIX – Job Aids
4
PS Payroll for North America
Human ResourcesPS Module
Aon Benefits AdministrationPayroll Instruction
File (PIF)
Time and Labor
PS Module
Absence Management
PS Module
ADP Tax Services
ADP Garnishment
Glacier
NRA Integration
Wells FargoCheck Print
Wells FargoACH Process
Job Data
Time Reporter CriteriaHourly Rate
EligibilityEnrollment
W2 PrintFile
Direct DepositFor Expense
Payment
Equifax ACA
Commitment AccountingPS Module
PeopleSoft Payroll for North AmericaData Flow Inputs and Outputs Employee
Tax Data
Employee General
DeductionData
Employee Direct
DepositData
Retro PayProcess
Additional Pay Excel
Spreadsheet Process
Automated Adjustment
Load Process(Earning &
Deductions)
PeopleSoft Tax Compliance
Updates
ADP Lien Upload(Garnishment)
Employee OutsideUS Payroll Solution
Contract Pay W2 Print Vendor Full integration with
Glacier for NRAs Paycard Vendor
Load Approved Absences to Payable TimeLoad Comp Time & Deferred Holiday Hours Balances
Work Schedules
PayableTime
FMLA DataStandard Hours
Eligibility and Enrollment Criteria
General Ledger
Common Remitter
RET/Savings
H.S.A./FSA FileOptum
5
HCM Business Process ListingHCM-003-BPR
Payroll
Process Name Tracking Only?
AD002 - Audit Payroll Changes Yes
PY001 - Pre-Payroll Processes (Day 1) No
PY002 - On-Cycle Payroll Processing (Day 2-3) No
PY003 - Post Payroll Processes No
PY004 - Aon Payroll Instruction File (PIF) Upload No
PY005 - Off-Cycle Check Processing No
PY006 - Check Reversal Processing No
PY009 - Tax Balancing after Payroll, Month End, and Quarter End No
PY013 - Year End Processes No
PY014 - Calendar Year Preparation No
PY015 - Summer Payroll Processing No
PY016 - Special Payroll Processing - Unconfirm No
PY017 - Non-Resident Alien (NRA) Tax Set Up No
PY018 - Adding or Modifying an Earnings Table No
PY019 - Adding or Modifying a Deduction Code No
PY020 - Adding or Modifying a Paygroup No
PY021 - Adding or Modifying Company Tax Data No
PY022 - Annual Retirement Limits Review_Update No
PY023 - Tutition Assistance Plan (TAP) Benefit Reporting No
PY024 - Adding New State -Employee Level No
PY025 - W2c Processing No
PY026 - Repayment of Overpaid Wages Yes
PY027 - Arrears Override No
PY028 - Test and Apply Federal and State Tax and Garnishment Compliance Updates No
PY029 - Retroactive Pay Process Yes
PY030 - Balance Adjustment Process No
PY032 - Updating and Maintaining Employee Level Data No
PY033 - Retro Benefit Deduction (OneUSG/HCM) No
PY034 - Retro Benefit Deductions (ADP EV5) No
PY100 - Payroll Table Configuration and Maintenance Yes
Saturday, February 11, 2017 Page 1 of 36
HCM Business Process ListingHCM-003-BPR
Payroll
Process Name Tracking Only?
PY500 - Administer Payroll Security Yes
PY600 - AdHoc Reporting Yes
PY999 - Payroll Data Conversion Yes
Saturday, February 11, 2017 Page 2 of 37
HCM Business Process ListingHCM-003-BPR
End of Report
Saturday, February 11, 2017 Page 3 of 38
PY001 - Pre Payroll Processes (Day 1)N
ight
ly B
atch
Pro
cess
BO
R_P
AY_
AN
ALY
ST
Last Updated 02.06.2017
Run Retro Pay Calc
Day 1(Business Day Prior
to Payroll Submission)
Complete Additional Pay Excel
Spreadsheet Load
Review Additional Pay Data to validate
resultsProcess Complete
Review/CorrectionOf Retro Pay
Run and Correct
Presheet Audit Report
Load Automated Adjusted
Spreadsheet to Staging Table
UploadErrors?
Correct Errors and Reload Spreadsheet
Yes
Invalid Funding Maintenance
CA107
Complete Automated AdjustmentSpreadsheet
(Earnings, Deductions, Retro
Deductions)
No
9
PY002 – On-Cycle Payroll Processing (Day 2)B
OR
_PA
Y_A
DM
IN_S
SCB
OR
_PA
Y_A
NA
LYST
BO
R_P
AY_
AN
ALY
ST_S
SC
Last Updated 02.07.2017
Confirm Correct Calendars are Attached to Pay Run ID
Create Paysheets for Consolidated Pay
Run ID
Load Retro PayTo Paysheet
Run PreliminaryPayroll Calc
Time Approval & Sign Off
TL003
Final CalcLoad Time and Labor
to Paysheets
Manual Adjustment Spreadsheet Completed
Load Automated Adjustment
Spreadsheets
Notify Institution Payroll Received
Notify BORPAY-AnalystSSC Payroll Ready to Review
& Adjust
Balance Payroll
Run Balancing & Audit Reports &
QueriesAdjustments?
Print/Save Payroll Error
Messages
Retro Pay AdjustmentsCompleted
Submit Payroll Package to SSC
Payroll
Lock Time and Labor by Pay Group
Print Payroll Error Messages
HR Lock Off
Enter Payline Adjustments
Payroll Error Messages?
BW Day 3Institutional Review Begins
Notify Inst Payroll is Ready for Review
Final Calc
Invalid Funding
MaintenanceCA107
Run & Save Required Payroll
Reports
Resolve Any Payroll Error
Messages
No
Presheet Audit Report Corrections
Complete
Yes
Email HR PY Listserve that HR
Lock is Off
Yes
Final CalcPrint/Save
Payroll Error Messages
Run Calculate Savings &
Retirement in Report Only
Print Calculate Savings &
Retirement Error Report
Notify BORPAY-
AnalsytSSC to balance
TL
Review/Save Time and Labor Error
Messages
Validate/Balance T&L by Institution
BOR_TL_PAYABLE_BAL_RPT_SSC_BW/
MO
A
A
No
Final CalcPrint/Save
Payroll Error Messages
Pre-Payroll Processing
PY001
Begin Payroll Processing
10
PY002 – On-Cycle Payroll Processing (Day 3)B
OR
_PA
Y_A
DM
IN_S
SCB
OR
_PA
Y_A
NA
LYST
BO
R_P
AY_
AN
ALY
ST_S
SC
Last Updated 02.07.2017
Run and Resolve Any Preconfirm Audit
Errors
Run Balancing & Audit Reports &
Queries
Final Review of Payroll Prior to
Confirm(BOR_PAY_MANAGE
R)
Final Calc
Complete Final
Manual Adjustment Spreadsheet
Contact SSC Payroll Manager
Continue to confirm?
Resolve Issue
Is there an issue preventing
confirm?
BW Day 2
BalanceResolve Any Payroll Error
Messages
Run AM Off-cycle Process
Is Off-Cycle AM Required?
Yes
Request AM Off-cycle Process
Load TL
No
Email Manual Adjustment Spreadsheet
Notification OK to Process Final Calc
Print Payroll Error Messages
Final Calc
Adjustments?
Payroll Error Messages?
Notification Payroll is Ready for Pre-confirm Review
B
Yes
Notification Payroll is Ready for ConfirmNo
No
Yes
A
Resolve Any Payroll Error
Messages
Update OK to Pay Required?
Run Update OK to Pay
Yes
Run Predistribution Audit
BEnter
AdjustmentsYes
BW Day 2
Confirm Consolidated Payroll
Email Payroll Listserve that Payroll
is Confirmed
Payroll Processing Complete
A
No
C
C
No
Print Payroll Error Messages
Yes
Run NRA Earnings Split
No
Print NRA Earnings Split ReportFinal Calc
11
PY003 – Post Payroll Processes B
OR
_PA
Y_A
DM
IN_S
SCB
OR
_PA
Y_A
NA
LYST
Last Updated 02.07.2017
Run Post Confirm Processes
Run Required Consolidated Payroll
Reports
Run Calculate Savings &
Retirement
Create Wells Fargo ACH File
WF001
Create Wells Fargo Check
Print FileWF001
Create ACH PDF FileFor Employee Self
Service
Create Check PDF File for Employee
Self Service
Create ADP Garnishment
FileAG008
Create ADP Tax Periodic
FileAT010
Run Post Payroll Reports
Notification the Post-Confirm Processes are
Complete
Post Payroll Processes
Completed
Attach Pay Calendars to next
Pay Run ID
Common Remitter
FN108
Predistribution Audit Process
CA109.18
Send Payroll Summary MM101
Is it the last payroll of the
month?
Create ACA FileEquifax
Yes
No
Run HR Lock ON Process
Create Optum H.S.A./FSA File
Payment to Banner for Work Study
File
12
PY004 – Payroll Instruction File (PIF) Upload
Thir
d P
arty
B
enef
its
Adm
inis
trat
orIT
SSS
CIn
stit
uti
on
Last Updated 02.09.2017
Benefit Deductions Identified
Employee Level General
Deductions
Payroll Instruction
File Received by FTP
Batch Process PIF Upload File
PIF Run to Success?
PIF Upload Remediation
No
Error Report Review/
RemidiationProcess Complete
Employee General
Deduction Updated(EE & ER)
Email Notification to ITS PayrollSSC Payroll
Download and Disburse PIF
Error File
Yes
Error in File Uploaded?
Yes No
13
PY005 – Off-Cycle Calendar ProcessingB
OR
_PA
Y_A
NA
LYST
_SSC
BO
R_P
AY_
AN
ALY
STTh
ird
Par
ty
Ven
dors
Em
plo
yee
Last Updated 02.07.2017
Institution Submits Off-Cycle Payment
Form
Has request met the criteria in
the BPM?
Add Off-Cycle Pay Calendar & Attach
Pay Run ID
Add Paysheet for Employee
Enter Payment Information
Run Off-Cycle Pay Calc
Review Results
for Accuracy
Off-Cycle Calendar is Confirmed
Run Required Post Payroll Processes
Employee Receives Off-cycle Payment
Payroll Error Messages?
Post-Payroll Processes
PY003
Notify Institution that Request is
Declined
No
AM Off-Cycle ProcessAM008
Off-Cycle Requested
On Demand Declined
A
A
Review Results & Approve Confirm
B
B
YE/FYE Adjustment
Payroll?Yes No
Yes
No
Ensure Check Date is Unique
Yes
PrePayroll PY001
Notify Money Movement of Off-
cycle Payroll Confirm
14
PY005 – On Demand Check ProcessingB
OR
_PA
Y_A
NA
LYST
_SSC
BO
R_P
AY_
AN
ALY
STEm
plo
yee
BO
R_M
on
ey
Mo
vem
ent_
SSC
Last Updated 02.07E.2017
Institution Submits On Demand
Payment Request Form
Enter EMPL ID and Pay End Date
Enter Time & Labor Data
TL017
Review Results
Provide Review to Institution
Employee Receives Payment
Check Errors?
Use Paysheet Creation Process?
Access Create Online Check Page
Load Time & Labor?
Yes Yes
Enter Pay Data Save and Calculate
No
No Change DataYes
SSC Overnight Check Process To Employee or Institution
Record Payment in CEO Portal
Money Movement
MM101
Need For Demand Check
Does Request Meet Criteria?
Yes
Off-Cycle Process
No
Confirm and Print Process
Send Money Movement Payroll
Summary
Review Check for Accuracy
A
A
B
B
ACH to Employee Account
TBD
Overnight Delivery?
Yes
No
15
PY006 – Check Reversal in HCM ProcessingB
OR
_PA
Y_A
NA
LYST
_SSC
BO
R_P
AY_
AN
ALY
ST
Last Updated 02.07.2017
Reversal Required
Complete Check/Advice Reversal Request form
Check is Reversed in PeopleSoft HCM
Reissue Check?
Determine Method of Repayment
Yes
Will Off-Cycle Payroll be Used?
No
Wells Fargo Reversal ProcessWF003
Reference On Demand Check
Process PY005
Reference Off-Cycle Check
Process PY005
Yes
Notify Institution Process(es) Complete
No
Reversal Process Complete
16
PY009 – Tax Balancing after Payroll, Month End, Quarter EndB
OR
_PA
Y_A
NA
LYST
_SSC
BO
R_P
AY_
AN
ALY
ST
Last Updated 10.04.2016
Tax Reconciliation
Run & Record Tax Summary Report TAX010FD/ST at MO
end and QTR end
Tax Spreadsheet
balance?
Run Tax Error Report
(Tax 900)
Are there any errors?
Run and record the Quarter Balancing Versions
Validates Institu-
tion is in Balance
Submits Quarter File to ADP for processing
ADP Tax FilingAT010
Tax Balancing Spreadsheet in
balance?
Complete& Submit Qtr Tax
Approval
YesYes
Balance Adjust.PY030
Errorscorrected w/
Manual Check?
No
Off-Cycle Check PY005 Yes
End of Month? Yes
End
No
No
No
No End of Quarter?
End
Yes
No
Run/Record Tax Deposit Summary
TAX001 post-confirm of Payroll
Yes
17
PY014 – Calendar Year PreparationB
OR
_PA
Y_A
NA
LYST
_SSC
Last Update 02.03.2017
Payroll Year End Prep begins
Build Balance ID s for upcoming year
Run Calendar Year (CY) Automated
process
Manually add Fiscal Year (FY) balance
info
Create HCM Payroll Calendar
Spreadsheet
Create Pay Calendars
Modify Check Dates?
Change Check Dates on Pay Calendars
Create Pay Run ID s
Complete
Yes
No
Distribute HCM Payroll Calendar to Institutions and ITS
18
PY016 – Special Payroll Processing (Unconfirm)B
OR
_PA
Y_A
DM
IN_S
SCIT
SB
OR
_PA
Y_A
NA
LYST
BO
R_P
AY_
AN
ALY
ST_S
SC
Last Updated 02.07.2017
Issue identified after confirm
Verify Confirm
Flag reset on Pay
Calendar
Run Query/SQL to verify Pay Line
Statuses have been reset
Query/SQL PAY_DISTRIBUTN records deleted
Manually Reset
Last Form number
used
Run Final Calc
Run Payroll Error Message Report
Reverse T&L?
1st confirm forbalance period?
ITS deletes Balance Record
Run Balancing Queries
Balance Payroll
Confirm Payroll
Remove Pay Run ID from paygroup(s)
not impacted
Determine Paygroups Impacted
Run Pay Unconfirm process
Resolve Issue
Yes
Error Messages
Notify Payroll
Ready for review
No No
Resolve Error Messages
Yes
No
Final Review of Payroll Prior to
Confirm
Run Preconfirm Audit
Add Pay Run ID s to Calendars
Yes
Reverse T&L
Notify Institutions Payroll is Ready for
confirm
Notify Payroll is
Ready for confirm
Post Payroll Processes
PY003Process Complete
19
PY016 – Special Payroll Processing (Reverse Time and Labor)B
OR
_PA
Y_A
DM
IN_S
SCB
OR
_PA
Y_A
NA
LYST
_SSC
Last Updated 02.07.2017
Run Reverse T&L process
Query/SQL verify T&L Status reset to
RP
Rerun Load T&L process
Process completes
successfully?
Unsheet Paylines?
NO
Unsheet
NoReverse
T&L Resolve Issue
Yes
Run PreliminaryPayroll Calc
Payroll Error Messages?
Resolve Payroll Error
Messages
Yes
Yes
Notify Payrolls are Ready to
Review/AdjustNo
Balance Payroll
Run Balancing Queries
Payroll Error Messages?
Resolvepayroll error
messagesYes
Run Final Calc Payroll Errors? No
No
Resume Payroll
ProcessingPY002
Yes
20
PY016 – Special Payroll Processing (Unsheet)B
OR
_PA
Y_A
DM
IN_S
SCIT
SB
OR
_PA
Y_A
NA
LYST
_SSC
Last Updated 02.07.2017
Run Pay Unsheet process
Run Query/SQL verify Pay Earnings
are deleted Create Paysheets
PYLOAD transactions?
Load Automated Adjustment Spreadsheet
(PSHUP) to Staging Table
Load Automated Adjustment
Spreadsheet (PY Load) to Payline
Add Manual Adjustments to
Payline
Load Time and Labor to Paysheets
Run PreliminaryPayroll Calc
Notify Payrolls Ready to Review/Adjust
Unsheet
Reset RecordsPU_STATUS on
PSHUP_TXN
Create Query to extract earnings deductions on
paylines
Review Pay Calendars flags are
reset
Send Notification
Run Balancing Queries
Balance Payroll
Payroll Error Messages?
Resolvepayroll error
messages
Run Final Calc
Payroll Errors?
Run Payroll Error Message Report
Yes
No
Notify ITS
Yes
No
Print Payroll Error Messages
Yes
A
A
Continue Payroll
Confirm PY002
No
21
PY017 – Non-resident Alien Tax Set UpT
hird
Pa
rty
Ven
dor
BO
R_
HR
_A
NA
LY
ST
BO
R_N
RA
_A
DM
INE
mplo
yee
BO
R_P
AY
_A
NA
LY
ST
_
SS
C (
?)
Last Updated 02.07.2017
NRA is Hired
NRA Hire ProcessHR018
Verify eligibility
through Glacier
Provides
Summary /
Documentation
Confirms Receipt
of Glacier Forms
from NRA
Correct Employee
Tax Data
Country on
Tax Treaty
Table?
Complete Tax
Treaty Request
Form
No
Set up Tax Treaty
Data
Notify Tax Treaty
Complete
Complete Glacier
Forms
Yes
Day 2
PY002
Create Glacier
Employee Profile
Email Notice to
Employee
22
PY018 – Adding/Modifying an Earnings CodeB
OR
_PA
Y_A
NA
LYST
_SSC
BO
R_P
AY_
AN
ALY
STC
ross
-fu
nct
ion
al R
evi
ew
Te
amLast Updated 02.07.2017
Need for New/Modified Earnings
Code Identified
Complete and Submit Earnings
Code Request Form
Review Earnings
Code Request
Create/Modify Earnings Code
Add New Earnings Code to Appropriate Earnings Program(s)
& Earnings Table
Update Earnings Code Data Dictionary
Earnings Code Request Complete
Review Earnings
Code Request
Notify Institution of New/Modified Earnings Code
Is this a new Earnings Code?
No
Yes
Notify FIN/CA of New/Modified Earnings Code
Notify Institution of Earnings Code to be
Used
Existing Earnings Code
satisfy request?
Yes
No
Request approved?
