 |
|
Office of Financial Management Services
Payroll |
|
|
Information for Departments Regarding Transitioning PAO/PAU Staff to a Bi-weekly Pay Schedule
|
- Some payroll calendar dates are changing:
- Closing Aug MO payroll 1 day early. New date is Aug 20. Payroll calendars will be updated shortly.
- Oct 2 BW payday being moved to Oct 1 for ALL BW paid staff. All other BW pay dates will occur as scheduled.
- Payroll is updating the earn code tables to track PTO, etc., for these staff. They will be available in mid-July to early August.
- In July, payroll will be emailing those PAO/PAU staff that have flat amounts allocated for things like direct deposit (DD), tax withholding and bond purchases. These staff members will be advised that the flat amounts will continue on a BW schedule unless the employee makes a change. We are asking those staff members to send in new tax and bond forms to FMS Customer Service. We will hold those documents and enter them at the correct time to ensure they are not input prior to the MO pay closing, but prior to the BW pay closing. Any changes to direct deposit should be made online by the employee.
- In order to actually move these staff to a bi-weekly pay schedule, UHRS will be initiating and saving Maintain Job Data e-docs after the August MO payroll close. As part of this process, they will actually be adding these staff members to a TIME work area as well.
- Payroll will be sending out a spreadsheet to each campus or BL dept with the following information:
- Empl name
- Empl ID
- Current funding information
- Current voucher code
- Work area (blank)
- We are asking that you add a TIME work area to the document and make any requested changes to funding or the voucher code and return them to the Payroll Dept no later than August 14, 2009.
- If a campus or dept does not return the spreadsheet, we will use the default information and add them to a current BW TIME work area for that dept.
- You can create separate TIME work areas for these employees, or you can put them into an active BW work area. It’s your choice. If you choose to setup a separate work area, you can go ahead and do so immediately. Please forward your department name and the new work area number to Dean Barrett at dbbarret@indiana.edu.
- Payroll will be forwarding PTO worksheets to the campuses or departments in order to get these staff member’s PTO, sick, etc., into the PeopleSoft HRMS system. Please ensure that your PTO records for these employees are up-to-date now so you are prepared to fill out the worksheet when you receive it. More detail will be forthcoming regarding this.
- There will be some work required in order to ensure that those PAO/PAU staff with Additional Payments will continue to receive what is expected. Some work may be required of the departments, however at this time we are still working through the details. More information is forthcoming.
- Information will be added to our online Q&A regarding the deduction schedules in the next few days. A notice will be sent to affected PAO/PAU staff to let them know that this information is available. This information is posted on the FMS website at www.fms.indiana.edu. There is a link to information about the transition in the box on the right side of the page. There also information posted on the UHRS website at: http://www.indiana.edu/~uhrs/flsa/compliance.html
- The timing of the transition would have caused a cash flow shortage equivalent to 6 days for affected PAO and PAU staff. Because the University would like to minimize any adverse impact on its valued employees, each employee affected by this change will receive a one-time transition supplemental payment for 6 days. This payment will be included on the August 31, 2009 paycheck, effectively making it a regular payroll payment. University Administration will cover that cost for employees paid in the general fund, by contracts and grants, or by service accounts (AUXSER and AUXCOM). For split funded employees, the UA share will be prorated by funding FTE. However, there are some accounts which will be charged directly. They have been identified at the fund and subfund level. The list of accounts to be charged directly by fund and subfund follow:
DIRECT CHARGE TO INDIVIDUAL ACCOUNTS |
| | FUND | SUBFUND |
| | AE | AUXENT |
| | | MCLAR |
| | | MPPLAN |
| | | MSERV |
| | AF | EXTAGY |
| | DS | DCEDU |
| | | DFRES |
| | | DOFDS |
| | | SDPSA |
| | GF | SMHOUSE |
| | | MPRACT |
- Information for DEPARTMENTS regarding processing changes to Digital & Internet Allowances for PAO and PAU Staff:
ACTION to be taken by UHRS
- E-Docs will be initiated for those PAO and PAU employees (system-wide), using an Effective Date of August 1st and an Earnings End Date of August 22nd.
- The Total Amount will be recalculated to reflect an August payment for the same monthly payment the employee has been receiving in the past, e.g.
- Original E-Doc approved as follows:
Effective Date - 1/1/2009
Earnings End Date - 12/31/2009
Total Amount - $900
Calculated Monthly Amount - $75
- New E-Doc to be submitted by UHRS:
New Effective Date - 8/1/2009
New Earnings End Date - 8/22/2009
New Total Amount - $75
New Calculated Monthly Amount - $75
- A Note will be inserted within the E-Doc as follows -
"Due to the scheduled 8/23/2009 transition of PAO and PAU employees to the bi-weekly pay schedule, this allowance payment is ending as of 8/22/2009. In order to continue the allowance through the original approved Earnings End Date, a new Create Additional Pay E-Doc will need to be initiated by the department after the monthly payroll closes on August 20th, using the updated job record with an Effective Date of 8/23/2009. The new Earnings End Date should be reflective of the last day of the bi-weekly pay period for which the employee is to be paid. Routinely, allowances for employees paid on the bi-weekly pay schedule should use pay period begin and end dates as the Effective Date and Earnings End Date. The E-Doc Begin and End Dates should reflect the actual time period of the digital communication and/or internet access contract dates, or equipment purchase date."
