Session 1020 Multiple Jobs Processing in HRMS 8 - Part I  March 20, 2001  Dave Dresselhouse  PeopleSoft

Agenda  This is a 2-part presentation...  Part I (2:30 - 3:30)  Multiple Jobs Basics / Overview  HRMS  Payroll for North America  Pension Administration  Break (3:30 - 3:45)  Part II (3:45 - 4:45)  Benefits Enrollment and Deductions  Benefits Administration / Eligibility

Multiple Job Basics / Overview PeopleSoft HRMS Product Line Company: University Position: Professor Paid: Weekly Job: #1 Company: University Position: Dean Paid: Monthly Job: #3 Company: Hospital Position: Physician Paid: Monthly Job: #4 Company: University Position: Researcher Paid: Weekly Job: #2 Employee All jobs don’t have to be “concurrent”: Professor Researcher Dean Time Physician

Multiple Job Basics / Overview PeopleSoft HRMS Product Line EMPLOYMENT Empl_Rcd: #0 EMPLOYMENT Empl_Rcd: #2 EMPLOYMENT Empl_Rcd: #3 EMPLOYMENT Empl_Rcd: #1 PERSONAL_DATA Representation of multiple jobs in the database: JOB Effdt: 1/1/98 Action: HIR JOB Effdt: 2/1/99 Action: XFR JOB Effdt: 8/1/99 Action: DTA JOB Effdt: 6/1/98 Action: HIR JOB Effdt: 4/1/98 Action: HIR JOB Effdt: 12/31/98 Action: TER JOB Effdt: 2/1/99 Action: HIR

Multiple Job Basics / Overview Why Use Multiple Jobs?  Concurrent employment in multiple companies (or legal entities) within a corporation/organization  Jobs for different FEINs need to be kept separate  Need to distribute expenses differently for each job held in a single company  e.g. Salary and Benefits expenses  If Benefits eligibility can vary by job, or group of jobs  Pension Administration requires multiple jobs PeopleSoft HRMS Product Line

PeopleSoft HRMS

PeopleSoft HRMS Enhancements What’s new in HRMS?  “Primary/Secondary” Job Indicator  FTE tracking/visibility across multiple jobs  Job inquiry across multiple jobs  Benefit Record assignment  Reports respond to “Primary Job” PeopleSoft HRMS

Primary/Secondary Job Indicator PeopleSoft HRMS  Established on the Job record  Effective dated  Used mostly for reporting  Real-World implementation requires that we allow more than one primary job as an exception  Due to security implementations  On-Line warning  Audit report

Cross-Job FTE Tracking PeopleSoft HRMS  Visibility of totals across all jobs as of Effective Date  Standard Hours  FTE  Note that totals are not stored

Inquiry Across Multiple Jobs PeopleSoft HRMS  View of “non-sensitive” data for all jobs as of Effective Date

Benefit Record / Program Assignment PeopleSoft HRMS  Benefit_Rcd# = Empl_Rcd# relationship broken  Benefit Record can be directly entered in normal page flow  Benefit Record for a job can be changed at any time  Benefit Program is not required if all jobs in Benefit Record are managed by “Other” pay systems

HRMS Reports PeopleSoft HRMS  All reports that derive data from one job have been modified to respect the new “Job Indicator” field  In the case of “overlapping” primary jobs:  Lowest Active Empl_Rcd is used  If all jobs are terminated:  Lowest Empl_Rcd is used

PeopleSoft Pension Administration

 Enhanced Multiple Job functionality affects four major areas of Pension Administration:  Alias resolution  Plan Eligibility  Consolidations  Service PeopleSoft Pension Administration Enhancements PeopleSoft Pension Administration

 Multiple Concurrent Jobs processing requires new method for resolving Database Aliases  In earlier releases, Aliases were resolved on Job 0  For Multiple Concurrent Jobs enhancement it was necessary to establish the employee’s Primary Job in order to resolve Aliases  User-defined criteria for Active Job and Eligibility are used to identify Primary Job PeopleSoft Pension Administration Alias Resolution

