UMBC - Delta Initiative
HUMAN RESOURCES TRAINING
For SUPERVISORS
July 8, 2003
UMBC - Delta Initiative
Session Goals
•Why PeopleSoft?
•How to get support and information
•The role of the supervisor
•Policy and procedure changes
•Business processes
–Hiring and managing employees
–Payroll
–Payroll transfer
•What is the timeline for all of this?
UMBC - Delta Initiative
Why PeopleSoft?
• Payroll, Grants, and SIS
• Fall 1999 decision for each UM campus to run their
own payroll system and interface directly to the State.
• Research task force made better financial data on
grants their highest priority
• SIS with prerequisite checking, better advising, and
more flexible billing options
• UMBC wanted an integrated system that did HR,
Finance, and Student administration
UMBC - Delta Initiative
Why PeopleSoft
• To get a paycheck!
• 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.
UMBC - Delta Initiative
PeopleSoft High Level Goals for HR
• 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
UMBC - Delta Initiative
UMBC Responsibility
• UMCP has been responsible for all payroll
related transactions and issues.
• In taking on payroll, UMBC will have
responsibility for all work now done on our
behalf at UMCP.
• UMBC must demonstrate we can handle this
responsibility before we can send Payroll
directly to the State.
UMBC - Delta Initiative
Human Resources Responsibilities
• HR takes responsibility for all employee actions
(VISA, title, payrate,etc.)
• HR must make certain data is correct and up-todate
• HR now must run and verify campus payroll
before sending this to the State
• Payroll must happen regardless of weather,
sickness, or employee turnover
• HR must deal with State on all issues that arise
UMBC - Delta Initiative
Departmental Responsibilities
•
•
•
•
Departments review student and PT hiring paperwork
Departments must keep employee info up-to-date
Departments must generate and review signed timesheets
Departments are responsible for entering employee time
and leave usage into PeopleSoft
• Departments must make certain payroll is charged to
proper accounts
• Departments must follow internal control guidelines
UMBC - Delta Initiative
Policy and Procedures - Guiding Rules
• Guiding Rules - Payroll 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), 12-110, Title II,
Subsection 4 (Retirement/Pension Requirements)
 Executive Order 01.01.1991.16 (Substance Abuse Policy)
 Federal and State Tax Regulations (W-4 forms)
 Fair Labor Standard Act (FLSA Wage Regulations)
 Audit and internal control requirements
UMBC - Delta Initiative
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
•College work study payroll will be done
through Financial Aid department
UMBC - Delta Initiative
Summary of Changes (2)
• Following PS rules for FLSA
• 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. Last department on student job record
pays the overtime
• HR will handle faculty/staff orientation and paperwork.
Departments handle student paperwork.
UMBC - Delta Initiative
PeopleSoft Classification Procedures
Budget office will identify position number and
give position ID to department
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
UMBC - Delta Initiative
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
UMBC - Delta Initiative
Review and Demo
• UMBC Payroll Process (New Hire) document
• UMBC New Hire Personnel Request form
(see attached)
UMBC - Delta Initiative
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
review and updating PS
UMBC - Delta Initiative
Basic Reporting
Standard PS reports provide departmental 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
UMBC - Delta Initiative
Break
UMBC - Delta Initiative
Relation of FAS to HR Payroll
• UMCP uses FAS accounts numbers in their payroll
system and send that to Central Payroll Bureau (CPB)
• Any FAS account that is valid can be used to pay
someone but for paper pay journals that FAS acct.
must be already associated with the department
• UMBC is not creating new FAS numbers after 5/19
• When employees are hired or converted to PS they
are associated with a PS chart string
• PS Payroll updates PS Finance with salary cost
• We verify payroll based on output from State CPB
• FAS numbers go away when we go directly to CPB
UMBC - Delta Initiative
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
UMBC - Delta Initiative
Internal Control Issues for Payroll
•
•
•
•
Timesheets are required
Timesheets must be “signed” by employee and supervisor
Approved timesheets can’t be touched by employee
Payroll approval should still check supporting
documentation and notate review.
• Supervisor clicks approve payroll on each of 3 screens
• Paychecks should be picked up, verified, and distributed by
someone outside the pay process
• DO NOT SHARE YOUR ACCOUNT
UMBC - Delta Initiative
Demo of Time Entry Process
• Demo of time entry process
UMBC - Delta Initiative
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
UMBC - Delta Initiative
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
• Next planned USM test is payroll 02
• Expectation is payroll Journal 05 will be PS only
UMBC - Delta Initiative
Questions and Evaluations
• Please login to blackboard.umbc.edu and select the
PeopleSoft Training Resource Community. Once
inside this you can fill out the training survey!