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Session 1020 Multiple Jobs Processing in HRMS 8 - Part I March 20, 2001 Dave Dresselhouse PeopleSoft
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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
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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
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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
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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
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PeopleSoft HRMS
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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
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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
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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
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Inquiry Across Multiple Jobs PeopleSoft HRMS View of “non-sensitive” data for all jobs as of Effective Date
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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
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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
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PeopleSoft Pension Administration
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Enhanced Multiple Job functionality affects four major areas of Pension Administration: Alias resolution Plan Eligibility Consolidations Service PeopleSoft Pension Administration Enhancements PeopleSoft Pension Administration
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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
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Primary Job for Pension can be directly specified Effective Dated PeopleSoft Pension Administration Alias Resolution
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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
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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
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Multiple Jobs Eligibility Timeline ‘84 ‘86 ‘88 ‘90 ‘92 ‘94 ‘96 ‘98 ‘00 Job 0 1 2 3 4 5 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
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Job 0 1 2 3 4 $ 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 2,782 0 9,377 24,148 $15,600 7,800 24,960 $48,360 0 PeopleSoft Pension Administration
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‘ 91 ‘92 ‘93 ‘94 ‘95 ‘96 ‘97 Multiple Jobs: Service Job 0 1 2 3 4 5 Multiple Jobs: Service / Eligible Jobs Only Job 5 Begins After 1997 Service 1.08300.25.6221 Job 3 is a Salary Plan: No Eligible Service PeopleSoft Pension Administration
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PeopleSoft Payroll for North America
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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
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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
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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
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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 $$$$ Release 7.X Pay End: 3/31/2001
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PeopleSoft Payroll for North America Improved “Single Check” Processing Company: University Position: Professor Paid: Semi-M (SM1) Empl_Rcd: #0 Benefit_Rcd: #0 Company: University Position: Dean Paid: Monthly (MO1) Empl_Rcd: #2 Benefit_Rcd: #2 Company: Hospital Position: Physician Paid: Monthly (MO2) Empl_Rcd: #3 Benefit_Rcd: #3 Company: University Position: Researcher Paid: Semi-M (SM1) Empl_Rcd: #1 Benefit_Rcd: #1 Employee $$ Release 8.X Pay End: 3/31/2001
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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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
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Session 1020 Multiple Jobs Processing in HRMS 8 - Part I March 20, 2001 Dave Dresselhouse PeopleSoft
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