 Primary Job for Pension can be directly specified  Effective Dated PeopleSoft Pension Administration Alias Resolution

 Primary Job is determined in the following order of precedence:  Override Job (user defined)  Lowest Eligible Active Job  Lowest Eligible Job  Lowest Active Job  Lowest Job PeopleSoft Pension Administration Alias Resolution

 Plan Eligibility  First, an eligibility timeline is established for each job  Using individual job eligibility timelines, a blended timeline of eligible and non-eligible status periods, is created across multiple jobs  Based on the blended timeline, appropriate definitions are applied PeopleSoft Pension Administration Plan Eligibility

Multiple Jobs Eligibility Timeline ‘84 ‘86 ‘88 ‘90 ‘92 ‘94 ‘96 ‘98 ‘00 Job Blended ELIGIBILITY TIMELINE = Eligible = Ineligible First, an Eligibility Timeline is created for each job. Then a blended timeline is created. Job 3 is Salary Plan & Ineligible Example Mary Complex: 5 Multiple Jobs Plan: USPEN3 Let’s look at the rest of Mary’s Job History PeopleSoft Pension Administration 2/24/84 - 8/4/87 and 12/14/87 - 7/15/92

Job $ Multiple Jobs Consolidated Earnings Annualized ‘ 91 ‘92 ‘93 ‘94 ‘95 ‘96 ‘97 Earnings Job 3 is Salary Plan: No Eligible Earnings $ 15,600 7,800 24,960 45,000 39,000 48,36041,114 2, ,377 24,148 $15,600 7,800 24,960 $48,360 0 PeopleSoft Pension Administration

‘ 91 ‘92 ‘93 ‘94 ‘95 ‘96 ‘97 Multiple Jobs: Service Job Multiple Jobs: Service / Eligible Jobs Only Job 5 Begins After 1997 Service Job 3 is a Salary Plan: No Eligible Service PeopleSoft Pension Administration

PeopleSoft Payroll for North America

 What’s new in Payroll for North America?  Improved “Single Check” processing  Additional balance keys  Improved General Deductions enrollment and processing  FICA status tracked at the Job level PeopleSoft Payroll for North America PeopleSoft Payroll for North America Enhancements

 Combine as many jobs as possible onto a single check  Increases accuracy of Tax withholding - prevents under- withholding  Reduced processing costs associated with the production, distribution and reconciliation of “extra” checks  Less confusing to the employee PeopleSoft Payroll for North America Improved “Single Check” Processing

 Which jobs can be combined?  Same Company  Same Pay Period End Date  Either On or Off Cycle  Same FLSA Period  All paysheets created and ‘OK to Pay’  Same or Different Benefit Records  Same or Different Paygroups, aligning Pay End Dates PeopleSoft Payroll for North America Improved “Single Check” Processing

PeopleSoft Payroll for North America Improved “Single Check” Processing Company: University Position: Professor Paid: Semi-M (SM1) Empl_Rcd: #0 Benefit_Rcd: #0 Company: University Position: Dean Paid: Monthly (MO1) Empl_Rcd: #2 Benefit_Rcd: #2 Company: Hospital Position: Physician Paid: Monthly (MO2) Empl_Rcd: #3 Benefit_Rcd: #3 Company: University Position: Researcher Paid: Semi-M (SM1) Empl_Rcd: #1 Benefit_Rcd: #1 Employee $$$$ Release 7.X Pay End: 3/31/2001

PeopleSoft Payroll for North America Improved “Single Check” Processing Company: University Position: Professor Paid: Semi-M (SM1) Empl_Rcd: #0 Benefit_Rcd: #0 Company: University Position: Dean Paid: Monthly (MO1) Empl_Rcd: #2 Benefit_Rcd: #2 Company: Hospital Position: Physician Paid: Monthly (MO2) Empl_Rcd: #3 Benefit_Rcd: #3 Company: University Position: Researcher Paid: Semi-M (SM1) Empl_Rcd: #1 Benefit_Rcd: #1 Employee $$ Release 8.X Pay End: 3/31/2001

PeopleSoft Payroll for North America Improved “Single Check” Processing 3/15/2001 Semi-Monthly 3/31/2001 Monthly Semi-Monthly Empl_Rcd 0, BenefitRcd 0 Empl_Rcd 1, BenefitRcd 1 Empl_Rcd 0, BenefitRcd 0 Empl_Rcd 1, BenefitRcd 1 Empl_Rcd 2, BenefitRcd 2 Empl_Rcd 3, BenefitRcd 3 $$$$$$$$$ Pay EndJobs Paid7.X Checks8.X Checks Release 8.X / 7.X Comparison

PeopleSoft Payroll for North America Improved “Single Check” Processing  Controls single check processing when ‘Single Check for Multiple Jobs’ flag is checked  Identifies Paygroup where paysheets will be consolidated  Determines General Deduction processing Paygroup A Paygroup B* Paygroup C Pay Sheet Pay Sheet Pay Sheet Consolidated Pay Sheet *Primary Primary Pay Group

Improved “Single Check” Processing  How do you enable “Single Check” processing?  Company Table - “Single Check for Multiple Jobs”  Employees must be assigned to a Primary Paygroup  Even if all jobs are in the same paygroup!  Should be most frequently-paid pay group for the employee PeopleSoft Payroll for North America

Additional Balance Keys  Additional keys were added to the Balance tables  Finer level of detail to support multiple jobs  Earnings - Now tracked byJob (Empl_Rcd)  Deductions - Now tracked by enrollment (Benefit Record)  No change to General Deductions  General Deductions are no longer job-specific PeopleSoft Payroll for North America

Improved General Deduction Enrollment PeopleSoft Payroll for North America  Disconnect General Deductions from Benefit Programs  General Deductions no longer defined in a Benefit Program  Defined at the Company level  Enrollments no longer posted at the Job level  Employee is enrolled at the Company level  All jobs in the same Company share the same enrollment  No need to maintain enrollments as jobs come and go

Improved General Deduction Enrollment PeopleSoft Payroll for North America University Hospital Empl_Rcd 0, BenefitRcd 0 Empl_Rcd 1, BenefitRcd 1 Empl_Rcd 2, BenefitRcd 2 Empl_Rcd 3, BenefitRcd 3 Parking CompanyJobs7.X8.X Parking Enrollments Release 8.X / 7.X Comparison

Improved General Deduction Processing  Union Dues and Multiple Jobs  General Deduction can be flagged as “Union Dues”  Union Dues are deducted only if a job enrolled in the Union is being paid on the check PeopleSoft Payroll for North America

Improved General Deduction Processing  Deduction Frequency  Can now specify whether deduction should be taken from every check, or just one particular check  If not taken on each check…  Taken on Primary Paygroup check  If no Primary Paygroup, taken on check with highest paygroup priority of all paygroups the employee participates in PeopleSoft Payroll for North America

FICA Status Tracking  FICA Status can be identified for each Job  Moved from Fed_Tax_Data to Job  Employee can hold a mix of FICA Exempt/Non-Exempt jobs PeopleSoft Payroll for North America

Issues  Known Issues in PeopleSoft8  HRMS - none  Pension - none  Payroll for North America  “Single Check” setting cannot be overridden at the employee level  Difficulty adding/changing multiple tax locations in the same state  Difficulty with General/Benefit deduction overrides PeopleSoft HRMS Product Line

 End of Part I - Multiple Jobs in HRMS  Part II - Detailed look at Base Benefits, Benefits Administration and Deduction Calculation for Multiple Jobs PeopleSoft HRMS Product Line

Session 1020 Multiple Jobs Processing in HRMS 8 - Part I  March 20, 2001  Dave Dresselhouse  PeopleSoft