Yes
Notify SSC of DecisionNo A
A
23
PY019 – Adding/Modifying a Deduction Code (General)B
OR
_PA
Y_A
NA
LYST
_SSC
BO
R_P
AY_
AN
ALY
STC
ross
-fu
ncti
onal
Rev
iew
Tea
m
Last Updated 02.07.2017
Need for New/Modified Deduction
Code Identified
Review Deduction
Code Request
Add Deduction Code(s) to Deduction Table
Deduction Code Complete
Notification of New Deduction Code
Is this a new Deduction Code?
Modify Deduction Code Table
No
Review Request
Notify FIN/CA of New/Modified
General Deduction Code
Does this Deduction Code
Require a Vendor?
Resubmit Request?
Notify SSC of approval
Notify SSC of denial Is request approved?
YesNo
Notify Institution of Denial
Add Deduction Code(s) to General
Deduction Code Table
Contact Vendor Maintenance Team
Add Deduction to Company General Deduction Table
Add Vendor to Deduction Code
Yes
NoUpdate Deduction
Code Data Dictionary
Complete & Submit Deduction Code Request Form
Revise Request
Yes
Yes
ANo
A
24
PY019 – Adding/Modifying a Deduction Code (Retirement & Savings Plans)B
OR
_PA
Y_A
NA
LYST
_SSC
BO
R_B
N_A
NA
LYST
_SSC
Cro
ss-f
unc
tion
al R
evie
w T
eam
Last Updated 02.07.2017
Need for New/Modified Deduction
Code Identified
Review Benefit Deduction Code
Request
Is request approved?
Update Deduction Code Data Dictionary
Deduction Code Complete
Notify SSC of Approval
Notify Institution of New Deduction
Code
Is this a new Deduction Code?
Modify Deduction Code in
Deduction Table
Document Request
Notify SSC of Denial
No
No
Add Benefit Deduction Code to
Deduction TableYes
Notify FIN/CA of New/Modified
Deduction Code
Complete & Submit DeductionRequest
Form
Notify Institution of Denial
Resubmit Request?
BNo
BYes
25
PY020 – Adding or Modifying a PaygroupB
OR
_PA
Y_A
NA
LYST
_SSC
BO
R_P
AY_
AN
AL
YST
Cro
ss F
unct
ion
al
Team
Rev
iew
USO
ITS/
Com
mit
men
t A
cco
unti
ng
Last Updated 02.07.2017
Need for New/Modified Pay Group
Identified
Is request for New Paygroup
New Request to Cross-Function Review Team
YES
Is request approved?
Research Recom-mend
Action to USO
Update Paygroup Data Dictionary
Paygroup setup/changes are
complete
Research Recom-mend
Action to USO
Reviews Decision
and Notifies
SSC
Revision Request to Cross-Function Review Team
No
Complete & Submit Pay Group Request
Form
Yes
Review USO Decision and Notified SSC
No
A
Notify Institution of DecisionA
ITS & CA Adds/Maps New Paygroup
Work with All Functional
Areas to Add Paygroup
Add/Modify & Test Paygroup
26
PY021 – Adding or Modifying Company Tax DataB
OR
_PA
Y_A
NA
LSYT
_SSC
BO
R_P
AY_
AN
ALS
YTC
omm
itm
ent
Acc
ou
ntin
g
Last Updated 02.08.2017
New Tax State Required
SSC receives request and provides State Tax Setup Form to
Institution
Institution completes and returns Form
Tax Location needed?
Yes
All necessary information provided?
Follow-up with InstitutionNo
Yes
Submit Request to SSC Tax Team
Add new location to Tax Location table
Add State in Company State
Tax Table Notify Institution Company Tax Data is
Complete
Company Tax Data Complete
Map NewState
Update Taxable Gross Definition
Table
No
27
PY022 – Annual Retirement Limits Review_UpdateB
OR
_HR
IS_S
SCB
OR
_PA
Y_A
NA
LYST
_SSC
Last Updated 02.08.2017
Retirement Plan Limits Email
Received
Update RET
spread-sheet
Update Savings Limit Table
Update Savings(RET) Plan
Table
Run Savings Plan Extension for New
Calendar Year
Annual RET Limits Updated
Are Limits Correct?
Yes
Submit Ticket to HRIS
Notify SSC Limits Ready to Review
No
Update ORPL Deduction Code
(EE &ER)
28
PY023 – Tuition Assistance Plan (TAP) Benefit ReportingTe
achi
ng In
stit
utio
nB
OR
_BN
_AN
ALY
STEm
plo
yee
BO
R_P
AY_
AN
ALY
ST_S
SCH
om
e In
stit
utio
nB
OR
_PA
Y_A
NA
LYST
Last Updated 02.09.2017
Completes TAP Application
Process
Compiles TAP
Benefit Amounts
Semester TAP Benefit Spreadsheet
Distributed
TAP Benefit Amount FTP to
SSC
Review TAP
Benefit Amounts
TAP Benefit
Spreadsheet Complete?
Update Incom-plete
Informa-tion
TAP Benefit
Amounts Consoli-
dated
Yes
TAP Benefit Exceed IRS
Limit?
Tax liability is calculated &
remitted to Tax Agencies
TAP Benefit Process Complete
TAP sorted by
Home Institu-tion (HI)
Spread-sheet
placed in HI TAP Folder
TAP Benefit Totals
Validated
TAP Excess
RecordedYesNoA
A
No
29
PY024 – Tax Setup – Employee Level Non-Georgia Resident Working in Georgia
BO
R_P
AY_
AN
ALY
STEm
ploy
ee
Last Updated 02.09.2017
New Employee does not live in GA
Institution provides G4 State
Withholding Form to Employee
Employee Completes and returns form to
Institutio
Setup Employee s State Tax Panel
Review Tax Distribution Record
Update State Tax: UI State = GA
Resident State = Home State
Student?
Uncheck Subject to SUT
Setup Complete
NRA?No
NRAPY017
Yes
No
Yes
Manually Process?
Yes
Employee Accesses ESS
G4 Withholding
No
30
PY024 – Adding a New State- Employee Level Non-Georgia Work State and Non-Georgia Residency
BO
R_P
AY_
AN
ALY
STEm
plo
yee
Last Updated 02.09.2017
Employee lives & works in a state other than GA
Institution provides State Withholding
Certificate to Employee
Employee Completes and returns form to
Institution
Setup Employee s Taxes
Review Tax Distribution Record
Update State Tax Data (Resident and
UI State are the same)
Student?
Uncheck Subject to SUT
Setup CompleteCompany Set Up
for This State?Yes
Adding or Modifying
Company Tax Data
PY021
NoYes
NRA?No
NRAPY017
Yes
No
31
PY025 – W2c ProcessingB
OR
_PA
Y_A
NA
LYST
Emp
loye
eB
OR
_PA
Y_A
NA
LYST
_SSC
Thir
d Pa
rty
Tax
Serv
ices
Last Updated 02.09.2017
Need for W2c Identified
Research and
Identify Adj
Required
Submit W2c Request to SSC Tax
CorrectWith Adjustment
Payroll?Yes
Off-Cycle Check
ProcessingPY005
Create Balance Adjustment
PY030
No
Enter New
Amounts on W2
Adj. Page
Generate W2c Audit Report
Set the W2c Parameters
Create W2c Print File
Print and Distrib-ute W2c
Receives Notification that W2c Complete
Employee Receives W2c
Tax Amendment
AT011
Place Copy on
SFTP
32
PY026 – Repayment of Overpaid Wages Process (Active Employee)B
OR
_PA
Y_A
NA
LYST
Inst
itu
tio
nEm
ploy
eeB
OR
_PA
Y_A
NA
LYST
_SSC
Last Updated 02.09.2017
Overpayment of Wages Identified
P. 2
Submit Overpayment Form to SSC
Review Over-
payment Form
Adjust Docu-ments
Provide Overpayment Documents to
Institution
Review Docu-ments
Authorize documentation
Provide overpayment
documentation to employee
Payments made by Payroll
Deduction
Has full payment
been received?
Repayment process completed
Set up Accts Receivable
Repaid in One Payment?
HourlyTL005
SalariedPY001
Set Up Deduction
PY032
Is the Employee Active?
No No
A
A
Agree?
No
Yes
Can Payment Be Reversed?
No
Check Reversal
PY006Yes
Calculate Gross Over-
payment
Yes
No
Yes
33
PY026 – Repayment of Overpaid Wages Process (Inactive/Terminated Employee)B
OR
_PA
Y_A
NA
LYST
BO
R_P
AY_
AN
ALY
ST_S
SCEm
plo
yee
Inst
itu
tio
n B
ursa
r/A
R
Last Updated 02.09.2017
PY026P. 1
Submit Overpayment Forms
Calculate Amount Owed
Send Notification & Invoice to Inactive/Termed EE, Inst PY,
Bursar
Employee Responds?
Notify Institution EE hasn t Responded
No
Receives Notification EE
Hasn t Responded
Sends Payments as Specified in Agreement
Yes
Receives PaymentsNotify Inst PY and
SSC PY
Payback Same Year as Over-
payment?
W2C ProcessPY026
No
Work with EE
on Repay-ment
Schedule
Balance Adj.
PY030
A
Inst. AR ProcessA
Yes
Update Balance and Report to Bursar/PY
34
PY027 – Arrears Override ProcessB
OR
_PA
Y_A
NA
LYST
BO
R_P
AY_
AN
ALY
ST_S
SC
Last Updated 02.09.2017
Need for Arrears Override Identified
Update Max Arrears Frequency Override
Page
Process Complete
Complete Arrears Override Form
Notify Employee Arrears Cleared
Submit Arrears Override Request
Notify Institution Arrears Override
Complete
Review Arrears
Balances
Review Arrears Arrears Correct?
No
Yes
35
PY028 – Test and Apply Federal and State Tax and Garnishment Compliance UpdateB
OR
_PA
Y_A
NA
LYST
_SSC
ITS
APP
LIC
ATI
ON
SU
PPO
RT
Last Updated 02.09.2017
Tax Update (PUM) Received
Review Release Notes
Apply Update to Test
Database
Create Payroll Test Scripts
Execute Test Scripts Testing Pass?
Apply Tax Update to Producion
Notify SSC Test Data Base Ready
Notify ITS Testing CompleteYes
Notify ITS of Testing Issues Identified
No
Work to Resolve Issues
36
PY029 – Retroactive Pay ProcessB
OR
_PA
Y_A
NA
LYST
_SSC
BO
R_P
AY_
AN
ALY
STPe
opl
eSo
ft
Last Updated 02.09.2017
Retro Active change is made in Job Data
Review/Delete Retro Pay Requests
System Generates Retro Pay Requests
Calculate Retro Pay
PY001(Nightly Batch)
Review Calculated
Results
Delete/Change Request?
Make Required Update
Yes
Paysheets CreatedPY002
Retro Pay Loaded to Paysheets
PY002
Payroll CalcPY002
No
Review Retroactive Pay
37
PY030 – Balance Adjustments (Earnings, Tax, Deduction, Arrears)B
OR
_PA
Y_A
NA
LYST
Empl
oyee
BO
R_P
AY_
AN
ALY
ST_S
SC
Last Updated 02.09.2017
Need for Balance Adjustment Identified
Research and
Identify Required
Adjustment
Request Balance Adjustment
Reviews Balance Adjust
Request
Will Adjustment
Correct Issue?
Identify Correction Required
No
Enter Balance Adjustment
Review EE
Balances
Are Balances Correct?
Communicate Adjustment
Correction to Institution
Yes
Run Balance Adjustment Report
& Enter on Tax Balancing
Spreadsheet
Notify Institution Balance Adjusted
Process Complete
Is W2c Required?
W2c ProcessPY025
YesYes
NoNo
Use Manual Check?
No
Off-CyclePY005
Yes
38
PY032 - Updating and Maintaining Employee Level DataTax Distribution
BO
R_P
AY_
AN
ALY
STEm
ploy
ee
Last Updated 02.09.2017
Has new Work State
Notifies Institution of new Work State
Is institution set-up for this state?
Add a New Effective Dated Tax
Distribution RowYes
Adding a StatePY024
No Add New Work StateAdd New Percent of
Distribution
New Tax Distribution Complete
39
PY032 – Updating and Maintaining Employee Level DataFederal Tax
Empl
oyee
BO
R_P
AY_
AN
ALY
ST
Last Updated 02.09.2017
Requires Federal Tax Data Update
Completes Updated Form W4
Enters New Effective Dated Row
Submits Form to Payroll Office
Enter Updated Federal Tax Data
Notify Employee That Update is
Complete
Reviews Updated Information
Is Federal Tax Data Correct?
Federal Tax Data Update Complete
Yes
No
40
PY032 – Updating and Maintaining Employee Level DataState Tax
Empl
oyee
BO
R_P
AY_
AN
ALY
ST
Last Updated 02.09.2017
Requires State Tax Data Update
Completes Updated State Withholding
Form
Submit Form to Payroll Office
Enter New Federal Tax Row
Select the State Tax Tab
Enter Updated State Tax Data
Notify Employee Update Completed
Review Updated Data
Is State Tax Data
Corect?
State Tax Data Update Complete
Yes
No
41
PY032 – Updating and Maintaining Employee Level DataDirect Deposit
Empl
oyee
BO
R_P
AY_
AN
ALY
ST
Last Updated 02.09.2017
Requires Direct Deposit Updated
Completes Direct Deposit Form
Submits Form to Payroll Office
Enter New Effective Dated Direct Deposit
Row
Enter Updated Direct Deposit Data
Notify Employee Direct Deposit Data
Updated
Review Direct Deposit Data
Is Direct Deposit Data
Correct?
No
Direct Deposit Update Complete
Direct Deposit Change Email Auto Sent to Employee
42
PY032 – Updating and Maintaining Employee Level DataAdditional Pay
Ho
me/
Re
qu
est
ing
D
epar
tmen
tB
OR
_HR
_AN
ALY
STB
OR
_PA
Y_A
NA
LYST
Emp
loye
e
Last Updated 02.09.2017
Additional Pay is Required
Complete Additional Pay
Agreement
Ensure Proper Approvals Received
Submits Additional Pay Agreement to
Payroll
Enter New Effective Data Row (if
needed)
Review Additional Pay Data
Employee Received Additional Pay
Enter Additional Pay Data
43
PY032 – Updating and Maintaining Employee Level DataGeneral Deductions
Empl
oyee
BO
R_P
AY_
AN
ALY
ST
Last Updated 02.09.2017
Employee Requests General Deduction
Completed Required Request Form
Submit General Deduction Form to
Payroll
Enter New Effective Dated Row (if
needed)
Enter General Deduction
Data
Deduction from Employee s Pay
44
PY032 – Updating and Maintaining Employee Level DataReview Employee Paycheck
BO
R_P
AY_
AN
ALY
ST
Last Updated 02.09.2017
View Employee Paycheck
View Self Service Paycheck?
Navigate to Review Paycheck
No
Navigate to Self Service Paycheck
Yes
Paycheck Reviewed
45
PY033 – Retro Benefit Deductions (OneUSG HCM)T
hir
d P
art
y V
en
do
r B
en
efi
ts
Adm
inis
trat
ion
SSC
Ben
efit
sIn
stit
uti
on
Ben
efit
s/P
ayr
oll
Last Update 02.09.2017
Retroactive Benefit Deduction
Spreadsheet
CSV File Received in SSC Benefits FTP
FolderCopy of Original
Saved
Copy of File is Placed in Benefits FTP
Folder
FTP File Parse Process to
Institutional Benefits Folder
Practitioner Reviews Retro Deductions
Enter Retro Deductions
into Automated Adjustment Excel to CI
PY001
46
PY034 – Retro Benefit Deductions (ADP)Th
ird
Par
ty V
end
or
Ben
efit
s A
dmin
istr
ati
on
SSC
Ben
efi
tsIn
stit
uti
on
Be
ne
fits
/Pay
roll
Last Update 02.09.2017
Retroactive Benefit Deduction
Spreadsheet
CSV File Received in SSC Benefits FTP
FolderCopy of Original
Saved
Copy of File is Placed in Benefits FTP
Folder
FTP File Parse Process to
Institutional Benefits Folder
Practitioner Reviews Retro Deductions
Enter Retro Deductions into the
AAF
SSC ADP Payroll
47
HCM Business Process Fact SheetHCM-002-BPR
Payroll
AD002 - Audit Payroll ChangesBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 1 of 3548
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY001 - Pre-Payroll Processes (Day 1)Business Process:
1. Retroactive Benefit Deductions will be calculated by Aon and providedto Shared Services via a spreadsheet. SSC will parse the file anddisburse to the institutions by SFTP.2. Practitioners will review retro deductions and enter retro deductionsinto Automated Adjustment Process (Excel to CI)3. Automated Adjustment Spreadsheet will be used for earning anddeduction adjustments.3. Presheet Audit has been enhanced to include additonal paroll errorsand warnings.
Functionality Changes:
1. Aon will calculate retro benefit deductionsOwnership Changes:
1. NoneIssues Not Addressed:
1. Manual calculation and payline adjustment of retroactive benefitdeductions will be decreased with the the retro benefit deductions fromAon.
Issues Addressed:
1. NonePolicy Changes:
1. BPM 5.3 Employee PayBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. Spreadsheet utility that allows users to enter deduction adjustmentsinto an Excel format which they will then load to a staging table.
New Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 2 of 3549
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY002 - On-Cycle Payroll Processing (Day 2-3)Business Process:
1. Time and Labor Timesheet Lockdown is new functionality which willbe used by practitioners. This will prevent employees from making anychanges to their past timesheets which could cause balancing issues forPayroll. The employee will have access to their current timesheet.2. SSC will run PeopleSoft balancing and auditing queries in addition tothe delivered reports to balance payroll totals quickly and accurately andidentify any potential discrepancies and/or errors.3. One Pay Run ID will be used to process payroll instead of confirminginstitution specific Pay Run IDs and manually updating calendars to oneconsolidated Pay Run ID.4. Ability for institutions to review and adjust retro pay calculations onlineprior to payroll submission.5. Institutions will have standardized date and time to submit payroll tostreamline SSC processing, and gain processing efficiencies throughone consolidated confirm.6.Institutions will have the ability to review and request that the SSCprocess leave hours after T&L has loaded and prior to confirm.7. SSC will have the ability to "Lock" HR transactions from updatingemployees paysheets without a blackout period for HR practitioners.
Functionality Changes:
1. SSC will load Time and Labor, Retro Pay, Earnings and Deductionsadjustments for all institutions under one Pay Run ID instead of byseparate SSC Payroll Analysts.2. Institutions will run the payroll Presheet Audit and Pre-distributionAudit Reports instead of the SSC Payroll Analyst.
