Payroll Overview

2 Agenda LessonTime One: Payroll Overview Two: Maintain Payroll Data

Payroll Overview

4 At the end of this lesson, participants will be able to:  Describe the Perpetual Calendar and All Days Paid payroll design elements.  Highlight the key changes on the new pay statement.  Explain and calculate the Year Round Pay Option. Lesson Objectives

5Payroll Overview Key Terminology CATSCross Application Time Sheets – enter attendance and absence transactions into SAP for either a single or multiple employees on a single screen for the entire payroll period. KRONOS/ COMPASS External time keeping systems from which time will be imported into SAP. Retro or Adj. (Adjustments) An adjustment made to an employee’s pay for a prior pay period. This term will eliminate ‘Difference from pre’ from the pay statement. Perpetual Calendar A continuing calendar that crosses over fiscal years without interruption and is not tied to the school calendar. Each Perpetual Calendar pay period consists of 14 calendar days/10 weekdays (starting on Mondays and ending on Sundays) and is paid on the Friday after the pay period ends.

6Payroll Overview Key Terminology Manager Self Service (MSS) Workplace for administrators to approve absence requests for vacation and sick personal time, time entries, and personnel actions. Employee Self Service (ESS) Workplace for employees to view personal information, request changes, and submit absence requests for vacation and sick personal reasons to manager for approval. Business Intelligence (BI) Repository of SAP information for the purpose of reporting. Salaried EmployeeContracted salaried employee with a work schedule rule assigned. Example – Teacher, Principal, Office Manager Hourly Employee w/Work Schedule Contracted hourly employee with a work schedule rule assigned. Example – Custodian, Cafeteria Worker ‘True’ Hourly Employee Non-contract employee with no assigned work schedule. Example – Substitute Teacher, Temporary Worker

7Payroll Overview Key Payroll Changes Affecting the District Significant Payroll Design Changes  Perpetual Calendar  “All Days Paid” Concept Major Enhancements  Easier-to-understand pay statements  “Difference from Pre” eliminated and replaced with distinct line items and a “Retro” column  Set biweekly pay dates  Sick and Vacation leave summary updated on pay statement on per- day period basis  TSA deductions can either be a fixed amount or percentage of salary  Up to five direct deposit financial institutions on one pay statement

8Payroll Overview Perpetual Calendar  Standard biweekly pay dates, every other Friday, after the pay period ends, unless Friday is a bank holiday in which case payment will be distributed the day before  Standard 14-day pay periods, which start on Mondays & end on Sundays  Perpetual Calendar crosses fiscal years and is not tied to the school calendar  Pay dates set for years to come  Does not change the number of pay periods for the various calendars

9Payroll Overview All Days Paid Concept  Annual contract salary is not changing, but is being redistributed to prevent paying employees in advance.  Affects only contract salaried employees.  All days between first and last day of contract, excluding weekends, are considered to be “Paid Days,” (including paid days, paid holidays, unpaid holidays, etc.).  Salary will be distributed among all “Paid Days” to provide equal paychecks for employees, except for first and last paychecks.  Annual Contract Salary, hourly rate for additional positions, and sick leave payout will not be affected.

10Payroll Overview $0.00$3,000$3, $0.00$750$ /28 -$83.32$750$ /21 -$166.64$750$ /14 -$83.32$750$ /7 on paid dayson work daysEnded DifferenceSalary based Week Unpaid Holiday SFThWTMS SEPTEMBER paid days in the month 18 work days in the month Employee paid $3,000 per month $3,000/18 days = $ per work day $3,000/20 days = $150 per paid day FACTS 4 days worked in each of weeks 1 & 2 5 days worked in each of weeks 3 & 4 Work Days versus Paid Days

11Payroll Overview Paid Days $ $ $32,700 Work Days $ $ $32,700 Hourly RateHrs Daily RateDays Salary $32,700 Annual Salary 196 Work Days 214 Paid Days FACTS *Equals days unpaid: 9/13/07, 11/23/07, 12/24/07 thru 12/28/07, 12/31/07, 1/02/08 thru 1/04/08, 1/20/08, 3/21/08, 3/31/08 thru 4/04/08 Work Days196 Additional days between first and last days worked* 18 Paid Days214 Work Days versus Paid Days – Standard 196-day Calendar for

12Payroll Overview What does this mean? Starting school year, the first and last paychecks for contract salaried employees (except for those on the 240+ day calendars) will be for only the actual days worked in the payroll period

13Payroll Overview August 2008   Pay period begins on August 4 and ends on August 17   The 196-day employee starts work on August 11 (estimated)   The employee is paid on August 22 for five days and September 5 for ten days Est. School Start Date Start/End of pay period Employee reports to work Employee receives check SFTWTMS ⌂ ⌂ Sample First Pay Date Information in School Year

14Payroll Overview Pay Statement – New Look! Detail on the pay statement will include:  Absence type and hours taken in the pay period shown as part of the Earnings Summary  Incentives paid shown as separate line items  Position numbers and corresponding hourly rates  Under the Leave Summary show: Earned, Fiscal YTD Used and Balance  Leave balances to be updated by pay period, in fractions (i.e., for Sick Leave, half day accruals based on your work schedule) Eliminated from the pay statement:  “Difference from Pre” – instead provide a “Retro” or “Adj.” column for each type of pay (primary, secondary, supplements…)  “EQ Adjustments”

15Payroll Overview Pay Statement – New Look! Breaks out Pre & Post Tax Deductions Replaces “difference from pre” Itemizes Primary and Secondary Positions Displays amount(s) of your direct deposit(s) and direct deposit institution(s) Leave balances will be updated every pay period Taxes an employee pays on life insurance premium

16Payroll Overview Year Round Pay Option  Year Round Pay (YRP) Option  pre-tax calculation  Per IRS regulations (IRS Code Section 409A):  YRP selection is optional and must be made Annually prior to the first day of the contract calendar  No changes can be made during the year; YRP option cannot be cancelled mid-year  Early payouts will occur only for retirement, early termination, and Board approved leave; no hardship payouts are allowed  Amount is system-calculated  Biweekly pays are calculated on gross Base Salary only  Payments for Supplements, additional hours or positions and Longevity payout are not included in the calculation for the Year Round Pay Option summer checks  Amounts are fixed for the duration of the year  Health insurances, voluntary insurances (cancer, life, pre-paid legal, etc.), union dues, United Way, and other similar deductions will not be deducted from Year Round Pay Option summer checks  Taxes, garnishments, and TSAs will be deducted from Year Round Pay Option summer checks

17Payroll Overview Year Round Pay Option Calculation Year Round Pay Completed Worksheet

18Payroll Overview Congratulations! You should now be able to:  Describe the Perpetual Calendar and All Days Paid payroll design elements.  Highlight the key changes on the new pay statement.  Explain and calculate the Year Round Pay Option. Lesson Summary

19Payroll Overview Questions?

20Payroll Overview Agenda LessonTime One: Payroll Overview Two: Maintain Payroll Data

Maintain Payroll Data

22Payroll Overview At the end of this lesson, participants will be able to:  Create and change employee data using multiple PA30 infotypes.  Describe your role in the time entry process (transactions CAT2 and CAT3). Lesson Objectives

23Payroll Overview Common Payroll Infotypes Infotype 0003Payroll Status Infotype 0009Bank Details Infotype 0014Recurring Payments/Deductions Infotype 0015Additional Payments Infotype 0103Bond Purchases Infotype 0104Bond Denominations Infotype 0169Savings Plans (TSAs) Infotype 0194Garnishment Document Infotype 0195Garnishment Order Infotype 0207Resident Tax Infotype 0210W4/W5 Withholdings Infotype 0234Additional Withholding Information Infotype 0235Other Taxes (Override Withholding) Infotype 0236DISPLAY ONLY! Display Credit Plans Infotype 0267Special Payments Infotype 0416Time Quota Compensation Infotype 2001DISPLAY ONLY! Absences Infotype 2002DISPLAY ONLY! Attendances Infotype 2006Quotas Infotype 2012Quota Adjustments

24Payroll Overview PA20: Displaying Payroll Data  Transaction PA20 allows for viewing of employee data.  When viewing employee records through this transaction, other users may also view the same employee record at the same time.  Changes to employee data cannot be made using this transaction.  All payroll related infotypes may be viewed using this transaction, security permitting.

25Payroll Overview 1 Object Manager

26Payroll Overview Object Manager

27Payroll Overview PA20: Display HR Master Data

28Payroll Overview PA30: Maintain HR Master Data  This transaction gives you access to infotypes where employee payroll data can be updated and changed.  When accessing an employee record, this record is locked from all other users preventing them from viewing or changing the record.  Any personal information changed on one infotype will automatically be updated in all other infotypes.  Some employee information can only be delimited, not changed or deleted.

29Payroll Overview PA30: Maintain HR Master Data

30Payroll Overview Infotype 0003: Payroll Status

31Payroll Overview Infotype 0009: Bank Details (for Primary Bank) 1 2 3

32Payroll Overview Infotype 0009: Bank Details (for Secondary/Other Bank) 1 2 3

33Payroll Overview Infotype 0014: Recurring Payments/Deductions

34Payroll Overview Infotype 0015: Additional Payments 1 2

35Payroll Overview Infotype 0103: Bond Purchases

36Payroll Overview Infotype 0104: Bond Denominations

37Payroll Overview Infotype 0169: Savings Plans (TSAs)

38Payroll Overview Infotype 0207: Resident Tax

39Payroll Overview Infotype 0210: W4/W5 Withholdings

40Payroll Overview Infotype 0234: Additional Withholding Information 1 2 3

41Payroll Overview Infotype 0235: Other Taxes 1

42Payroll Overview Infotype 0236: Display Credit Plans

43Payroll Overview Infotype 0267: Additional Off-Cycle Payments

44Payroll Overview Infotype 0416: Time Quota Compensation 1 2

45Payroll Overview Infotype 2001: Absences 1 2

46Payroll Overview Infotype 2002: Attendances 1 2

47Payroll Overview Infotype 2006: Quotas 1 2

48Payroll Overview Infotype 2012: Time Transfer Specifications 1 2 3

49Payroll Overview Time Recording Process Start Payroll Contact Enters/ Updates Time via CAT2 Administrator Reviews Time in MSS Approve Employee Receives Payment Finish Payroll Dept Processes Payroll KRONOS/ COMPASS Time Imported into CAT2 FUTURE

50Payroll Overview CAT2: Record Working Times Options for entering time in CAT2:  No Cost Override – time entered will be charged to the standard budget for the employee’s primary position  Cost Override – time entered will be charged to a different budget than the standard budget for the employee’s primary position (reclassification)  Secondary Position – time entered for the employee’s secondary position/assignment

51Payroll Overview CAT2: Record Working Times

52Payroll Overview CAT3: Display Working Times

53Payroll Overview MSS Time Approval From the Portal:   Click Manager Self-Service   Click Team   Click Approve Time Sheet Data   Click Review   Review time entered and click Save FUTURE FUNCTIONALITY

54Payroll Overview Congratulations! You should now be able to:  Change employee data (excluding time entry) using multiple PA30 infotypes.  Understand create and display time sheet entries (transactions CAT2 and CAT3). Lesson Summary

55Payroll Overview Questions?