- The transition process will automatically prorate the August payment as of August 22nd and the employee will receive the remaining August payment with payroll earnings on September 18th, provided the allowance payment is "continued" with a Create Additional Pay E-Doc approved before the job flag goes off for the bi-weekly pay period of 8/23/2009-9/5/2009.
ACTION to be taken by DEPARTMENT E-Doc Initiators
- After the August monthly payroll closing occurs on August 20th, the department should initiate a new Create Additional Pay E-Doc, Effective Date of 8/23/2009, using the newly-updated job record.
- Earnings End Date should be reflective of the last day of the bi-weekly pay period for which the employee is to be paid.
- This will allow the employee to receive the remaining August payment with the scheduled payroll earnings on September 18th.
ACTION to be taken by all DEPARTMENT E-Doc Final Approvers prior to the August 23rd transition
- For any new or continued PAO or PAU Digital Allowance and/or Internet Access additional pays initiated up until that time, it is advisable to adjust the Earnings End Date to August 22nd
- Update the Total Amount to reflect the same calculated monthly amount the E-Doc initiator is stating the employee should be paid. e.g.
- The newly-initiated E-Doc reads as follows:
Effective Date 7/1/2009
Earnings End Date 6/30/2010
Total Amount - $900
Calculated Monthly Amount - $75.00
- Final approver updates E-Doc as follows:
Effective Date of 7/1/2009 remains
Change Earnings End Date to 8/22/2009
Change Total Amount - $150
Recalculate Monthly Amount - $75.00
- The transition process will automatically prorate the August payment as of August 22nd and the employee will receive the remaining August payment with payroll earnings on September 18th.
If you have any questions, please contact Anita Dollens by either e-mail adollens@indiana.edu or phone 812-855-2015.
- Information for CAMPUSES regarding processing changes to Digital & Internet Allowances for PAO and PAU Staff:
ACTION to be taken by UHRS
- E-Docs will be initiated for those PAO and PAU employees (system-wide), using an Effective Date of August 1st and an Earnings End Date of August 22nd.
- The Total Amount will be recalculated to reflect an August payment for the same monthly payment the employee has been receiving in the past, e.g.
- Original E-Doc approved as follows:
Effective Date - 1/1/2009
Earnings End Date - 12/31/2009
Total Amount - $900
Calculated Monthly Amount - $75
- New E-Doc to be submitted by UHRS:
New Effective Date - 8/1/2009
New Earnings End Date - 8/22/2009
New Total Amount - $75
New Calculated Monthly Amount - $75
- A Note will be inserted within the E-Doc as follows -
"Due to the scheduled 8/23/2009 transition of PAO and PAU employees to the bi-weekly pay schedule, this allowance payment is ending as of 8/22/2009. In order to continue the allowance through the original approved Earnings End Date, a new Create Additional Pay E-Doc will need to be initiated by the campus after the monthly payroll closes on August 20th, using the updated job record with an Effective Date of 8/23/2009. The new Earnings End Date should be reflective of the last day of the bi-weekly pay period for which the employee is to be paid. Routinely, allowances for employees paid on the bi-weekly pay schedule should use pay period begin and end dates as the Effective Date and Earnings End Date. The E-Doc Begin and End Dates should reflect the actual time period of the digital communication and/or internet access contract dates, or equipment purchase date."
- The transition process will automatically prorate the August payment as of August 22nd and the employee will receive the remaining August payment with payroll earnings on September 18th, provided the allowance payment is "continued" with a Create Additional Pay E-Doc approved before the job flag goes off for the bi-weekly pay period of 8/23/2009-9/5/2009.
ACTION to be taken by CAMPUS E-Doc Initiators
- After the August monthly payroll closing occurs on August 20th, the department/campus should initiate a new Create Additional Pay E-Doc, Effective Date of 8/23/2009, using the newly-updated job record.
- Earnings End Date should be reflective of the last day of the bi-weekly pay period for which the employee is to be paid.
- This will allow the employee to receive the remaining August payment with the scheduled payroll earnings on September 18th.
ACTION to be taken by all CAMPUS E-Doc Final Approvers prior to the August 23rd transition
- For any new or continued PAO or PAU Digital Allowance and/or Internet Access additional pays initiated up until that time, it is advisable to adjust the Earnings End Date to August 22nd
- Update the Total Amount to reflect the same calculated monthly amount the E-Doc initiator is stating the employee should be paid. e.g.
- The newly-initiated E-Doc reads as follows:
Effective Date 7/1/2009
Earnings End Date 6/30/2010
Total Amount - $900
Calculated Monthly Amount - $75.00
- Final approver updates E-Doc as follows:
Effective Date of 7/1/2009 remains
Change Earnings End Date to 8/22/2009
Change Total Amount - $150
Recalculate Monthly Amount - $75.00
- The transition process will automatically prorate the August payment as of August 22nd and the employee will receive the remaining August payment with payroll earnings on September 18th.
If you have any questions, please contact Anita by either e-mail adollens@indiana.edu or phone 812-855-2015.
- An email box has been created to answer questions specifically regarding this project. Please refer your staff members with questions to fmspayrl@indiana.edu. Feel free to send your questions to that mailbox as well.
|
|
|