Ownership Changes:
1. NoneIssues Not Addressed:
1. Efficiency will be gained by SSC payroll processing under one PayRun ID. Instead of 27 Time & Labor, Retro Pay, Automated Adjustmentsloads and subsequent calcs these processes will be loaded once perpay run processing.2. Institutional practitioners can run the presheet audit report prior topayroll submission to allow more time for error identification andcorrection.3. Locking Time & Labor will provide enforceable deadlines for Timeapproval for institutional practitioners while still allowing Time updates tobe captured for future payroll processing.4. Institutional practitioners will have access to Retro Pay triggers andcalcs prior to payroll submission to allow time prior to payroll processingto review, research and/or correct any Retro transactions.
Issues Addressed:
1. NonePolicy Changes:
1. See 5.3.11 Payroll ProcessingBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
Saturday, February 11, 2017 Page 3 of 3550
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY002 - On-Cycle Payroll Processing (Day 2-3)Business Process:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 4 of 3551
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY003 - Post Payroll ProcessesBusiness Process:
1. HR Lock On will be reinstated to link HR to paysheet.Functionality Changes:
1. SSC will run the Calculate Savings & Retirement process instead ofADP.2. SSC will create and send the following files to Wells Fargo: ACH File,Check Print File3. SSC will create the direct deposit and check PDFs for Employee SelfService.4. SSC will create and send the following files to ADP: Garnishment andTax Periodic.5. SSC will attach Pay Calendars to the next Pay Run ID.6. SSC will creat ACA File for Equifax after the final payroll of thecalendar month.
Ownership Changes:
1. NoneIssues Not Addressed:
1. SSC Payroll will run the post-payroll interface processes whicheliminates dependencies on a Third Party Vendor to transmit essentialpost-payroll files. SSC will continue to utilize Third Party Vendors forefficient processing of direct deposits and printing payroll checks. SSCwill continue to reduce risk and achieve compliance by using a ThirdParty Vendor for remitting tax withholding and garnishment deductions.
Issues Addressed:
1. NonePolicy Changes:
1. See 5.3.11 Payroll ProcessingBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 5 of 3552
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY004 - Aon Payroll Instruction File (PIF) UploadBusiness Process:
1. Both Employee and Employer benefit deduction amounts will load togeneral deduction through the PIF upload from Aon.
Functionality Changes:
Ownership Changes:
NoneIssues Not Addressed:
1. Keeping Employee and Employer deduction amounts in sync2. Eliminating the custom ER Cost Load process3. Eliminating the custom HSA ER Match process
Issues Addressed:
NonePolicy Changes:
Business Procedures Impacted:
1. Aon will receive a BOSS extract and HR Indicative Data file tocalculate eligibility and load appropriate benefit general dedudctions toHCM.2. Retirement, Savings Plans (TSA, 529) will convert from EV5 andcalculate deductions from Base Benefit tables.
Conversion Approach:
Historical Data Approach:
New Forms:
New Approvals:
Saturday, February 11, 2017 Page 6 of 3553
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY005 - Off-Cycle Check ProcessingBusiness Process:
1. Online (On Demand) check processing is available for emergencycheck processing.2. Time and Labor can be loaded to off-cycle payroll.3. Off-Cycle Calendar functionality will be used.
Functionality Changes:
1. SSC will process all off-cycle checks instead of institutionalpractitioners.2. Money movement team will pull institution funds to cover off-cyclecheck payments instead of checks cut on institution bank account.3. SSC will print and distribute emergency (on demand) online checksinstead of institutional practitioners.4. Wells Fargo will print and distribute regularly scheduled off-cyclechecks, process off-cycle direct deposits and paycards.
Ownership Changes:
1. Paycard can be utilized to satisfy need for immediate off-cyclepayment to an employee. (Paycard provider TBD).
Issues Not Addressed:
1. Centralizing Off-cycle checks processing with a regularly scheduledoff-cycle payroll will allow employees to receive off-cycle pay by his/heron-cycle method: check, paycard and/or direct deposit.2. New Off-cycle BPM criteria gives institutional practitioners the toolneeded to significantly decrease the volume of off-cycle checksprocessed.3. Three delivery options are available when an emergency off-cyclepayment is required.
Issues Addressed:
1. NonePolicy Changes:
1. See 5.3.11 Payroll ProcessingBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. Off-cycle Payment Request Form for institutions to complete andsubmit to SSC to request an off-cycle check.2. On Demand Payment Requrest Form for institutions to complete andsubmit to SSC to reuest an emergency On Demand check.
New Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 7 of 3554
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY006 - Check Reversal ProcessingBusiness Process:
1. Institutions will no longer process stop payments, research stale dated checks, confirm that a check has cleared, or reverse/pull back direct deposits. These functions will be performed by either SSC Payroll or Money Movement teams.
Functionality Changes:
1. SSC will process check reversals in PeopleSoft and initiate reversal of payment or stop payments in Wells Fargo CEO Portal.2. SSC will process replacement of lost checks, rejected direct deposits, or pay cards.
Ownership Changes:
1. NoneIssues Not Addressed:
1. Employee balances in payroll system and reversals of employee payments with banking vendor stay in sync because both processes will be handled by SSC using an established Business Process.
Issues Addressed:
1. NonePolicy Changes:
1. See 5.3.11 Payroll ProcessingBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. Check and Advice Reversal Request FormNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 8 of 3555
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY009 - Tax Balancing after Payroll, Month End, and Quarter EndBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. See 5.2.7 Submission of Returns to Tax Agencies (Balancing)Business Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 9 of 3556
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY013 - Year End ProcessesBusiness Process:
1. NoneFunctionality Changes:
1. ITS will apply delivered PeopleSoft Tax and Garnishment Complianceupdate for year end.2. SSC will need to test year end updates.
Ownership Changes:
1. Vendor who will print W2s to be determined.Issues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 10 of 3557
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY014 - Calendar Year PreparationBusiness Process:
1. Calendar Year and Fiscal Year balance ID's in new system.Functionality Changes:
1. SSC will create balance ID's, pay calendars, FLSA calendars andscheduled pay run IDs instead of ADP.
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. See 5.3.11 Payroll ProcessingBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 11 of 3558
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY015 - Summer Payroll ProcessingBusiness Process:
1. See 5.3.11 Payroll ProcessingFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 12 of 3559
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY016 - Special Payroll Processing - UnconfirmBusiness Process:
1. Reversal of Time and Labor after hours are loaded to the paysheet isnow possible.2. ITS will be responsible for timely SQL updates and database backupsas required by SSC.
Functionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. See 5.3.11 Payroll ProcessingBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 13 of 3560
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY017 - Non-Resident Alien (NRA) Tax Set UpBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 14 of 3561
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY018 - Adding or Modifying an Earnings TableBusiness Process:
1. NoneFunctionality Changes:
1. Cross-functional review team will review and authorize new EarningsCode or modifications to existing Earnings Codes.
Ownership Changes:
1. NoneIssues Not Addressed:
1. Earnings Codes will be standardized and reviewed for compliancewith tax regulatons, Commitment Accounting/GL, FLSA and retirementeligibility.2. Earnings Codes have been configured to more closely align withemployee type. For example, Earnings Codes for hourly employees willbe "Hours Only" and tied to the hourly Earnings Program.
Issues Addressed:
1. NonePolicy Changes:
1. See 5.3.11 Payroll ProcessingBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. Earnings Code Request Form2. Earnings Code Data Dictionary
New Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 15 of 3562
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY019 - Adding or Modifying a Deduction CodeBusiness Process:
1. Company specific deduction codes need to be added to the CompanyGeneral Deduction Table instead of the ADP Deduction Program Table.
Functionality Changes:
1. Cross-functional review team will review and authorize new deductioncodes prior to system update.
Ownership Changes:
1. NoneIssues Not Addressed:
1. With the transiiton to Aon benefit deductions will remain generaldeductions.2. We will discontinue the ER cost load; instead we will have a separtatenon-taxable deduction code that corresponds to the benefit plan that hasan ER contribution.
Issues Addressed:
1. NonePolicy Changes:
1. See 5.3.11 Payroll ProcessingBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 16 of 3563
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY020 - Adding or Modifying a PaygroupBusiness Process:
1. NoneFunctionality Changes:
1. Cross-functional review team will review request and makerecommendation to USO.2. USO to review, vet and approve request.3. SSC will add or modify paygroup instead of ADP.
Ownership Changes:
1. NoneIssues Not Addressed:
1. Paygroups have been reviewed and recommendation made regardingthe paygroup(s) in which employees that become partially benefited dueto ACA legislation should be processed.
Issues Addressed:
1. NonePolicy Changes:
1. See 5.3.11 Payroll ProcessingBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
Paygroup Request FormNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 17 of 3564
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY021 - Adding or Modifying Company Tax DataBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. See 5.2 TaxesBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 18 of 3565
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY022 - Annual Retirement Limits Review_UpdateBusiness Process:
1. Limit table updated manually at the beginning of each calendar year.2. Savings Plan Table updated manually at the beginning of eachcalendar year.3. Run initial Saving Plan Extension process to assign additional catchupcontribution amount by employee based on age.
Functionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. Limits Table controls annual limits at a plan type level as opposed todeduction code/employee level thereby reducing compliance issues andrisk due to incorrect deduction code use.2. Annual limits are now recognized when an employee transfersbetween institutions for ORP and TSAs.3. Savings plan age-based catchup extensions are applied at a plan typebasis at the employee level based on date of birth instead of having tochange the employee deduction code and move any employee balancesto the new code.
Issues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 19 of 3566
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY023 - Tutition Assistance Plan (TAP) Benefit ReportingBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. Once all USG institutions are on the PeopleSoft platform, identifyingemployees across all institutions will be easier since all will be on thesame HCM system.
Issues Addressed:
1. NonePolicy Changes:
1. Tuition Assistance Program Procedures (HRAP)Business Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 20 of 3567
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY024 - Adding New State -Employee LevelBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. See 5.2.2 Set-Up Employees Tax Withholding Election in the PayrollSystem
Business Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 21 of 3568
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY025 - W2c ProcessingBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. See 5.2.8 Federal Form W-2 Wage and Tax Statement Provided toEmployees Annually
Business Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 22 of 3569
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY026 - Repayment of Overpaid WagesBusiness Process:
1. NoneFunctionality Changes:
1. Repayment of overpaid wages will be centralized at SSC.Ownership Changes:
1. NoneIssues Not Addressed:
1. Standardize practices across USG institutions.Issues Addressed:
1. NonePolicy Changes:
1. See 5.3.9 Recovery or Wage Salary Overpayment to EmployeeBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 23 of 3570
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY027 - Arrears OverrideBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. See 5.3.11 Payroll ProcessingBusiness Procedures Impacted:
1. There will be a program that will convert the arrears balances.Conversion Approach:
1. NoneHistorical Data Approach:
1. Arrears Repayment FormNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 24 of 3571
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY028 - Test and Apply Federal and State Tax and Garnishment Compliance Updates
Business Process:
1. NoneFunctionality Changes:
1. ITS will download and apply scheduled tax updates.2. SSC will test and approve tax updates in a test environment prior to applying to production.
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. See 5.2 TaxesBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 25 of 3572
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY029 - Retroactive Pay ProcessBusiness Process:
1. Institutions have ability to modify or delete retro pay requests basedon Job Data changes.
Functionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. All Institutions will be required to utilize the delivered retroactive payprocess instead of manually calculating retroactive pay amounts.
Issues Addressed:
1. NonePolicy Changes:
1. See 5.3 Employee PayBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 26 of 3573
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY030 - Balance Adjustment ProcessBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. See 5.3.11 Payroll ProcessingBusiness Procedures Impacted:
1. Calendar Year Balances will be loaded at the employee level forearnings, deductions, taxes, garnishments, and check YTD for mid-year conversions.Fiscal Year balances will be loaded for Earnings and Deductions at the employee level.
Conversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 27 of 3574
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY032 - Updating and Maintaining Employee Level DataBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 28 of 3575
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY033 - Retro Benefit Deduction (OneUSG/HCM)Business Process:
1. Retro benefit deduction will be calculated and provided by Aon.Functionality Changes:
1. Retro benefit deductions will be provided by Aon.Ownership Changes:
1. NoneIssues Not Addressed:
1. Manual calculation of retro benefit deductions will be calculated forpractitioners to review.2. Automated Adjustment spreadsheet functionality will be utilized toupload employee retro benefit adjustments to the payline.
Issues Addressed:
1. NonePolicy Changes:
Business Procedures Impacted:
Conversion Approach:
Historical Data Approach:
New Forms:
New Approvals:
Saturday, February 11, 2017 Page 29 of 3576
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY034 - Retro Benefit Deductions (ADP EV5)Business Process:
1. Retro benefit deduction will be calculated and provided by third partybenefits administration vendor.
Functionality Changes:
1. Retro benefit deductions will be calculated by third party benefitsadministration vendor.
Ownership Changes:
1. NoneIssues Not Addressed:
1. Manual calculation of retro benefit deductions will be calculated forpractitioners to review.2. Automated Adjustment spreadsheet functionality will be utilized toupload employee retro benefit adjustments to the payline.
Issues Addressed:
1. NonePolicy Changes:
Business Procedures Impacted:
Conversion Approach:
Historical Data Approach:
New Forms:
New Approvals:
Saturday, February 11, 2017 Page 30 of 3577
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY100 - Payroll Table Configuration and MaintenanceBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. NoneConversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 31 of 3578
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY500 - Administer Payroll SecurityBusiness Process:
1. NoneFunctionality Changes:
1. Security Roles and Permissions will be maintained by ITS/SharedServices2. Active Employee Password resets will transition from Shared Servicesto the Institution
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. See 5.6 Security Access to SystemsBusiness Procedures Impacted:
1. Roles and Permission Lists to be migrated from gold environment.Practitioners will be assigned the appropriate roles, company access, and department access.
Conversion Approach:
1. NoneHistorical Data Approach:
1. A new security form will be introduced which will include data neededrelevant for PeopleSoft security. An online security form will also betested for rollout.
New Forms:
1. NoneNew Approvals:
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HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY600 - AdHoc ReportingBusiness Process:
1. Reporting will be delivered as a combination of Queries, Delivered,and custom reports. Some users will have the ability to create newqueries and other users will only be allowed to run.
Functionality Changes:
1. Based on BP reviews current reports that are ran by SSC may be runby institutions or the report results may be distributed to institution users.
Ownership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. Requirements have been taken on current GGC/USO/SSC reports.These reports will be developed in PeopleSoft.
Conversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
Saturday, February 11, 2017 Page 33 of 3580
HCM Business Process Fact SheetHCM-002-BPR
Payroll
PY999 - Payroll Data ConversionBusiness Process:
1. NoneFunctionality Changes:
1. NoneOwnership Changes:
1. NoneIssues Not Addressed:
1. NoneIssues Addressed:
1. NonePolicy Changes:
1. NoneBusiness Procedures Impacted:
1. The approach has been determined by the type of data that wasconverted.
Conversion Approach:
1. NoneHistorical Data Approach:
1. NoneNew Forms:
1. NoneNew Approvals:
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HCM Business Process Fact SheetHCM-002-BPR
End of Report
Saturday, February 11, 2017 Page 35 of 3582
HCM Decision Point Fact SheetHCM-006-DPT
Payroll
ActiveDocument Status:
943 Issue: Is there a 12-month pay option for 10-month faculty in PeopleSoft 9.2?-
We will not be able to make any changes to the faculty pay frequency for the Pilot institution since the transition to PeopleSoft is in the middle of a contract year. Therefore, the 12 month pay option for 10 month faculty will not be available for the Pilot go-live date in December 2015. We anticipate this option will be available to institutions that have been converted to PeopleSoft 9.2 by the fall of 2016. A faculty member would be required to opt-in to the 12 month pay frequency prior to the beginning of the contract year.The 12 month pay frequency option will only be offered to faculty on the oneusg PeopleSoft 9.2 platform.The oneusg team will be working with the USG Office of Legal Affairs for further legal guidance on this change and detailed procedures and communications for institution practitioners and faculty will also be developed once approved by the USG.We are standardizing practices across the USG with the oneusg initiative so this will be an option for all institutions to have the 12 month pay option for 10 month faculty once the procedures are in place.
Final Decision:
Is there a 12-month pay option for 10-month faculty in PeopleSoft 9.2?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
945 Issue: Will the department budget table allow for queries or reports to be run for position information?-
By definition, payroll distributions will be associated with the department and position. Therefore, institution practitioners will be able to report on any payroll distribution at any point in time.
Final Decision:
Will the department budget table allow for queries or reports to be run for position information?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1000 Issue: How often will I get paid?-
Your pay schedule is dependent upon your employee classifications; exempt (monthly paid) or non-exempt, (bi-weekly paid). You will get specific information about pay schedule timing closer to your go-live date, when the team has solidified details and when it’s more immediately relevant.
Final Decision:
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Payroll
ActiveDocument Status:
1000 Issue: How often will I get paid?-
Your pay schedule is dependent upon your employee classifications; exempt (monthly paid) or non-exempt, (bi-weekly paid). You will get specific information about pay schedule timing closer to your go-live date, when the team has solidified details and when it’s more immediately relevant.
Final Decision:
How often will I get paid?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1001 Issue: Will Payroll schedules be standardized across the USG?-
Yes. Payroll schedules will be standardized for all institutions. You will get specific information about payroll schedules and timing closer to your go-live date, when the team has solidified details and when it’s more immediately relevant.
Final Decision:
Will Payroll schedules be standardized across the USG?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1002 Issue: If I think my paycheck is incorrect, what should I do?-
If you have a question about your paycheck or withholdings, please contact the University System of Georgia Shared Services Center at 478.240.6500
Final Decision:
If I think my paycheck is incorrect, what should I do?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1003 Issue: Does the new OneUSG PeopleSoft system include direct deposit?-
Yes. Direct Deposit is required for all employee payments at the University System of Georgia. To change your direct deposit funding order, you will log into the oneusg Employee Self Service and make changes under the direct deposit section.
Final Decision:
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Payroll
ActiveDocument Status:
1003 Issue: Does the new OneUSG PeopleSoft system include direct deposit?-
Yes. Direct Deposit is required for all employee payments at the University System of Georgia. To change your direct deposit funding order, you will log into the oneusg Employee Self Service and make changes under the direct deposit section.
Final Decision:
Does the new OneUSG PeopleSoft system include direct deposit?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1004 Issue: How do I know if I am eligible for overtime?-
Eligibility for Overtime is determined by your job classification. Please contact the University System of Georgia Shared Services Center at 478.240.6500 or your institution Human Resources department to determine if your position is eligible for overtime. Your overtime eligibility is dependent upon your employee classifications; exempt (monthly paid) or non-exempt (bi-weekly paid).
Final Decision:
How do I know if I am eligible for overtime?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1005 Issue: What is Paycheck Modeler?-
Paycheck modeling enables employees to simulate changes to their paycheck without updating the production tables. The goal of self-service paycheck modeling is to empower the employee with the ability to make payroll-related decisions without calling the payroll department or help desk. The end result is to increase employee satisfaction while reducing the workload of the payroll department. You will get specific information closer to your go-live date, when the team has solidified details and when it’s more immediately relevant.
