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Monthly Leave Accrual Rates for CY-2009 Bi-Weekly Leave Accrual Rates for CY-2009 Payroll Upgrade 9.0 Delta Training Payroll Upgrade 9.0 Delta Agenda Base Benefits Upgrade 9.0 Delta Agenda Base Benefits Upgrade 9.0 Delta Training HR Upgrade 9.0 Delta Agenda HR Upgrade 9.0 Delta Training HCM Upgrade 9.0 Tip Sheets Time and Labor Upgrade 9.0 Delta Agenda Time and Labor Upgrade 9.0 Delta Training
HRMS Upgrade Training Schedule Announcement, 9/19/08 (pdf) Main and Supplemental Payroll Processing Steps, 7/14/08 (xls) Termination Instructions Effective May 1st, 2008, have revised the process to terminate an employee. The step to insert a NBP Benefits Program Participation row has been discontinued. This practice often caused issues when a resignation turned out to be a transfer, and the employee should have continuing benefits. It has been determined that entering the NPB benefit row does not really add value in the case of an employee who leaves state service. