HUMAN RESOURCES TRAINING For SUPERVISORS July 8, 2003

Session Goals  Why PeopleSoft?  What policy and procedure changes are there?  How will I hire and handle employee changes in my department?  What will replace the paper journals for payroll?  How do payroll transfers work?  What is the timeline for all of this?  Questions

Why PeopleSoft  In 1999, UMCP started its PHR project for payroll. UM campuses agreed that each campus would have independent agency code and each would handle their payroll.  January 2000, UMBC went out with RFP for HR and Finance. Before final selection was made we decided to follow UMUC and purchase PeopleSoft (Septerber 2000). Reason was to get a single system that provided an integrated HR, Finance, and Student Administration system.

PeopleSoft High Level Goals  Implement an integrated payroll and HR demographic system  Replace paper journals with an online system  Automate manual payroll calculations  Implement position control and management  Provide payroll encumbrances across project year  Provide better information and reporting tools to departments

Human Resources Responsibilities  Departments will do less for payroll but HR is taking on much more responsibility  HR takes responsibility for all employee actions (VISA, title, payrate,etc.)  HR now must run and verify payroll  HR must deal with State on all issues that arise  HR must make certain data is correct and up-to-date  Departments must keep employee info up-to-date

Policy and Procedures - Guiding Rules  Guiding Rules - Payroll Processing ManualPayroll Processing Manual  BOR VII-P1.0 and VII-9.70 (Establishing/Reclassifying  positions)  US Immigration Reform and Control Act, 1986 (I-9 form)  State Retirement & Pensions (Education Act), , Title  II, Subsection 4 (Retirement/Pension Requirements)  Executive Order (Substance Abuse Policy)  Federal and State Tax Regulations (W-4 forms)  Fair Labor Standard Act (FLSA Wage Regulations)  Audit and internal control requirements

Summary of Changes (1)  One-pay cards to bypass hiring a person are eliminated (however, you can supplement pay).  Everyone has a position, even student workers  All new faculty hires are either 9 or 12 month  PT and fulltime faculty need to hand in timesheets  PeopleSoft will track all leave balances  Shift differential is $16 for all

Summary of Changes (2)  FLSA calculations will be done consistently by software  Positions can’t be split between UM campuses. Employees will have two jobs and get two checks.  Travel is not reimbursed through payroll  Everyone has a primary department for checks  Overtime is paid if hourly employee works more than 40 hours at UMBC (even if done over >1 department).  HR will handle faculty/staff orientation and paperwork. Departments handle student paperwork.

Existing Classification Procedures  Departments given approval for new position. Budget Office provides new line number.  Department completes and submits Classification Request form to HR Department for position  Department starts recruitment process, interviews candidates, selects candidate, receives approval to hire candidate

Payroll Process for New Hires  Department works with HR to schedule orientation session where new hire brings required documentation  Department completes New Hire Personnel Request form  HR conducts employee orientation and works with employee to complete necessary paperwork  HR enters information into PeopleSoft and generates required information to USM/CPB.  Department receives New Hire Confirmation memo  Upon authorization from USM/CPB employee record is activated and can be paid

Review and Demo  UMBC Payroll Process (New Hires) document  UMBC New Hire Personnel Request form (see attached)

Payroll Changes to Existing Employees  Current payroll card replaced with PeopleSoft screen named UMBC PAR Changes.  Presently there is a 3 step process 1.Select change type and update information for each person to update 2.Run report to generate change report 3.Have department head sign report and forward to HR for final authorization in PS See handout

Basic Reporting  Standard PS reports provide department staff with online access to employee information  Departments will receive reports confirming personnel action changes made during payroll cycle  Reconciliation reports will also be available as payroll audit requirements dictate

Break

Payroll Processing  Current paper-based process replaced with UMBC Time Entry Process  System tracks rules by position (e.g. overtime eligible, shift differential, etc.)  For salaried employees payroll preparer enters exceptions to standard work week (sick leave, vacation, other leave)  For hourly employees you enter hours worked, system will do calculation  For non-exempt you enter regular and overtime hours  Department head checks button to approve

Demo of Time Entry Process  Demo of time entry process

Payroll Transfer and Payroll Distribution  We have a new form for department earning distributions. This controls what funding source and percentage is charged.  Salary and benefits can be charged to multiple chart strings.  Alternately you can retroactively transfer payroll charges from one account to another

Timeline on PeopleSoft HR  PS is up and is updating Finance.  All employees must be in PS  Starting payroll 01 k payroll preparers (PP) will do paper journals and PS Time Entry until USM grants final approval  Last planned USM test is payroll 02  Expectation is payroll 04 will be PS only