Final Decision:
What is Paycheck Modeler?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
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Payroll
ActiveDocument Status:
1006 Issue: Will the USG process leave in the current month or in arrears with PeopleSoft 9.2?-
We are standardizing practices across the USG with the oneusg initiative. Processing leave in current vs. arrears becomes a non-issue in the Absence Management (AM) module of PeopleSoft 9.2.Absence Management processes time off requests in real-time (as they occur) and all approved requests will process within the pay period in which they occur. Absence requests are tracked on the employee’s timecard and are loaded to the pay cycle for processing along with all other approved hours for the pay period. All institutions on PeopleSoft 9.2 will be using the AM module and will process time off requests and approve leave in the same manner.
Final Decision:
Will the USG process leave in the current month or in arrears with PeopleSoft 9.2?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1007 Issue: Is there a 12-month pay option for a 10-month faculty in PeopleSoft 9.2?-
We will not be able to make any changes to the faculty pay frequency for the Pilot institution since the transition to PeopleSoft is in the middle of a contract year. Therefore, the 12 month pay option for 10 month faculty will not be available for the Pilot go-live date in December 2015. We anticipate this option will be available to institutions that have been converted to PeopleSoft 9.2 by the fall of 2016. A faculty member would be required to opt-in to the 12 month pay frequency prior to the beginning of the contract year. The 12 month pay frequency option will only be offered to faculty on the oneusg PeopleSoft 9.2 platform.The oneusg team will be working with the USG Office of Legal Affairs for further legal guidance on this change and detailed procedures and communications for institution practitioners and faculty will also be developed once approved by the USG.We are standardizing practices across the USG with the oneusg initiative so this will be an option for all institutions to have the 12 month pay option for 10 month faculty once the procedures are in place.
Final Decision:
Is there a 12-month pay option for a 10-month faculty in PeopleSoft 9.2?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1008 Issue: Will Job Earnings Distribution no longer be used with the implementation of OneUSG?-
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Payroll
ActiveDocument Status:
Job Earnings Distribution (JED) will transition to the Department Budget functionality in Commitment Accounting. The conversion process to extract data from ADP will select data from JED and populate the Department Budget tables. Institutions may have to make some manual updates in order to address payments traditionally made by Additional Comp
Final Decision:
Will Job Earnings Distribution no longer be used with the implementation of OneUSG?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1009 Issue: How do payroll distribution instructions get into the budget department table?-
The Pilot institutions will key the payroll distributions directly into the department budget tables. In future phases, the project team anticipates delivering a Manager Self Service page to request payroll distribution changes.
Final Decision:
How do payroll distribution instructions get into the budget department table?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1010 Issue: Will paid time off code for education support leave be added to time cards?-
Education Support Leave will be recorded in Absence Management, Absence Management transactions will be visible on the employee’s timecard. However, the Time Reporting Code (TRC) will automatically transmit to Payroll.
Final Decision:
Will paid time off code for education support leave be added to time cards?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1011 Issue: Will managers see pay information for their employees - amounts, dates, hours?-
Managers will be able to see compensation history for their direct reports but not actual pay checks. Managers will be able to view
Final Decision:
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Payroll
ActiveDocument Status:
historical time transactions within Time and Labor.
Will managers see pay information for their employees - amounts, dates, hours?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1012 Issue: Are we all moving to Wells Fargo with the implementation of OneUsg?-
The local banking relationship will not change; however, the money movement for oneusg will be facilitated through oneusg. Institutions will be asked to move from their existing PayCards to the Wells Fargo PayCards once they transition to oneusg.Update: Wells Fargo no longer offers a pay card option. USO is vetting new pay card vendor.
Final Decision:
Are we all moving to Wells Fargo with the implementation of OneUsg?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1013 Issue: What tool is used for overseas payroll and tax compliance?-
While PeopleSoft HR does have Global Payroll functionality, the oneusg team does not have plans to include it on the roadmap. Instead, the team is evaluating whether an outsourcing relationship should be explored for overseas employees.
Final Decision:
What tool is used for overseas payroll and tax compliance?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1014 Issue: How will we meet the data requirements for IPEDS?-
For the Pilot implementation, the existing ADP integration will be retrofitted for oneusg. The long term project roadmap includes an OBIEE HR Analytics reporting solution. The deployment timeframe for HR Analytics has not been determined at this point.
Final Decision:
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Payroll
ActiveDocument Status:
1014 Issue: How will we meet the data requirements for IPEDS?-
For the Pilot implementation, the existing ADP integration will be retrofitted for oneusg. The long term project roadmap includes an OBIEE HR Analytics reporting solution. The deployment timeframe for HR Analytics has not been determined at this point.
Final Decision:
How will we meet the data requirements for IPEDS?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
1015 Issue: What will be the status of prior year retirees flowing to Equifax?-
Anyone who has been active since 10/01/2013 will be included in the files sent to Equifax. If they have retired since 10/01/2013, their status will be inactive.
Final Decision:
What will be the status of prior year retirees flowing to Equifax?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
CompleteDocument Status:
50 Issue: Centralized Payroll Processing-
Final Decision:
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Payroll
CompleteDocument Status:
50 Issue: Centralized Payroll Processing-
Final Decision:
Current state: Exports are done by institution then consolidated.Question: Will the process to load TL Payable time to Payroll be ‘Fixed’ or ‘Adhoc’? i.e. will Payroll determine when to load time or will oneusg utilize the adhoc process that allows newly approved time to be loaded with each Pay Calc?Question: What will the oneusg payroll process cutoff times be for centralized processing? Current GAFirst, or other?
Document Details:
Commitment Accounting Impact:Actuals Distribtuion is ran by payrun ID and cannot be modified. If errors, it will hold-up all GL (same as current state pain point.) Will have to modify GL Interface to accomodate a single pay run ID to allow each institution to run their own GL.AP cannot be decentralized as it runs by payrun ID.Pre-Dist audt runs by pay run ID so each institution will not be able to run their own pre-dist unless it is modified.Pre-Dist audit will need to be centralized to accomodate post-confirm institution request to run pre-dist auditPayroll begins processing with individual payrunIDs to allow each institution the flexibility to process their payrolls at an individualized pace. If we keep this model through the end of payroll (instead of merging back into a singular payrunID), we can run the GL interface process by institution which will allow the institutions the same flexibility for their GL processing. Realizing there is a business justification regarding submitting the bank files as one, the bank file process can be customized to allow for the processing of multiple payrunIDs in a single batch. Additionally, the current RICE items which request multiple enhancements to delivered processes so that we could allow an institution to run a process for only their institution will not be required as payrunid will take care of this as-delivered.
Potential Solutions:
All institutional payrolls will be run on a consolidated PAY RUN ID; and the time and labor load will be done by the SSC.
Recommendation:
75HRAP Impact:
BPM Impact:
Not Applicable
5.0 Payroll
722 Issue: Will institutions be able to run the final payroll calculation or will it be run centrally by Shared Services?
-
The final payroll confirmation will be run by Shared Services using one consolidated pay run id.
Final Decision:
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Payroll
CompleteDocument Status:
722 Issue: Will institutions be able to run the final payroll calculation or will it be run centrally by Shared Services?
-
The final payroll confirmation will be run by Shared Services using one consolidated pay run id.
Final Decision:
Will institutions be able to run the final payroll calculation or will it be run centrally by Shared Services?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
723 Issue: Will institutions have a tool to rapidly enter payroll adjustments?-
Institutions will be able to load payroll adjustments to a staging table via spreadsheet
Final Decision:
Will institutions have a tool to rapidly enter payroll adjustments?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
724 Issue: Will Off-cycle payroll checks be processed at the institution or will they be processed centrally?-
Off-Cycle checks creation will be centralized at the Shared Services Center
Final Decision:
Will Off-cycle payroll checks be processed at the institution or will they be processed centrally?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
725 Issue: Can off-cycle payments utilize electronic payment or will the only option be to issue paper checks?
-
Off-Cycles checks and be distributed using electronic payment formats including: pay card and direct deposit (ACH)
Final Decision:
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Payroll
CompleteDocument Status:
725 Issue: Can off-cycle payments utilize electronic payment or will the only option be to issue paper checks?
-
Off-Cycles checks and be distributed using electronic payment formats including: pay card and direct deposit (ACH)
Final Decision:
Can off-cycle payments utilize electronic payment or will the only option be to issue paper checks?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
726 Issue: What vendor will assume ADP's responsibility for money movement?-
Wells Fargo has assumed ADP banking responsibilitiesFinal Decision:
What vendor will assume ADP's responsibility for money movement?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
727 Issue: Will institutions still be required to make payline adjustments for all changes or does PeopleSoft offer functionality to automate retroactive adjustments?
-
Retro pay functionality is configured to look at job and will be used instead of doing manual payline adjustments
Final Decision:
Will institutions still be required to make payline adjustments for all changes or does PeopleSoft offer functionality to automate retroactive adjustments?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
728 Issue: Does PeopleSoft offer functionality to minimize the impact of continuous job changes on payroll?-
A customization is introduced to lock out HR transactions during the final payroll calculations. This functionality will be utilized to eliminate the continuous need to recalc payroll at the Shared Services Center
Final Decision:
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Payroll
CompleteDocument Status:
728 Issue: Does PeopleSoft offer functionality to minimize the impact of continuous job changes on payroll?-
A customization is introduced to lock out HR transactions during the final payroll calculations. This functionality will be utilized to eliminate the continuous need to recalc payroll at the Shared Services Center
Final Decision:
Does PeopleSoft offer functionality to minimize the impact of continuous job changes on payroll?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
729 Issue: Will off-cycle payrolls be run on a regular schedule?-
Off cycle payrolls will be processed in the offweek that a bi-weekly payroll is not being processed.
Final Decision:
Will off-cycle payrolls be run on a regular schedule?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
730 Issue: Will institutions have a tool to rapidly load Additional Pay?-
Additional pay can be preloaded using a spreadsheet utilityFinal Decision:
Will institutions have a tool to rapidly load Additional Pay?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
731 Issue: Who will be responsible (Institution, Shared Services or System Office) for voiding and stopping payments?
-
Voids and stop payments will be Centralized at Shared Services. Institutions will not be able to assume these reponsibilities because all paychecks will be drawn on the System Office payroll account.
Final Decision:
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Payroll
CompleteDocument Status:
731 Issue: Who will be responsible (Institution, Shared Services or System Office) for voiding and stopping payments?
-
Voids and stop payments will be Centralized at Shared Services. Institutions will not be able to assume these reponsibilities because all paychecks will be drawn on the System Office payroll account.
Final Decision:
Who will be responsible (Institution, Shared Services or System Office) for voiding and stopping payments?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
732 Issue: What are the payroll processing deadlines for payroll confirmation and submission of the direct deposit file?
-
Payroll must be confirmed by 3:00pm on Tuesday. Wells Fargo ACH file must be submitted by 8:00pm PST in order to post the next business day.
Final Decision:
What are the payroll processing deadlines for payroll confirmation and submission of the direct deposit file?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
733 Issue: Can Retro pay adjustments only be associated with an on-cycle payroll run?-
Retro pay can be loaded to the on-cycle or off-cycle payrollFinal Decision:
Can Retro pay adjustments only be associated with an on-cycle payroll run?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
734 Issue: Will Retro Pay Calculation be run on demand or in batch centrally?-
Retro pay will be calculated nightly in batchFinal Decision:
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Payroll
CompleteDocument Status:
734 Issue: Will Retro Pay Calculation be run on demand or in batch centrally?-
Retro pay will be calculated nightly in batchFinal Decision:
Will Retro Pay Calculation be run on demand or in batch centrally?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
735 Issue: When will the HR Lock functionality be deployed during the payroll schedule?-
HR lock will be turned on before final payroll calculation. Shared Services will assume the responsibility to lock out the HR transactions. Any HR adjustments after the lock is enabled will have to be captured on the next payroll calc
Final Decision:
When will the HR Lock functionality be deployed during the payroll schedule?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
736 Issue: Will zero dollar checks be printed and sent to the employee?-
Zero dollar checks will be confirmed but Wells Fargo will not print the zero dollar checks
Final Decision:
Will zero dollar checks be printed and sent to the employee?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
737 Issue: What is the data source for the hours submitted to Equifax for Affordable Care Act Processing?-
ACA hours will be extracted from Payroll - Unpaid leave will come from Time and Labor and Absence Management
Final Decision:
Saturday, February 11, 2017 Page 13 of 2195
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Payroll
CompleteDocument Status:
737 Issue: What is the data source for the hours submitted to Equifax for Affordable Care Act Processing?-
ACA hours will be extracted from Payroll - Unpaid leave will come from Time and Labor and Absence Management
Final Decision:
What is the data source for the hours submitted to Equifax for Affordable Care Act Processing?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
738 Issue: Will ACA hours only exist in Time and Labor or will they be loaded to Payroll?-
ACA hours will be loaded to the pay sheetFinal Decision:
Will ACA hours only exist in Time and Labor or will they be loaded to Payroll?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
739 Issue: Who will be responsible for paying the benefit and tax laibilities? Institutions or the System Office?
-
All payments to vendors will be paid by the University System OfficeFinal Decision:
Who will be responsible for paying the benefit and tax laibilities? Institutions or the System Office?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
740 Issue: When will ORP contributions be transmitted to the vendors to apply to the employee's accounts?-
ORP contributors will be available to employee on pay dateFinal Decision:
Saturday, February 11, 2017 Page 14 of 2196
HCM Decision Point Fact SheetHCM-006-DPT
Payroll
CompleteDocument Status:
740 Issue: When will ORP contributions be transmitted to the vendors to apply to the employee's accounts?-
ORP contributors will be available to employee on pay dateFinal Decision:
When will ORP contributions be transmitted to the vendors to apply to the employee's accounts?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
741 Issue: Have any rules been instroduced to help cut down on the number of off cycle checks?-
Off cycle check creation will follow an eligibility testFinal Decision:
Have any rules been instroduced to help cut down on the number of off cycle checks?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
742 Issue: When will off-cycle checks be processed / created?-
Off cycle calendars will be setup in the off weeks of a regular payrollFinal Decision:
When will off-cycle checks be processed / created?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
743 Issue: On demand off cycles must be signed off by institutional leadership-
On demand off cycles must be signed off by institutional leadershipFinal Decision:
Who will authorize an off-cycle payment that doesn't meet the eligibility test?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
744 Issue: Is there a mechanism in PeopleSoft payroll to create a check without running a full payroll in the -
Saturday, February 11, 2017 Page 15 of 2197
HCM Decision Point Fact SheetHCM-006-DPT
Payroll
CompleteDocument Status:
event an institution needs a check immediately?
Online check functionality can be utilized for on demand off cycle checks
Final Decision:
Is there a mechanism in PeopleSoft payroll to create a check without running a full payroll in the event an institution needs a check immediately?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
745 Issue: What bank account will be used to fund the employee payroll?-
All paychecks will be paid off the USO payroll accountFinal Decision:
What bank account will be used to fund the employee payroll?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
746 Issue: Who will print off-cycle checks?-
Regular off cycle checks will be printed by Wells Fargo. The project team is still working on a strategy to address on-demand off cycles
Final Decision:
Who will print off-cycle checks?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
747 Issue: Will Year-End processing be modeled / tested prior to executing in production?-
Calendar year end will be processed in a test environment prior to running in production
Final Decision:
Saturday, February 11, 2017 Page 16 of 2198
HCM Decision Point Fact SheetHCM-006-DPT
Payroll
CompleteDocument Status:
747 Issue: Will Year-End processing be modeled / tested prior to executing in production?-
Calendar year end will be processed in a test environment prior to running in production
Final Decision:
Will Year-End processing be modeled / tested prior to executing in production?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
748 Issue: Who is responsible for updating the PeopleSoft system to be compliant with the latet tax / regulation updates?
-
ITS will be responsible for applying Oracle supplied updates. These updates will follow the traditional change control process including verification in a test environment prior to production deployment
Final Decision:
Who is responsible for updating the PeopleSoft system to be compliant with the latet tax / regulation updates?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
749 Issue: Will employees be able to access their W-2's online or will they continue to be mailed?-
W-2s will be viewable via PeopleSoft onlineFinal Decision:
Will employees be able to access their W-2's online or will they continue to be mailed?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
750 Issue: How often can year-end validation reports be run of thes an institution have to wait until the end of the calendar year?
-
W-2 audit reports will be run periodically throughout the year. SSC willrun quarterly and distribute to the institutions for review
Final Decision:
Saturday, February 11, 2017 Page 17 of 2199
HCM Decision Point Fact SheetHCM-006-DPT
Payroll
CompleteDocument Status:
750 Issue: How often can year-end validation reports be run of thes an institution have to wait until the end of the calendar year?
-
W-2 audit reports will be run periodically throughout the year. SSC will run quarterly and distribute to the institutions for review
Final Decision:
How often can year-end validation reports be run of thes an institution have to wait until the end of the calendar year?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
751 Issue: There are situations where adjustments are needed to change a person's W-2, but should not impact their gross wages. Has the system been configured to support this functional requirement?
-
Earnings codes and deduction codes have been established that will not add to an employee's gross pay
Final Decision:
There are situations where adjustments are needed to change a person's W-2, but should not impact their gross wages. Has the system been configured to support this functional requirement?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
752 Issue: Will general deductions be configured to be instittuion specific or will similar deductions (like Fitness) be Shared?
-
The commitment accounting configuration requires a vendor be associated with a deduction code, therefore, the deduction codes cannot be shared.
Final Decision:
Will general deductions be configured to be instittuion specific or will similar deductions (like Fitness) be Shared?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
753 Issue: What is the process for requesting new earnings codes, deduction codes, etc?-
Institutions will submit a ticket to the Shared Services center requesting the new value. The request will be forwarded to an enterprise data team to ensure an value doesn't already exist. Additionally, the data
Final Decision:
Saturday, February 11, 2017 Page 18 of 21100
HCM Decision Point Fact SheetHCM-006-DPT
Payroll
CompleteDocument Status:
governance team will verify all downstream systems are aware of the change requested.
What is the process for requesting new earnings codes, deduction codes, etc?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
860 Issue: How will new shared configuration values be administered?-
Institutions will submit requests for new "shared" configuration values to the Data Governance committee and the SSC will enter the values into the system
Final Decision:
How will new shared configuration values be administered?Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
872 Issue: Will institutions be able to determine if Tax Sheltered Annuity Payments for Faculty are withheld during the Summer?
-
Institutions will have the autonomy to determine if TSA's should be paid during the summer. This is not part of the standardization.
Final Decision:
Will institutions be able to determine if Tax Sheltered Annuity Payments for Faculty are withheld during the Summer?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
885 Issue: What is the purpose of the HR Lock? Will it prevent practitioners from entering transactions into the system?
-
HR lock breaks the connection between Job and PaySheets. HR Lock will not prevent data entry - it only prevents transactions from impacting payroll. If the Lock is on, any transactions entered will be included on the next payroll
Final Decision:
Saturday, February 11, 2017 Page 19 of 21101
HCM Decision Point Fact SheetHCM-006-DPT
Payroll
CompleteDocument Status:
885 Issue: What is the purpose of the HR Lock? Will it prevent practitioners from entering transactions into the system?
-
HR lock breaks the connection between Job and PaySheets. HR Lock will not prevent data entry - it only prevents transactions from impacting payroll. If the Lock is on, any transactions entered will be included on the next payroll
Final Decision:
What is the purpose of the HR Lock? Will it prevent practitioners from entering transactions into the system?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
886 Issue: Can additional pay be encumbered? If not, how will these transactions be encumbered?-
Additional Pay will not be encumbered. In order to be encumbered, the additional pay must be added as an additional component of pay or as an additional job
Final Decision:
Can additional pay be encumbered? If not, how will these transactions be encumbered?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
888 Issue: Will Zero dollar checks be interfaces to Wells Fargo? How will the system treat a zero dollar check?
-
Zero Dollar Checks will be unchecked to pay and will not interface to Wells Fargo. Therefore, Wells Fargo will not print zero dollar checks
Final Decision:
Will Zero dollar checks be interfaces to Wells Fargo? How will the system treat a zero dollar check?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
891 Issue: What are the plans for integration for Glacier (Non Resident Alien) and PeopleSoft?-
The initial institutions to go-live will be paper based and be required to dual entry. The second phase will include an integration with Glacier to create the 1042 forms. The OneUSG team will leverage the interface developed by Georgia Tech. Future phases will include additional
Final Decision:
Saturday, February 11, 2017 Page 20 of 21102
HCM Decision Point Fact SheetHCM-006-DPT
Payroll
CompleteDocument Status:
integrations in an attempt to eliminate the dual entry
What are the plans for integration for Glacier (Non Resident Alien) and PeopleSoft?
Document Details:
Potential Solutions:
Recommendation:
HRAP Impact:
BPM Impact:
End of Report
Saturday, February 11, 2017 Page 21 of 21103
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
AD002 - Audit Payroll Changes
Role NameResponsibility
Audit changes made to employees Direct Deposit records.
AD002.01 BOR PAY ManagerInstitution
Audit Changes made to employees General Deduction records
AD002.02 BOR PAY ManagerInstitution
Audit Changes made to employees Additional Pay
AD002.03 BOR PAY ManagerInstitution
Audit Changes made to employees Federal and State tax record
AD002.04 BOR PAY ManagerInstitution
Audit changes made to an employees Tax Distribution record
AD002.05 BOR PAY ManagerInstitution
Audit changes made to an employees Payline.
AD002.06 BOR PAY ManagerInstitution
Saturday, February 11, 2017 Page 1 of 33104
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
CA110 - Payroll to General Ledger Interface (HCM)
Role NameResponsibility
Review of CA Hard Error Prior to GL Interface
PY003.10 BOR CA Admin SSSC
Payroll to GL InterfacePY003.11 BOR BN Admin SSSC
Saturday, February 11, 2017 Page 2 of 33105
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY001 - Pre-Payroll Processes (Day 1)
Role NameResponsibility
Create Final Adjustment (PSHUP) Spreadsheet
PY001.01 BOR PAY AnalystInstitution
Load Adjustment Spreadsheet to Staging Table
PY001.02 BOR PAY AnalystInstitution
Correct PSHUP Load Errors and Resubmit
PY001.03 BOR PAY AnalystInstitution
Final Additional Pay Spreadsheet Upload
PY001.04 BOR PAY AnalystInstitution
Review Additional Pay and Validate Results
PY001.05 BOR PAY AnalystInstitution
Run & Correct Presheet AuditPY001.06 BOR PAY AnalystInstitution
Retro Pay CalcPY001.07 BOR PAY Admin SSSC
Notification Retro Calcs Are CompletePY001.09 BOR PAY Admin SSSC
Corrections to Retro Pay/Retro Ben Calcs
PY001.10 BOR PAY AnalystInstitution
Run Query to verify Pay Line Statuses Reset
PY01.014 ITS AdministratorITS
Run Query to verify Pay Line Statuses Reset
PY01.014 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 3 of 33106
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY002 - On-Cycle Payroll Processing (Day 2-3)
Role NameResponsibility
Time Approval & Sign Off (Reference T&L)
PY002.01 BOR PAY AnalystInstitution
Complete Manual Adjustment Spreadsheet
PY002.02 BOR PAY AnalystInstitution
Complete Retro AdjustmentsPY002.03 BOR PAY AnalystInstitution
Submit Payroll Package to SSC/oneusgPY002.04 BOR PAY AnalystInstitution
Time & Labor Lock OutPY002.05 BOR PAY AnalystInstitution
Time & Labor Lock OutPY002.05 Insurance ProvidersTPV
Confirm Correct Calendars are Attached to Pay Run ID
PY002.06 BOR PAY Admin SSSC
Create PaysheetsPY002.07 BOR PAY Admin SSSC
Load Retro PayPY002.08 BOR PAY Admin SSSC
Run PYLOAD to Load Adjustment Spreadsheet Data to Payline
PY002.10 BOR PAY Admin SSSC
Preliminary CalcPY002.11 BOR PAY Admin SSSC
Run Payroll Error MessagesPY002.12 BOR PAY Admin SSSC
Load Time and Labor to pay sheetsPY002.13 BOR PAY Admin SSSC
Preliminary CalcPY002.14 BOR PAY Admin SSSC
Print Payroll Error MessagesPY002.15 BOR PAY Admin SSSC
Final CalcPY002.17 BOR PAY Admin SSSC
HR Lock-on ProcessPY002.18 BOR PAY Admin SSSC
Run Balanced Journal Entry Query for On Cycle Payroll
PY002.19 BOR PAY Admin SSSC
Balance PayrollPY002.20 BOR PAY Admin SSSC
Resolve Payroll Error MessagesPY002.21 BOR PAY Admin SSSC
Enter Manual Adjustments to PaylinePY002.22 BOR PAY Admin SSSC
Notification that Payroll is Ready to Review
PY002.23 BOR PAY Admin SSSC
Institutional ReviewPY002.24 BOR PAY AnalystInstitution
Run Absence Management Off-Cycle (2nd day)
PY002.25 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 4 of 33107
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY002 - On-Cycle Payroll Processing (Day 2-3)
Role NameResponsibility
Update OK to PayPY002.27 BOR PAY Admin SSSC
Run NRA Earnings SplitPY002.275 BOR PAY Admin SSSC
Predistribution AuditPY002.28 BOR PAY Admin SSSC
Run Payroll Summary PAY018PY002.30 BOR PAY AnalystInstitution
Run Payroll Summary PAY018PY002.30 BOR PAY Admin SSSC
Run Payroll Register PAY002PY002.31 BOR PAY AnalystInstitution
Run Payroll Register PAY002PY002.31 BOR PAY Admin SSSC
Run PreConfirm AuditPY002.32 BOR PAY Admin SSSC
Final Review Prior to ConfirmPY002.33 BOR PAY ManagerInstitution
Resolve Pay Confirm PY002.34 BOR PAY Admin SSSC
Confirm PayrollPY002.35 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 5 of 33108
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY003 - Post Payroll Processes
Role NameResponsibility
Run Consolidated Payroll SummaryPY003.01 BOR PAY Admin SSSC
Run Consolidated Payroll RegistersPY003.02 BOR PAY Admin SSSC
Run Calculate Savings & Retirement in Update Mode
PY003.03 BOR PAY Admin SSSC
Create ACH File to VendorPY003.04 BOR PAY Admin SSSC
Create Print file to VendorPY003.05 BOR PAY Admin SSSC
Create ACH PDF (for self-service)PY003.06 BOR PAY Admin SSSC
Create Check PDF (for self-service)PY003.07 BOR PAY Admin SSSC
Process ADP Garnishment file (for vendor payment)
PY003.08 BOR PAY Admin SSSC
Process ADP Periodic (tax information)PY003.09 BOR PAY Admin SSSC
Attach Pay Run ID to CalendarPY003.14 BOR PAY Admin SSSC
ACA File to EquifaxPY003.15 BOR PAY Admin SSSC
Institutional Post Payroll ReportsPY003.17 BOR PAY AnalystInstitution
Payment to Banner for Work StudyPY003.18 BOR PAY AnalystInstitution
Saturday, February 11, 2017 Page 6 of 33109
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY004 - Aon Payroll Instruction File (PIF) Upload
Role NameResponsibility
Payroll Instruction File Generated from Aon
PY004.01 Aon - Benefits AdministrationTPV
Payroll Instruction File ReceivedPY004.02 ITS AdministratorITS
Payroll Instruction File ReceivedPY004.02 BOR PAY Admin SSSC
Payroll Instruction File ReceivedPY004.02 Aon - Benefits AdministrationTPV
Batch Process PIF Upload FilePY004.03 BOR PAY Admin SSSC
PIF Upload RemediationPY004.04 BOR PAY Admin SSSC
Email Notification to ITS Payroll/SSC Payroll
PY004.05 ITS AdministratorITS
Download and Disburse PIF Error FilePY004.06 BOR BN Admin SSSC
Saturday, February 11, 2017 Page 7 of 33110
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY005 - Off-Cycle Check Processing
Role NameResponsibility
Institution Submits Off-Cycle Request Form
PY005.01 BOR PAY AnalystInstitution
BPM Review of Off-cycle Check Request
PY005.02 BOR PAY Admin SSSC
Add Off-Cycle Pay CalendarPY005.03 BOR PAY Admin SSSC
Manually add Paysheet for EmployeePY005.04 BOR PAY Admin SSSC
Completing Manual Paysheet with Employee Pay Information
PY005.05 BOR PAY Admin SSSC
Run Off-Cycle Pay ClacPY005.06 BOR PAY Admin SSSC
Review Calculated PaysheetPY005.07 BOR PAY Admin SSSC
Confirm Off-Cycle CalendarPY005.08 BOR PAY Admin SSSC
Institution Submits On Demand payment Request Form
PY005.09 BOR PAY AnalystInstitution
BPM Review of On Demand Payment Request
PY005.10 BOR PAY AnalystInstitution
BPM Review of On Demand Payment Request
PY005.10 BOR PAY Admin SSSC
Access Create Online Check PagePY005.11 BOR PAY Admin SSSC
Enter EMPL ID and Pay End DatePY005.12 BOR PAY Admin SSSC
Paysheet Creation ProcessPY005.13 BOR PAY Admin SSSC
Load Time and LaborPY005.14 BOR PAY Admin SSSC
Enter Pay DataPY005.16 BOR PAY Admin SSSC
Save. Calculate and ReviewPY005.17 BOR PAY AnalystInstitution
Save. Calculate and ReviewPY005.17 BOR PAY Admin SSSC
Confirm and Print ProcessPY005.18 BOR PAY Admin SSSC
Delivery of On Demand Check to Employee
PY005.19 BOR PAY Admin SSSC
Send Money Movement Payroll Summary
PY005.20 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 8 of 33111
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY006 - Check Reversal Processing
Role NameResponsibility
Institution Completes Check Reversal Form
PY006.01 BOR PAY AnalystInstitution
Check Reversal ProcessPY006.02 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 9 of 33112
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY009 - Tax Balancing after Payroll, Month End, and Quarter End
Role NameResponsibility
Run Tax Deposit Summary (Tax001)PY009.01 BOR PAY AnalystInstitution
Run Tax Deposit Summary (Tax001)PY009.01 BOR PAY Admin SSSC
Run Tax Summary Reports (Federal and State)
PY009.02 BOR PAY AnalystInstitution
Run Tax Summary Reports (Federal and State)
PY009.02 BOR PAY Admin SSSC
Completing Tax Balancing SpreadsheetPY009.03 BOR PAY AnalystInstitution
Completing Tax Balancing SpreadsheetPY009.03 BOR PAY Admin SSSC
Run Error Listing (Tax900)PY009.04 BOR PAY AnalystInstitution
Run Error Listing (Tax900)PY009.04 BOR PAY Admin SSSC
Run Quarter Balancing Versions ReportPY009.05 BOR PAY AnalystInstitution
Run Quarter Balancing Versions ReportPY009.05 BOR PAY Admin SSSC
Submit Quarterly Tax ApprovalPY009.06 BOR PAY AnalystInstitution
Validate Quarter is in Balance for Institution
PY009.07 BOR PAY Admin SSSC
Submission of Quarterly Tax filePY009.08 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 10 of 33113
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY013 - Year End Processes
Role NameResponsibility
Prepare the Year End TablesPY013.01 BOR PAY Admin SSSC
Application of Tax Update (PUM) to Test Database
PY013.02 BOR PAY Admin SSSC
Year End TestingPY013.03 BOR PAY Admin SSSC
Update W2 Company TablePY013.04 BOR PAY Admin SSSC
Run Update Year End Reporting Info (TAX504)
PY013.05 BOR PAY Admin SSSC
Run Year End Record Data Load (TAX910LD)
PY013.06 BOR PAY Admin SSSC
Run Year End Record Error Report (TAX910ER)
PY013.07 BOR PAY Admin SSSC
Run Year End Data Audit Report (TAX910AU)
PY013.08 BOR PAY Admin SSSC
Run Federal Tax Summary Report (TAX010FD)
PY013.09 BOR PAY Admin SSSC
Run State Tax Summary Report (TAX010ST)
PY013.10 BOR PAY Admin SSSC
Run W3 Transmittal Totals Report (TAX915)
PY013.11 BOR PAY Admin SSSC
Run State W2 Tax Totals Report (TAX916)
PY013.12 BOR PAY Admin SSSC
Run, Balance, transmit ADP Quarterly Tax PBZQTR
PY013.13 BOR PAY Admin SSSC
Create W2 Print FilePY013.14 BOR PAY Admin SSSC
Institution Year End BalancingPY013.2 BOR PAY ManagerInstitution
Fiscal Year End BalancingPY013.3 BOR PAY ManagerInstitution
W2 Box MappingPY013.4 BOR PAY Admin SSSC
Print W2sPY013.6 Wells FargoTPV
Saturday, February 11, 2017 Page 11 of 33114
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY014 - Calendar Year Preparation
Role NameResponsibility
Build Balance IDs - Calendar YearPY014.01 BOR PAY Admin SSSC
Run Calendar Year (CY) Automated Process
PY014.015 BOR PAY Admin SSSC
Add Fiscal Year Balance information (quarter/period)
PY014.02 BOR PAY Admin SSSC
Create Spreadsheet with Pay Date information
PY014.03 BOR PAY Admin SSSC
Create Pay CalendarsPY014.04 BOR PAY Admin SSSC
Change Check Daates on Pay Calendars
PY014.045 BOR PAY Admin SSSC
Create Pay Run ID'sPY014.05 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 12 of 33115
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY015 - Summer Payroll Processing
Role NameResponsibility
Summer Payroll ProcessingPY015 BOR PAY AnalystInstitution
Summer Payroll ProcessingPY015 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 13 of 33116
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY016 - Special Payroll Processing - Unconfirm
Role NameResponsibility
Determine Paygroups ImpactedPY016.01 BOR PAY AnalystInstitution
Determine Paygroups ImpactedPY016.01 BOR PAY Admin SSSC
Remove Pay Run ID from Paygroups Not Impacted
PY016.011 BOR PAY Admin SSSC
Run Pay Unconfirm ProcessPY016.012 BOR PAY Admin SSSC
Verify Confirm Flag Reset on Pay Calendar
PY016.013 ITS AdministratorITS
Verify Confirm Flag Reset on Pay Calendar
PY016.013 BOR PAY Admin SSSC
Run Payline Status QueryPY016.02 BOR PAY Admin SSSC
Run Pay Distribution QueryPY016.03 BOR PAY Admin SSSC
Reset Last Form Number UsedPY016.04 BOR PAY Admin SSSC
Delete Balance RecordPY016.05 BOR PAY Admin SSSC
Reverse Time and LaborPY016.2 BOR PAY Admin SSSC
Query Time and Labor Status rest to RPPY016.21 BOR PAY Admin SSSC
Rerun Load T&L ProcessPY016.3 BOR PAY Admin SSSC
Create Query to Extract Earnings/Deductions
PY016.31 ITS AdministratorITS
Create Query to Extract Earnings/Deductions
PY016.31 BOR PAY Admin SSSC
Determine if there are PY Load Transactions
PY016.32 BOR PAY Admin SSSC
Reset Records PU_STATUS on PUSHUP_TXN
PY016.33 ITS AdministratorITS
Reset Records PU_STATUS on PUSHUP_TXN
PY016.33 BOR PAY Admin SSSC
Run Pay Unsheet ProcessPY016.34 BOR PAY Admin SSSC
Review Pay Calendar Flags are ResetPY016.35 BOR PAY Admin SSSC
Run Query to Verify Pay Earnings Deleted
PY016.36 BOR PAY Admin SSSC
Update the Paysheet Transaction StatusPY016.37 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 14 of 33117
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY017 - Non-Resident Alien (NRA) Tax Set Up
Role NameResponsibility
Complete Glacier Employee ProfilePY017.01 BOR HR AnalystInstitution
Upon Receipt of NRA Form Determin if Treaty is on Tax Treaty Table
PY017.04 BOR PAY AnalystInstitution
Set Up Tax Treaty DataPY017.05 BOR PAY Admin SSSC
Correct Employee Tax DataPY017.06 BOR PAY AnalystInstitution
NRA Tax Set UpPY024.03 BOR PAY AnalystInstitution
Saturday, February 11, 2017 Page 15 of 33118
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY018 - Adding or Modifying an Earnings Table
Role NameResponsibility
Complete Earnings Code Request FormPY018.01 BOR PAY AnalystInstitution
Create/Modify Earnings CodePY018.02 BOR PAY Admin SSSC
Add Earnings Code to Earnings Program
PY018.03 BOR PAY Admin SSSC
Update Earnings Code Data DictionaryPY018.04 BOR PAY Admin SSSC
Notify ITS/GeorgiaFirst/Commitment Accounting
PY018.05 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 16 of 33119
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY019 - Adding or Modifying a Deduction Code
Role NameResponsibility
Complete Deduction Request FormPY019.01 BOR PAY AnalystInstitution
Add (Modify) Deduction Code to Deduction Table
PY019.02 BOR PAY Admin SSSC
Add Vendor Code to Deduction CodePY019.03 BOR PAY Admin SSSC
Add Deduction to Company General Deduction Table
PY019.04 BOR PAY Admin SSSC
Add Deduction to Company General Deduction Table
PY019.05 BOR PAY Admin SSSC
Update Deduction Code Data DictionaryPY019.06 BOR PAY Admin SSSC
Notify ITS/GeorgiaFirstPY019.07 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 17 of 33120
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY020 - Adding or Modifying a Paygroup
Role NameResponsibility
Complete Paygroup Request FormPY020.01 BOR PAY ManagerInstitution
Cross-Functional Review/Recommendaiton
PY020.02 BOR PAY Admin SSSC
Cross-Functional Review/Recommendaiton
PY020.02 BOR System OfficeUSO
Add/Modify and Test PaygroupPY020.03 BOR PAY Admin SSSC
GA First/Commitment Accounting Maps New Paygroup
PY020.04 BOR CA Admin SITS
GA First/Commitment Accounting Maps New Paygroup
PY020.04 BOR PAY Admin SSSC
Update Paygroup Data DictionaryPY020.05 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 18 of 33121
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY021 - Adding or Modifying Company Tax Data
Role NameResponsibility
Add State -Company Detail (WH/UI)PY021.01 BOR PAY Admin SSSC
Add Tax LocationPY021.02 BOR PAY Admin SSSC
Add Local Tax JurisdictionPY021.03 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 19 of 33122
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY022 - Annual Retirement Limits Review_Update
Role NameResponsibility
Updating Savings (RET) Plan TablePY022.01 BOR PAY Admin SSSC
Updating ORPL Deduction CodePY022.02 BOR PAY Admin SSSC
Updating TSA Limit TablesPY022.03 BOR PAY Admin SSSC
Running the Limit Extension Process for 403b/457 Plans
PY022.04 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 20 of 33123
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY023 - Tutition Assistance Plan (TAP) Benefit Reporting
Role NameResponsibility
Add Taxable Earnings That Do Not Add to Gross Pay
PY023.01 BOR PAY AnalystInstitution
Saturday, February 11, 2017 Page 21 of 33124
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY024 - Adding New State -Employee Level
Role NameResponsibility
Update Employee State Tax PanelPY024.01 BOR PAY AnalystInstitution
Student SUI Setup on Tax PanelPY024.02 BOR PAY AnalystInstitution
NRA Tax Set UpPY024.03 BOR PAY AnalystSSC
Saturday, February 11, 2017 Page 22 of 33125
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY025 - W2c Processing
Role NameResponsibility
Enter New Amounts on W2 Adjustment Page
PY025.01 BOR PAY Admin SSSC
Generate W2c Audit ReportPY025.02 BOR PAY Admin SSSC
Set W2c ParametersPY025.03 BOR PAY Admin SSSC
Create W2c Print FilePY025.04 BOR PAY Admin SSSC
Print and Distribute W2cPY025.05 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 23 of 33126
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY026 - Repayment of Overpaid Wages
Role NameResponsibility
Repayment of Overpaid WagesPY026 BOR PAY ManagerInstitution
Repayment of Overpaid WagesPY026 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 24 of 33127
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY027 - Arrears Override
Role NameResponsibility
Complete Arrears Override FormPY027.01 BOR PAY AnalystInstitution
Update Max Arrears Frequency Override
PY027.02 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 25 of 33128
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY028 - Test and Apply Federal and State Tax and Garnishment Compliance Updates
Role NameResponsibility
Apply Update to Test DatabasePY028.01 ITS AdministratorITS
Create and Execute Payroll Test ScriptsPY028.02 BOR PAY Admin SSSC
Apply Update to ProductionPY028.03 ITS AdministratorITS
Saturday, February 11, 2017 Page 26 of 33129
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY029 - Retroactive Pay Process
Role NameResponsibility
Review System Generated Retro Pay Requests
PY029.01 BOR PAY AnalystInstitution
Review System Generated Retro Pay Requests
PY029.01 BOR PAY Admin SSSC
Review Calculated Retro Pay ResultsPY029.02 BOR PAY AnalystInstitution
Delete/Change Retro RequestPY029.03 BOR PAY AnalystInstitution
Retro Pay Loaded to PaysheetPY029.04 BOR PAY AnalystInstitution
Retro Pay Loaded to PaysheetPY029.04 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 27 of 33130
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY030 - Balance Adjustment Process
Role NameResponsibility
Initiate Balance Adjustment RequestPY030.01 BOR PAY AnalystInstitution
Enter Balance Adjustment(s)PY030.02 BOR PAY Admin SSSC
Print Balance Adjustment ReportPY030.03 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 28 of 33131
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY032 - Updating and Maintaining Employee Level Data
Role NameResponsibility
Review/change an employee's Tax Distribution record
PY032.01 BOR PAY AnalystInstitution
Review/change an employee's Federal Tax Data record
PY032.02 BOR PAY AnalystInstitution
Review/change an employee's State Tax Data record
PY032.03 BOR PAY AnalystInstitution
Review/add/change an employees Direct Deposit record
PY032.04 BOR PAY AnalystInstitution
Review/add/change an employees Additional Pay record
PY032.05 BOR PAY AnalystInstitution
Review/add/change an employees General Deduction record
PY032.06 BOR PAY AnalystInstitution
Review Employee PaycheckPY032.07 BOR PAY AnalystInstitution
Saturday, February 11, 2017 Page 29 of 33132
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY033 - Retro Benefit Deduction (OneUSG/HCM)
Role NameResponsibility
CSV File Received from Third Party Benefits Administration Vendor
PY033.01 BOR PAY AnalystInstitution
CSV File Received from Third Party Benefits Administration Vendor
PY033.01 BOR PAY Admin SSSC
CSV File Received from Third Party Benefits Administration Vendor
PY033.01 Aon - Benefits AdministrationTPV
Parse File and Place in Institutional FTP Folder
PY033.02 BOR BN Admin SSSC
Parse File and Place in Institutional FTP Folder
PY033.02 Aon - Benefits AdministrationTPV
Review and Enter Retro Deduction on Automated Adjustment Spreadsheet
PY033.03 BOR PAY AnalystInstitution
Saturday, February 11, 2017 Page 30 of 33133
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY034 - Retro Benefit Deductions (ADP EV5)
Role NameResponsibility
CSV File Received by Third Party Benefits Administration Vendor
PY034.01 BOR BN Admin SSSC
CSV File Received by Third Party Benefits Administration Vendor
PY034.01 Aon - Benefits AdministrationTPV
Parse File and Place in Institutional FTP Folder
PY034.02 BOR BN Admin SSSC
Parse File and Place in Institutional FTP Folder
PY034.02 Aon - Benefits AdministrationTPV
Review and Enter Retro Deduction on AAF
PY034.03 BOR PAY AnalystInstitution
Saturday, February 11, 2017 Page 31 of 33134
HCM Use CasesHCM-010-TST
Payroll
Use Case ID
Business Process:
Business Process Step
PY600 - AdHoc Reporting
Role NameResponsibility
AdHoc ReportingPY600 BOR PAY InquiryInstitution
AdHoc ReportingPY600 BOR PAY Admin SSSC
Saturday, February 11, 2017 Page 32 of 33135
HCM Use CasesHCM-010-TST
End of Report
Saturday, February 11, 2017 Page 33 of 33136
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: AD002 - Audit Payroll Changes
RICE (oneusg)Requirement Met By: Vendor:
HRAUD003 - Audit records for HCM, T&L, AMRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
289 Provides a list of changes made by selected users based on a list of tables requested during process submission. The user will select the transaction date range to be examined and will identify which “Origin of Change” should be included. “Origin of Change” indicates whether a change was introduced online or by a batch process. The report may be sorted by Transaction Date, User who made the change, or Employee Affected by Change. The process will optionally filter the output by User, User Class, and Target Employee. Each change is reported with the time stamp, target employee, the data field being changed along with the previous value and the new value.
AD002.01 - Audit Payroll Changes
Saturday, February 11, 2017 Page 1 of 36137
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY001 - Pre-Payroll Processes (Day 1)
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
65 Ability to perform retro benefit transactions
PY001 - Manage Retroactive Benefit Deductions
174 Ability to have an automated load for necessary corrections or overrides directly to the paysheet during on-cycle payroll processing.
PY001.01 - Enter Automated Corrections & Overrides
RICE (Aon)Requirement Met By: Vendor: Aon - Benefits Administration
ANRPT029 - Error Report from Aon Payroll Instruction InterfaceRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Report
4357 Need an error report of data that does not load into general deductions from the weekly Aon Payroll Instruction file. Need to define what payroll needs to see.
4358 Create a report from the Aon/General deduction load that provides counts of what was loaded and loaded (error).
4359 Provide detail of the employee's that didn't load. See below: Company, Emplid, Effective Date, Deduction Code, Deduction Addtl Amount & Descriptive Error Message
4360 Report should be able to run for a specific company or all companies.
4361 Report output should be in PDF or XLS format
RICE (oneusg)Requirement Met By: Vendor:
PRINT005 - Additional Pay LoadRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Interface
3181 Ability for the Insitution to load Additional Pay for a large volume of employees with an automated process.
PY001.02 - Additional Pay Load for High Volume
Saturday, February 11, 2017 Page 2 of 36138
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY001 - Pre-Payroll Processes (Day 1)
RICE (oneusg)Requirement Met By: Vendor:
PRRPT001 - Presheet Audit Report RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Report
2364 Run the customized version that will identify potential HR, BN, and PY issues.
PY001.03 - Presheet Audit Report
TARPT003 - Functional team queriesRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Query
3154 BOR_BN_RETRO_DED_CALCDTLPY001 - BNRPT370 - Query to list benefit retro processing details for each employee
3155 BOR_BN_RETRO_DED_RQSTSPY001 - BNRPT371 - Query to list outstanding benefit retro requests that need to be reviewed
Saturday, February 11, 2017 Page 3 of 36139
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY002 - On-Cycle Payroll Processing (Day 2-3)
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
159 1. Ability to use standard payroll processing to provide accurate and timely payroll calculations of gross to net applying appropriate salary and hourly rates, deductions and withholdings for all pay cycles. 2. Ability to process various pay cycle (PY100.01).3. Support multiple payment methods (PY100.02).
PY002.01 - Delivered Payroll Processing
163 Run Payroll Error Message Report (Pay011)
PY002.02 - Run and View Payroll Calculation Reports
164 Ability to apply withholding rules during payroll calculation
PY002.03 - Apply Withholding Rules
175 Ability to integrate with Time & Labor system to incorporate data as pay data inputs
PY002.05 - Integration with Time and Labor
1652 Student workers should not have SUI (State Unemployment Tax) reported.
PY002.12 - Students Tax Exemptions
3184 Ability to prevent T&L changes to flow into payroll after time has been approved.
PY002.08 - Time & Labor Lock Out
3186 Ability to review, modify, calc and load using delivered Retro Benefit deduction process to the payline.
PY029.02 - Retro Benefit Deduction Process
3187 Ability to change the additional pay after Paysheets are created.
PY002.15 - Manually Adjust Additional Pay
3316 Make payline adjustments for earnings, deductions and taxes directly to the paysheet.
PY001.05 - Manual Payroll Adjustments
RICE (oneusg)Requirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
Saturday, February 11, 2017 Page 4 of 36140
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY002 - On-Cycle Payroll Processing (Day 2-3)
RICE (oneusg)Requirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
1621 Process needed to enable / disable notification at an institution levelTable needed to maintain the institutions who pre-note
PY007.05 - Direct Deposit Pre-Note at Institutional Level
3203 Run the PreDist Audit and resolve any issues prior to confirm.
PY002.18 PreDistribution Audit
ANINT008 - Payroll Instruction File - General Deductions Load to PeopleSoft Payroll (From Aon to OneUSG)
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Interface
3913 Administer withholding funds transfer, to collect, post and remit participant payroll withholding amounts
BNPRC004 - HSA (Health Savings Account) Employer $ matchRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
435 Load HSA Match ADP program EPBP035
PY002.09 - Load HSA Match
PRINT012 - Automated Adjustments (Outbound)RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Interface
358 Load Automated Adjustment Spreadsheets (Excel to CI) to the payline during payroll processing (PYLOAD).
PY001.03 - Load Automated Adjustment Spreadsheet (PYLOAD)
PRONL005 - Zero Gross & Zero Net OK_TO_PAYRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
3190 Turn off OK_TO_PAY for employees with zero gross and zero net.
PY002.17 Turn off OK To Pay
PRPRC004 - Payroll Lock RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
273 The ablity to lock-out HR activity during payroll processing. Does not limit HR access, just information that is pulled into processing.
PY002.3 - Lock Out HR Activity During Payroll
PRRPT650 - Balancing QueriesRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Query
Saturday, February 11, 2017 Page 5 of 36141
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY002 - On-Cycle Payroll Processing (Day 2-3)
RICE (oneusg)Requirement Met By: Vendor:
PRRPT650 - Balancing QueriesRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Query
3517 Ability to run queries to balance and audit biweekly and monthly payrolls.
PY650 - Ability to use queries to balance and audit biweekly and monthly payrolls.
PRRPT651 - Common Remitter ReportsRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Query
2415 Common Remitter Net Positive Report to be run during payroll processing to provide TSA totals to institution.
PY600.27 - Common Remitter Net Positive Report
SCGEN003 - Customize delivered Payroll reports adding Department security
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Interface
3518 Ability to used delivered reports to balance and audit biweekly and monthly payrolls.
PY651 - Delivered payroll reports return payroll data on institution level.
Saturday, February 11, 2017 Page 6 of 36142
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY003 - Post Payroll Processes
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
161 Ability to perform post-pay auditsPY003.01 - Perform Post-Pay Audits
172 Ability to generate paycheck print filePY003.07 - Generate PDF Check Print File for ESS
173 Ability to print paychecks/ produce pay cards
PY003.08 - Generate PDF Direct Deposit file for ESS.
291 Run Direct Deposit RegisterPY003.15 - Direct Deposit Register
385 Run Payroll Check RegisterPY003.13 - Payroll Check Register
405 Generate PAY001 Deduction RegisterPY003.14 - Generate Deduction Register
415 Generate Garnishment Specification Report
PY003.18 - Generate Garnishment Specification Report
416 Create Garnishment Deduction Report; query to replace current PAY044 in Ev5.
PY003.19 - Create Garnishment Deduction Report
419 Use PeopleSoft query to create Garnishment Payee Report
PY600.17 - Create Garnishment Payee Report
429 Generate Tax Deposit Summary ReportPY003.20 - Generate Tax Deposit Summary Report
430 Generate Tax010 Monthly Tax Summary Report
PY009.01 - Generate Monthly Tax Summary Report
2369 Payroll Register can be run by Home Department
PY600.10 - Payroll Register by Home Department
2372 Run the delivered Payroll SummaryPY600.13 - Payroll Summary
2380 Create Payroll Advice RegisterPY600.19 - Payroll Advice Register
2399 Payroll Deduction RegisterPY600.20 - Payroll Deduction Register
2400 Payroll Check RegisterPY600.21 - Payroll Check Register
2402 Ability to run Other Earnings Register PY600.23 - Other Earnings Register
3204 Run the GL InterfacePY002.19 Run GL Interface
3242 Run Deduction in Arrears reportsPY600.59 Deduction in Arrears
Saturday, February 11, 2017 Page 7 of 36143
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY003 - Post Payroll Processes
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3476 Attach Pay Run ID's to on-cycle payrolls
PY003.23 Ability to attach Pay Run ID's to next on-cycle payroll.
RICE (oneusg)Requirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
168 Ability to transfer the ACH file and positive pay file
PY003.06 - Transfer ACH and Positive Pay File
2717 Custom process to replace EV5 Calculate Savings and Retirement (ORP/TSA distribution).
PY003.09 - TSA/ORP Deductions Distributed to TPVs
PRINT004 - ACA Reporting (ACAMP) Payroll Integration-OutboundRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Interface
3243 Review and run ACAMP outbound interface
PY003.22 ACA Reporting (ACAMP) Integration Outbound
PRINT007 - Payment to Banner - Work Study/Payroll (Outbound)RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Interface
378 Export Student Financial Aid to Banner. Currently a process in Ev5 creates a Banner file of current pay period earnings for paygroup xxW. This is to track Federally funded earnings for work study students.EPOP006
Export Student Financial Aid to Banner (Federal Workstudy)
PRINT020 - Payroll Check Print Interface to Wells FargoRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Interface
167 Ability to generate a check filePY003.05 - Generate Check File
Saturday, February 11, 2017 Page 8 of 36144
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY005 - Off-Cycle Check Processing
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
150 Ability to process off cycle pay data using delivered off-cycle calendar functionality.
PY005.02 - Process Off-Cycle Payroll
156 Ability to issue an on demand payment to an employee for off cycle payments in which immediate payment is required per BPM guidelines.
PY005.05 - Issue On-Demand Payment
391 Print Off Cycle CheckPY005.07 - Print Off Cycle Check
Third Party VendorRequirement Met By: Vendor: Wells Fargo
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
193 Ability to transmit funds to third party vendors at the time of processing an off cycle payment
PY005 - Tranmission of Payment to TPV for Off-cycle checks
Saturday, February 11, 2017 Page 9 of 36145
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY006 - Check Reversal Processing
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
153 Ability to reverse an employee's payPY006.01 - Reverse an EE's Pay
154 Ability to reissue an employee's pay PY006.02 - Reissue an EE's Pay
192 Ability to reprint a checkPY006.03 - Reprint a Paycheck
Saturday, February 11, 2017 Page 10 of 36146
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY009 - Tax Balancing after Payroll, Month End, and Quarter End
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
431 Generate Wage and Tax Error Report TAX900
PY009.02 - Generate Wage and Tax Error Report
2721 Manually update employess balances using Balance adjustment pages.
PY009.10 - Ability to create manual adjustment to an employee's balance record.
2722 Create off-cycle manual check to adjust employee balances
PY009.11 Create 'manual' check in PS system to adjust employee balances.
Saturday, February 11, 2017 Page 11 of 36147
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY013 - Year End Processes
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
182 Must be able to create W-2 preview file for practitioner review.
PY025.03 - Create W-2 Preview
183 Must allow employees to opt out of receiving paper W-2
PY025.04 - Elect Electronic W-2
224 Must allow employee to access W-2 online and print it if necessary via self service
PY025.07 - W-2 Access Online
333 Ability to update Fiscal Year BalancesUpdate Fiscal Year Balances
432 Generate W2's TAX910LDPY013.01 - Generate W2's
Saturday, February 11, 2017 Page 12 of 36148
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY014 - Calendar Year Preparation
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
421 Build Pay Calendars Process (PSPCLBLD)
PY014.02 - Build Pay Calendars
3225 Build CY ad FY Balances for new yearPY014.03 - Build Balance ID's
3289 Standardize pay calendarsPY014.04 - Pay Calendar
3434 Notify Employees who claim Exempt from Withholding to update their tax forms
PY014.05 - Tax Notifcation
RICE (oneusg)Requirement Met By: Vendor:
PRINT024 - Load Charitable Contributions excel to CIRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Interface
3232 Load Charitable contributions to the employees general dedcution panel.
PY014.04 - Load Charitable Contributions
PRRPT022 - Employees Setup As Additional Withholding OnlyRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Query
2414 Need a report that identifies: Employees Setup As Additional Withholding Only
PY600.26 - Employees Setup As Additional Withholding Only
Saturday, February 11, 2017 Page 13 of 36149
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY015 - Summer Payroll Processing
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
341 Update Pay Calendar for Summar Payrolls
PY015.01 - Update Deduction Subset for Summer Faculty
Saturday, February 11, 2017 Page 14 of 36150
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY016 - Special Payroll Processing - Unconfirm
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3227 Unconfirm Payroll PY016.01 - Unconfirm Payroll
3228 Reverse T&LPY016.02 - Reverse T&L
3229 Unsheet PayrollPY016.02 - Unsheet Payroll
Saturday, February 11, 2017 Page 15 of 36151
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY017 - Non-Resident Alien (NRA) Tax Set Up
RICE (oneusg)Requirement Met By: Vendor:
PRPRC001 - Nonresident Alien ProcessRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
187 Ability to perform electronic remittancePY007.02 - Electronic Remittance - for 1042 Glacier
188 Ability to integrate with NRA tax system for 1042S reconciliation and
PY017.01 - NRA Integration
335 Split NRA Earnings - EPB017 PY017.02 - Split NRA Earnings
Saturday, February 11, 2017 Page 16 of 36152
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY018 - Adding or Modifying an Earnings Table
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3564 Ability to modify an existing Earnings code
PY018 Add/modify an Earnings Code
Saturday, February 11, 2017 Page 17 of 36153
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY019 - Adding or Modifying a Deduction Code
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3565 Ability to add a new general deduction code Ability to modify an existing general deduction code
PY019 Add/modify a General Deduction Code
Saturday, February 11, 2017 Page 18 of 36154
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY020 - Adding or Modifying a Paygroup
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3555 Add a new or modify an existing paygroup.
PY020.1 Adding or Modifying a Paygroup
Saturday, February 11, 2017 Page 19 of 36155
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY021 - Adding or Modifying Company Tax Data
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3556 Adding or modify company tax data.PY021.1 Modify company tax data
Saturday, February 11, 2017 Page 20 of 36156
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY022 - Annual Retirement Limits Review_Update
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3230 IRS Savings and Retirement Limits process correctly.
PY022.01 - IRS Savings and Retirement Limits process correctly
3231 Employees that transfer companies Savings and Retirement limits are recognized in the new company
PY022.02 - Common ID Functionality
RICE (oneusg)Requirement Met By: Vendor:
PRONL007 - Batch process to run TSA extensionsRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Enhancement
3443 Create a batch job that will run the TSA limit job each month
PY022.03 Running TSA Limit Extensions
Saturday, February 11, 2017 Page 21 of 36157
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY023 - Tutition Assistance Plan (TAP) Benefit Reporting
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3567 Ability to add taxable earnings on fringes that do not add to gross but calculate social security, Medicare and federal/state withholding.
PY023 Adding TAP reportable earnings to an employee's tax balances
Saturday, February 11, 2017 Page 22 of 36158
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY024 - Adding New State -Employee Level
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3558 Add a new state at the employee level.PY024.1 Add New State - Employee level
Saturday, February 11, 2017 Page 23 of 36159
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY025 - W2c Processing
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
184 Must be able to create W-2cPY025.05 - Create W-2C
226 Must allow employee to access W-2C online and print it if necessary
PY025.09 - Support W-2C
RICE (oneusg)Requirement Met By: Vendor:
ANINT002 - Employer Health Totals for W2's Box 12DDRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Interface
4507 Paytoll Team needs info for W2's from Aon. W2s and the value of employer paid medical benefits that is required to be reported in Box 12DD of the employee’s W2. Currently, this is a calculated field that is provided from coverage data in BOSS which is the system of record for benefits. We were thinking that we would also need this from AON. We do not use the actual ER expense from EV5 because of employees who are on leave and pay for benefits outside of the payroll system.
Value of employer paid medical benefits that is required to be reported in Box 12DD of the employee’s W2
Saturday, February 11, 2017 Page 24 of 36160
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY026 - Repayment of Overpaid Wages
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
155 Ability to set-up a payroll deduction for future employee wages to allow the employee to pay back an overpayment with an AR deduction code.
PY026.01 - Setup Deduction for repayment of over-paid wages.
Saturday, February 11, 2017 Page 25 of 36161
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY027 - Arrears Override
UnidentifiedRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3559 Override the arrears amount for an employee.
PY027 - Arrears Override
Saturday, February 11, 2017 Page 26 of 36162
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY028 - Test and Apply Federal and State Tax and Garnishment Compliance Updates
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3560 Test PeopleSoft delivered Tax Updates that are delivered with the PUM.
PY028.01 - Test and Apply Tax Updares
Saturday, February 11, 2017 Page 27 of 36163
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY029 - Retroactive Pay Process
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3173 Ability to view, calculate and change pay amounts based on retroactive changes to job data using delivered functionality.
PY029.01- Retro Pay Process
Saturday, February 11, 2017 Page 28 of 36164
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY030 - Balance Adjustment Process
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3561 Ability to create balance adjustments for employees
PY030.1 - Balance Adjustment process
Saturday, February 11, 2017 Page 29 of 36165
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY032 - Updating and Maintaining Employee Level Data
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3188 Ability to manually add additional pay for an employee on their Additional Pay panel
PY002.16 - Manually add Additional Pay
3233 Add a new tax distriution row. Change an existing tax distribution row.
PY032.01 - Tax Distribution record can be added and changed.
3234 Add/change Federal tax rowPY032.02 Add/Change Federal record
3235 Add/Change State Tax rowPY032.03 Add/Change State Tax record
3236 Add/change employee's direct depositPY032.04 Add/Change Employee's direct deposit
3237 Add/change an employee's additional pay record
PY032.05 Add/Change an employee's additional pay record.
3238 Add/change an employee's general deduction recod
PY032.06 Add/Change an employee's general deduction record
Saturday, February 11, 2017 Page 30 of 36166
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY500 - Administer Payroll Security
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
2546 Need to establish security to be able to: Grant access as an administrator with access to mostly all pages including shared services setup within Payroll
PY500.01 - Grant access as an administrator with access to mostly all pages including shared services setup within Payroll
2552 Need to establish security to be able to: Grant access as a manager with access to mostly all pages excluding shared services setup within Payroll
PY500.02 - Grant access as a manager with access to mostly all pages excluding shared services setup within Payroll
2558 Need to establish security to be able to: Grant access as an anaylst with more limited access also excluding shared services setup within Payroll
PY500.03 - Grant access as an anaylst with more limited access also excluding shared services setup within Payroll
2564 Need to establish security to be able to: Grant read only access to certain pages within Payroll
PY500.04 - Grant read only access to certain pages within Payroll
3656 Limit Subcategory Based on Relationship with Category
Saturday, February 11, 2017 Page 31 of 36167
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY600 - AdHoc Reporting
RICE (oneusg)Requirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
2425 Create query to replace ADPR SSC RPT076 - Payroll Audit Report Off Cycle
PY600.34 - Payroll Audit Report Off Cycle
2482 SSC Audit Report to identify Employees with No Direct Deposit
PY600.42 - SSC-Employees with No Direct Deposit
PRRPT025 - Terminated Employees Last Check used to review deductions/COBRA
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Query
2418 Create Query to replace ADPR SSC - Terminated Employees Last Check Date
PY600.29 - Terminated Employees Last Check Date
PRRPT041 - Faculty Additional PayRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Query
2485 Create a Query to replace ADPR - Faculty Additional Pay
PY600.45 - Faculty Additional Pay
PRRPT043 - GGC BW Overtime Earnings RegisterRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Query
2487 Create a query to replace ADPR RPT138 for GGC BW Overtime Earnings Register
PY600.47 - GGC BW Overtime Earnings Register
PRRPT625 - Pay Cycle Ad-hoc queriesRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Query
2996 BOR_AUDIT_EMP_PD created to replace ADPR - Detail of Paychecks Issued
PYRPT203 - Query to Detail Paychecks Issued
2997 Detail of Paychecks Issued - BOR_AUDIT_EMP_PD_W_ADDRESS
PYRPT204 - Query to Provide Employee Mailing Address
2998 Detail of Paychecks Issued providing EE's SSN. BOR_AUDIT_EMP_PD_W_SSN
PYRPT205 - Query for extracting Paycheck detail.
3026 Replaced ADPR with PS Query - BOR_PY_400_SA_AUDIT_PAYMENTS
PYRPT242 - Query of Student Assistant Payment by Check Date
Saturday, February 11, 2017 Page 32 of 36168
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY600 - AdHoc Reporting
RICE (oneusg)Requirement Met By: Vendor:
PRRPT625 - Pay Cycle Ad-hoc queriesRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Query
3092 Created PS Query BOR_PY_RETRO_ANALYSIS to report unprocessed retro pay.
PYRPT308 - Query for Unprocessed Retro Payments
Saturday, February 11, 2017 Page 33 of 36169
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY999 - Payroll Data Conversion
Delivered FunctionalityRequirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3244 Payroll Configuration tables can be accessed
PY999.01 Configuration Setup and Navigation
RICE (oneusg)Requirement Met By: Vendor:
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type:
3027 payroll conversion validation BOR_PY_ADDL_PAY
PYRPT243 - Payroll Conversion - Additional Pay
3033 paycheck option after confirmBOR_PY_DDP_PAYCK_OPTION
PYRPT249 - Review paycheck option after payroll confirm.
PRCNV001 - Payroll Earning Balances ConversionRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
3194 Convert Calendar Year Employee Balances from ADP into oneusg Payroll
PRCNV003 - GARN_BALANCE ConversionRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
3195 Convert Month to Date, Quarter to Date and Year to Date Garnishment Balances from ADP into oneusg Payroll
PRCNV004 - Payroll Options PageRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
3196 Convert Optional Distribution Mail and Address Options from ADP
PRCNV005 - Payroll Taxes Balances ConversionRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
3197 Convert Payroll Tax Balances from ADP into oneusg Payroll
PRCNV006 - Payroll Deduction Balances ConversionRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
3198 Convert Payroll Deduction Balances from ADP into oneusg Payroll
Saturday, February 11, 2017 Page 34 of 36170
HCM Business RequirementsHCM-004-REQ
Payroll
Business Process Name: PY999 - Payroll Data Conversion
RICE (oneusg)Requirement Met By: Vendor:
PRCNV009 - CHECK_YTD balancesRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
3200 Convert Year to Date Check Balances from ADP into oneusg Payroll
PRCNV010 - Payroll Deduction Arrears Balances ConversionRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
3201 Convert Payroll Deductions Arrears Balances from ADP into oneusg Payroll
PRCNV011 - Payroll - Additional PayRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
3205 Convert Additional Pay Transactions from ADP into oneusg Payroll
PRCNV012 - Payroll employee level general deductionsRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
3207 Convert Employee General Deductions from ADP into oneusg Payroll
PRCNV013 - Payroll employee level direct depositsRICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
3208 Convert Employee Direct Deposit Information from ADP to oneusg Payroll
PRCNV016 - Load Employee Garnishment Spec detail from ADP into PeopleSoft
RICE Title:
Req. ID Requirement DetailRequirement Summary
RICE Type: Conversion
3210 Convert Garnishment Spec Detail from ADP into oneusg Payroll
Saturday, February 11, 2017 Page 35 of 36171
HCM Business RequirementsHCM-004-REQ
End of Report
Saturday, February 11, 2017 Page 36 of 36172
RICE InventoryHCM-015-RIC
Payroll
RICE Type: Conversion
Rice IDRiceTitle Rice Detail PeopleSoft Project
3PRCNV001 - Payroll Earning Balances Conversion
11/05/15 Calendar Year balances will need to be converted for the Pilot. Documents have been added regarding mapping information.
BOR_PY_C_BAL_CONVERSION
682PRCNV003 - GARN_BALANCE Conversion
Convert Garnishment MTD, QTD, YTD, Garnishment Balances.
550PRCNV004 - Payroll Options Page
Requirement being met by the HR JOB Conversion.
Confguration only
91PRCNV005 - Payroll Taxes Balances Conversion
Convert Calendar Year balances for all employees with a tax balance in year that is being converted Functional Spec is attached.
BOR_PY_C_BAL_CONVERSION
92PRCNV006 - Payroll Deduction Balances Conversion
10/10/15: Calendar Year Balances will need to be converted for the Pilot. Functional spec is attached with deduction balance details.
BOR_PY_C_BAL_CONVERSION
462PRCNV008 - Paycheck Data
Need Paycheck data converted as the data will be used to create baseline encumbrances for fringes associated with an employee.
Via script
528PRCNV009 - CHECK_YTD balances
CHECK_YTD conversion will be needed for the Pilot due to the chane in go-live date. Functional Spec is attached.
BOR_PY_C_BAL_CONVERSION
95PRCNV010 - Payroll Deduction Arrears Balances Conversion
Payroll Deduction Arrears Balances ConversionTable name: PS_BAL_ADJ_ARR
97PRCNV011 - Payroll - Additional Pay
Additional Pay Data conversion. Data needs to converted for active EE's if a row exists in ADP. See comments for detail.
BOR_PY_C_BAL_CONVERSION
98PRCNV012 - Payroll employee level general deductions
Employee level general deduction conversion.See comments below.
BOR_PY_C_BAL_CONVERSION
Saturday, February 11, 2017 Page 1 of 8173
RICE InventoryHCM-015-RIC
Payroll
RICE Type: Conversion
Rice IDRiceTitle Rice Detail PeopleSoft Project
99PRCNV013 - Payroll employee level direct deposits
Payroll employee level direct deposits - look for PeopleSoft delivered excel/CI solution as possible conversion approach. Documentation attached.8/5 Attached excel to CI for Direct Deposit
BOR_PY_C_DIRECT_DEPOSIT
672PRCNV016 - Load Employee Garnishment Spec detail from ADP into PeopleSoft
A conversion program is needed to exract employee level garnishment detail from ADP EV5 system and load into the GARN_SPEC records in PS instead of keying the court orders manually.
838Prevent NRA's from Changing Federal Withholding
NRA tax data will need to be converted from EV5's custom NRA table to PeopleSofts FED_TAX_DATA record.
RICE Type: Enhancement
Rice IDRiceTitle Rice Detail PeopleSoft Project
759BNONL009 - Retro Benefit Deduction Security
Need security enhancement to allow practitioners to only see their school's calculated retro ben deds. Currently all schools calculated retro ben deds can b e viewed by all practitioners
BOR_BN_E_RETRODED_RQST
788Change default on Direct Deposit record to handle Prenotification for all employees
A decision has been made that all institutions will require prenotification for direct deposit. In PeopleSoft the default is set not to pre-note on employees Direct Deposit page. The request is to change the PRENOTE_REQD field = 'Y' on the the DIR_DEP_DISTRIB record.
BOR_PY_C_DIR_DEP_PRENOTE
761PRINT027 - Calculate Savings and Retirement
Re-create EPBP014 Calculate Savings and Retirement (referred to as ORP but it's also TSA's).
BOR_PY_E_BOR_ORP
522PRONL001 - ESS/Direct Deposit - Remove hyper link from page
Hide or remove 'Pay Statement Print Option' from the PY_IC_DD_LIST page.
Modification complete - Project Name - BOR_REQ000_ESS_DD_HYPReady to migrate
BOR_PY_E_ESS_DD_HYP_LNK
515PRONL005 - Zero Gross & Zero Net OK_TO_PAY
Turn off OK_TO_PAY before confirm for employee's that have a zero gross and zero net check. Reference ADP's EPBP030.
BOR_PY_E_OK_TO_PAY_PRCS
Saturday, February 11, 2017 Page 2 of 8174
RICE InventoryHCM-015-RIC
Payroll
RICE Type: Enhancement
Rice IDRiceTitle Rice Detail PeopleSoft Project
739PRONL007 - Batch process to run TSA extensions
Need a batch process to run once a month to extend age 50 catch up extensions. Please see process attachment for details.
N/A
291PRPRC001 - Nonresident Alien Process
Need ability to process Non-Resident Aliens. Several RICE were combined (PRINT011, PRRPT002, PRINT017). Please refer to the Comments section.
578PRPRC002 - Pay Run ID
When a Pay Run ID is confirmed the Pay Run ID field is grayed out and unable to be edited in PS delivered. This fields needs to remain editable so Pay Run IDs can be updated after confirm if individual Pay Run IDs are used.
BOR_PY_E_PRPRC002
676PRPRC004 - Payroll Lock
Develop 2 programs for SSC to run as part of their payroll schedule. The first program (Lock On) would uncheck the AUTO_PAYSHEET_UPD flags on the Paygroup Table.
BOR_PY_E_PAY_LOCK_FLG
363PRPRC005 - PY SUI Taxation Process
Delivered functionality will be used. Student SUI will maintained on the State Tax Data record.
N/A
RICE Type: Interface
Rice IDRiceTitle Rice Detail PeopleSoft Project
837Glacier - 1042S Interface
Create flat file to send to Glacier to create 1042S statements at year end. Replaciate Interface Georgia Tech has already developed. See functional specification
BOR_PY_I_1042S_FILE
545PRINT005 - Additional Pay Load
Institions need the ability to load additional pay to the Additional Data page when the volume is high.
BOR_PY_I_EXCEL_TO_CI_ADDLPAY
162PRINT012 - Automated Adjustments (Outbound)
Automate the ability to load earnings and deductions directly to the payline. There is a delivered excel to CI for PYLOAD that might be able to be utilized.
BOR_PY_I_EXCEL_TO_CI_PSHUP
Saturday, February 11, 2017 Page 3 of 8175
RICE InventoryHCM-015-RIC
Payroll
RICE Type: Interface
Rice IDRiceTitle Rice Detail PeopleSoft Project
723PRINT024 - Load Charitable Contributions excel to CI
Create an excel to CI to load general deductions if one is not delivered. The excel to CI would be used by SSC to load mass general deductions such as Charitable
No PeopleSoft project required
RICE Type: Query
Rice IDRiceTitle Rice Detail PeopleSoft Project
932ANRPT032 - Spending/Savings Accounts Limits and Balances Reports
Aon is expecting OneUSG to manage spending/savings accounts limits based on goal amounts sent through the payroll instruction file. We will need a report out of OneUSG that contains employee participation in spending and savings accounts with goal amounts and goal balances.
339BNPRC005 - Retro Deduction Report & Clean up
If Retro Benefit Deduction is implemented…. Report on and close all Retro Adjustments that are not loaded for whatever reason so that do not become part of subsequent run. This is needed to make retro ben deductions process work effectively. Institutions will have to continually "weed through" adjustments not processed as they never go away!
Query - BOR_BN_RETRO_NOT_PROC has been created to find retro requests that were not processed. No need for automated cleanup process.
322PRRPT013 - Create Garnishment Payee Query
Need to create a query. This is for the institutions.
Create Garnishment Payee Report - should be able to use delivered PAYWGP02 report
1/28-SP Testing of delivered report needed.
402PRRPT020 - BOR Payroll Audit
Ann D. queries - Payroll audit report for BOR (company = 980) Run by SSC payroll
Saturday, February 11, 2017 Page 4 of 8176
RICE InventoryHCM-015-RIC
Payroll
RICE Type: Query
Rice IDRiceTitle Rice Detail PeopleSoft Project
404PRRPT022 - Employees Setup As Additional Withholding Only
Employees Setup As Additional Withholding Only
409PRRPT025 - Terminated Employees Last Check used to review deductions/COBRA
SSC - Terminated Employees Last Check DateThis can be used to stop employees deductions, review COBRA, etc.
413PRRPT027 - SSC Common Remitter/SSC Retirement Report by Institution
SSC Common Remitter/SSC Retirement Report by InstitutionSee Libraries - Sample Input & Output Files - ADPR Sample Reports & DetailQuery created to satisfy RICE
1/14/16 Query has been written and testing HCMPRE. It will be tested in UAT.
414PRRPT028 - SSC Unconfirmed Payroll Data Audit (ee's over earnings limit,etc.)
SSC Confirmed Payroll Data Audit ReportSee Libraries - Sample Input & Output Files - ADPR Sample Reports & DetailQuery created to satisfy RICE.
418PRRPT032 - SSC Paycheck Data/Paycheck Data by EmplID
SSC Paycheck Data/Paycheck Data by EmplID
419PRRPT033 - Support HD / Employees without Direct Deposit
Support HD / Employees without Direct Deposit
495PRRPT039 - GGC Monthly Deduction Register not by Pay Run ID
GGC Monthly Deduction Register Submitted by Sandy Schneider (GGC) For ADP version - See Libraries - Sample Input & Output Files - ADPR Sample Reports & Detail - GGC_Monthly_Deduction Register
497PRRPT041 - Faculty Additional Pay
Faculty Additional Pay Submitted by Sandy Schneider (GGC)
Saturday, February 11, 2017 Page 5 of 8177
RICE InventoryHCM-015-RIC
Payroll
RICE Type: Query
Rice IDRiceTitle Rice Detail PeopleSoft Project
498PRRPT042 - 400 Student Assistants Audit Payments
400 Student Assistants Audit Payments Submitted by Sandy Schneider (GGC)
499PRRPT043 - GGC BW Overtime Earnings Register
GGC BW Overtime Earnings Register Submitted by Sandy Schneider (GGC)
505PRRPT048 - Earnings Code Detail
Earnings Code Detail Submitted by Sandy Schneider (GGC) See Libraries - Sample Input & Output Files - ADPR Sample Reports & Detail There are couple of queries that GRU uses: PR_PAYCHECK_OTHER_EARN & PR_PAYROLL_PAY_EARNINGSEddie Yates 7/22/15
509PRRPT052 - Earnings Type Codes
Query to include Earnings Type Codes
756PRRPT625 - Pay Cycle Ad-hoc queries
Ad-hoc queries used by SSC and Institutions during payroll cycles.
755PRRPT650 - Balancing Queries
Balancing Queries Used During Payroll Processing
RICE Type: Report
Rice IDRiceTitle Rice Detail PeopleSoft Project
962ANRPT014 - Optum Bank Detail Interface Report (FSA/HSA)
Provide a Detail Report that Reconciles to the File that was submitted to US Bank as part of payroll processing. This should match detail minus any errors which SSC works and enters tickets for. Report should be able to run for a specific company or all companies. Report output should be in PDF or XLS format
Saturday, February 11, 2017 Page 6 of 8178
RICE InventoryHCM-015-RIC
Payroll
RICE Type: Report
Rice IDRiceTitle Rice Detail PeopleSoft Project
303PRRPT001 - Presheet Audit Report
Presheet Audit Report - see ADP EPBP006 as reference7/14 - This is a modified version of PAY034 and is needed by the Institutions. Kennesaw uses a SQL and that 's what the Pilot would like to leverage. See Dan Hann. Also want to add a requirement for the audit to look at ORP and TSR enrollment6/28/16 Add to the audit criteria a SQL statement that will identify active student employees in Paygroups ('XXT','XXW','XXV','XXG' ) from JOB whose SUT_EXEMPT = 'N' from STATE_TAX_DATA. Display employees emplid and name on the report along with a message.
BOR_PY_R_PRESHT_AUDIT
Saturday, February 11, 2017 Page 7 of 8179
RICE InventoryHCM-015-RIC
End of Report
Saturday, February 11, 2017 Page 8 of 8180
RICE Inventory with RequirementsHCM-016-RICPayroll
RICE Type: Conversion
3PRCNV001 - Payroll Earning Balances Conversion
11/05/15 Calendar Year balances will need to be converted for the Pilot. Documents have been added regarding mapping information.
BOR_PY_C_BAL_CONVERSION
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
Convert Calendar Year Employee Balances from ADP into oneusg Payroll
3194
682PRCNV003 - GARN_BALANCE Conversion
Convert Garnishment MTD, QTD, YTD, Garnishment Balances.
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
Convert Month to Date, Quarter to Date and Year to Date Garnishment Balances from ADP into oneusg Payroll
3195
550PRCNV004 - Payroll Options Page
Requirement being met by the HR JOB Conversion. Confguration only
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
Convert Optional Distribution Mail and Address Options from ADP3196
91PRCNV005 - Payroll Taxes Balances Conversion
Convert Calendar Year balances for all employees with a tax balance in year that is being converted Functional Spec is attached.
BOR_PY_C_BAL_CONVERSION
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
Convert Payroll Tax Balances from ADP into oneusg Payroll3197
92PRCNV006 - Payroll Deduction Balances Conversion
10/10/15: Calendar Year Balances will need to be converted for the Pilot. Functional spec is attached with deduction balance details.
BOR_PY_C_BAL_CONVERSION
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 1 of 11181
RICE Inventory with RequirementsHCM-016-RICPayroll
RICE Type: Conversion
Requirement SummaryReq. ID
Convert Payroll Deduction Balances from ADP into oneusg Payroll3198
528PRCNV009 - CHECK_YTD balances
CHECK_YTD conversion will be needed for the Pilot due to the chane in go-live date. Functional Spec is attached.
BOR_PY_C_BAL_CONVERSION
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
Convert Year to Date Check Balances from ADP into oneusg Payroll3200
95PRCNV010 - Payroll Deduction Arrears Balances Conversion
Payroll Deduction Arrears Balances ConversionTable name: PS_BAL_ADJ_ARR
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
Convert Payroll Deductions Arrears Balances from ADP into oneusg Payroll
3201
97PRCNV011 - Payroll - Additional Pay
Additional Pay Data conversion. Data needs to converted for active EE's if a row exists in ADP. See comments for detail.
BOR_PY_C_BAL_CONVERSION
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
Convert Additional Pay Transactions from ADP into oneusg Payroll3205
98PRCNV012 - Payroll employee level general deductions
Employee level general deduction conversion.See comments below.
BOR_PY_C_BAL_CONVERSION
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
Convert Employee General Deductions from ADP into oneusg Payroll3207
99PRCNV013 - Payroll employee level direct deposits
Payroll employee level direct deposits - look for PeopleSoft delivered excel/CI solution as possible conversion approach. Documentation attached.8/5 Attached excel to CI for Direct Deposit
BOR_PY_C_DIRECT_DEPOSIT
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 2 of 11182
RICE Inventory with RequirementsHCM-016-RICPayroll
RICE Type: Conversion
Requirement SummaryReq. ID
Requirements Information
Convert Employee Direct Deposit Information from ADP to oneusg Payroll
3208
672PRCNV016 - Load Employee Garnishment Spec detail from ADP into PeopleSoft
A conversion program is needed to exract employee level garnishment detail from ADP EV5 system and load into the GARN_SPEC records in PS instead of keying the court orders manually.
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
Convert Garnishment Spec Detail from ADP into oneusg Payroll3210
RICE Type: Enhancement
338BNPRC004 - HSA (Health Savings Account) Employer $ match
Customization to give HSA employer match dollar for dollar up to a defined limit. Delivered does not look at Employee contribution when assessing ER match. Could be a general deduction or adjustment mid-payroll. This benefit plan type 67 will need a customization. Possible work around if built as a general deduction but this is a benefit, not general deduction.
BOR_BA_E_HSA_MATCHING
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY002.09 - Load HSA Match435
593HRAUD003 - Audit records for HCM, T&L, AM
Initial list of records to activate audit tracking. BOR_AB_C_AUDIT, BOR_TL_C_AUDIT
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
AD002.01 - Audit Payroll Changes289
515PRONL005 - Zero Gross & Zero Net OK_TO_PAY
Turn off OK_TO_PAY before confirm for employee's that have a zero gross and zero net check. Reference ADP's EPBP030.
BOR_PY_E_OK_TO_PAY_PRCS
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 3 of 11183
RICE Inventory with RequirementsHCM-016-RICPayroll
RICE Type: Enhancement
Requirement SummaryReq. ID
PY002.17 Turn off OK To Pay3190
739PRONL007 - Batch process to run TSA extensions
Need a batch process to run once a month to extend age 50 catch up extensions. Please see process attachment for details.
N/A
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY022.03 Running TSA Limit Extensions3443
291PRPRC001 - Nonresident Alien Process
Need ability to process Non-Resident Aliens. Several RICE were combined (PRINT011, PRRPT002, PRINT017). Please refer to the Comments section.
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY007.02 - Electronic Remittance - for 1042 Glacier187
PY017.01 - NRA Integration188
PY017.02 - Split NRA Earnings335
676PRPRC004 - Payroll Lock
Develop 2 programs for SSC to run as part of their payroll schedule. The first program (Lock On) would uncheck the AUTO_PAYSHEET_UPD flags on the Paygroup Table.
BOR_PY_E_PAY_LOCK_FLG
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY002.3 - Lock Out HR Activity During Payroll273
RICE Type: Interface
940ANINT002 - Employer Health Totals for W2's Box 12DD
Payroll Team needs info for W2's from Aon. W2s and the value of employer paid medical benefits that is required to be reported in Box 12DD of the employee’s W2. Currently, this is a calculated field that is provided from coverage data in BOSS which is the system of record for benefits. We were thinking that we would also need this from AON. We do not use the actual ER expense from EV5 because of employees who are on leave and pay for benefits outside of the payroll system.
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 4 of 11184
RICE Inventory with RequirementsHCM-016-RICPayroll
RICE Type: Interface
Aon has indicated that this is a standard annual file they provide
Requirement SummaryReq. ID
Requirements Information
Value of employer paid medical benefits that is required to be reported in Box 12DD of the employee’s W2
4507
870ANINT008 - Payroll Instruction File - General Deductions Load to PeopleSoft Payroll (From Aon to OneUSG)
Interface to load Payroll Deductions into the General Deductions tables in PeopleSoft
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
Administer withholding funds transfer, to collect, post and remit participant payroll withholding amounts
3913
661PRINT004 - ACA Reporting (ACAMP) Payroll Integration-Outbound
Complete Design/ Technical SpecificationsComplete Development and Unit Testing
BOR_HR_I_ACAMP_PAYROLL
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY003.22 ACA Reporting (ACAMP) Integration Outbound 3243
545PRINT005 - Additional Pay Load
Institions need the ability to load additional pay to the Additional Data page when the volume is high.
BOR_PY_I_EXCEL_TO_CI_ADDLPAY
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY001.02 - Additional Pay Load for High Volume3181
51PRINT007 - Payment to Banner - Work Study/Payroll (Outbound)
Payments to Banner - Work Study, PayrollInterfaces with Banner ZSRINLD interfacesWill use ADP extract process EPOP006.sqr as reference to develop oneusg version
This encompases the upload file for Banner and the
BOR_PY_I_PRINT007
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 5 of 11185
RICE Inventory with RequirementsHCM-016-RICPayroll
RICE Type: Interface
report for payroll/Financial Aid.
Requirement SummaryReq. ID
Requirements Information
Export Student Financial Aid to Banner (Federal Workstudy)378
162PRINT012 - Automated Adjustments (Outbound)
Automate the ability to load earnings and deductions directly to the payline. There is a delivered excel to CI for PYLOAD that might be able to be utilized.
BOR_PY_I_EXCEL_TO_CI_PSHUP
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY001.03 - Load Automated Adjustment Spreadsheet (PYLOAD)358
141PRINT020 - Payroll Check Print Interface to Wells Fargo
Payroll check print - see GRU BORI018.sqr, GT - PAY003.sqr
BOR_PY_I_WELLS_CHK_DD_FILE
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY003.05 - Generate Check File167
723PRINT024 - Load Charitable Contributions excel to CI
Create an excel to CI to load general deductions if one is not delivered. The excel to CI would be used by SSC to load mass general deductions such as Charitable
No PeopleSoft project required
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY014.04 - Load Charitable Contributions3232
589SCGEN003 - Customize delivered Payroll reports adding Department security
Carolyn Clower(10/26/2015 10:09 AM): Most delivered PS payroll reports use Pay Run ID in the run control page. So when each institution runs their own Payroll/Tax reports they should only see their company information. Shared Services can see all. When logged in as BWOODS400 which set up with security for GGC, I ran the PAY018 and PAY002 reports. I could see both company 400 and 980. In this case the user should only see company 400.11/11; M. Roobol; Modified sqrs and sqcs, migrated to HCMTEST. Added user profiles PAY_400 and
externals, see attached for list of programs
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 6 of 11186
RICE Inventory with RequirementsHCM-016-RICPayroll
RICE Type: Interface
PAY_980, both with password oneusg (in HCMTEST) to facilitate testing.
Requirement SummaryReq. ID
Requirements Information
PY651 - Delivered payroll reports return payroll data on institution level.3518
RICE Type: Query
404PRRPT022 - Employees Setup As Additional Withholding Only
Employees Setup As Additional Withholding Only
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY600.26 - Employees Setup As Additional Withholding Only2414
409PRRPT025 - Terminated Employees Last Check used to review deductions/COBRA
SSC - Terminated Employees Last Check DateThis can be used to stop employees deductions, review COBRA, etc.
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY600.29 - Terminated Employees Last Check Date2418
497PRRPT041 - Faculty Additional Pay
Faculty Additional Pay Submitted by Sandy Schneider (GGC)
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY600.45 - Faculty Additional Pay2485
499PRRPT043 - GGC BW Overtime Earnings Register
GGC BW Overtime Earnings Register Submitted by Sandy Schneider (GGC)
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY600.47 - GGC BW Overtime Earnings Register2487
Saturday, February 11, 2017 Page 7 of 11187
RICE Inventory with RequirementsHCM-016-RICPayroll
RICE Type: Query
756PRRPT625 - Pay Cycle Ad-hoc queries
Ad-hoc queries used by SSC and Institutions during payroll cycles.
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PYRPT203 - Query to Detail Paychecks Issued2996
PYRPT204 - Query to Provide Employee Mailing Address2997
PYRPT205 - Query for extracting Paycheck detail.2998
PYRPT242 - Query of Student Assistant Payment by Check Date3026
PYRPT308 - Query for Unprocessed Retro Payments 3092
755PRRPT650 - Balancing Queries
Balancing Queries Used During Payroll Processing
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY650 - Ability to use queries to balance and audit biweekly and monthly payrolls.
3517
757PRRPT651 - Common Remitter Reports
Write queries to replace ADPR reports used in Common Remitter processing.
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY600.27 - Common Remitter Net Positive Report2415
605TARPT003 - Functional team queries
Functional team queries needed for conversion validation and review.
BOR_TA_FUNCTIONAL_QUERIES
Requirement SummaryReq. ID
Requirements Information
Rice IDRiceTitle Rice Detail PeopleSoft Project
PY001 - BNRPT370 - Query to list benefit retro processing details for each employee
3154
PY001 - BNRPT371 - Query to list outstanding benefit retro requests that need to be reviewed
3155
RICE Type: Report
920ANRPT029 - Error Need an error report of data that does not load into
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 8 of 11188
RICE Inventory with RequirementsHCM-016-RICPayroll
RICE Type: Report
Report from Aon Payroll Instruction Interface
general deductions from the weekly Aon Payroll Instruction file. Need to define what payroll needs to see.
Create a report from the Aon/General deduction load that provides counts of what was loaded and loaded (error).
Provide detail of the employee's that didn't load. See below:CompanyEmplidEffective date Dedcd Ded_addl_amt (the amount of the deduction that didn't load)Error message (why the code didn't it load, EE not found, duplicate, etc.). The more descriptive the better.
Report should be able to run for a specific company or all companies.
Report output should be in PDF or XLS format
Requirement SummaryReq. ID
Requirements Information
Need an error report of data that does not load into general deductions from the weekly Aon Payroll Instruction file. Need to define what payroll needs to see.
4357
Create a report from the Aon/General deduction load that provides counts of what was loaded and loaded (error).
4358
Provide detail of the employee's that didn't load. See below: Company, Emplid, Effective Date, Deduction Code, Deduction Addtl Amount & Descriptive Error Message
4359
Report should be able to run for a specific company or all companies.4360
Report output should be in PDF or XLS format4361
303PRRPT001 - Presheet Audit Report
Presheet Audit Report - see ADP EPBP006 as reference7/14 - This is a modified version of PAY034 and is needed by the Institutions. Kennesaw uses a SQL and that 's what the Pilot would like to leverage. See Dan Hann. Also want to add a requirement for the audit to look at ORP and TSR enrollment6/28/16 Add to the audit criteria a SQL statement that will identify active student employees in Paygroups ('XXT','XXW','XXV','XXG' ) from JOB whose SUT_EXEMPT = 'N' from STATE_TAX_DATA. Display employees emplid and name on the report along with a message.
BOR_PY_R_PRESHT_AUDIT
Rice IDRiceTitle Rice Detail PeopleSoft Project
Saturday, February 11, 2017 Page 9 of 11189
RICE Inventory with RequirementsHCM-016-RICPayroll
RICE Type: Report
Requirement SummaryReq. ID
Requirements Information
PY001.03 - Presheet Audit Report2364
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RICE Inventory with RequirementsHCM-016-RIC
End of Report
Saturday, February 11, 2017 Page 11 of 11191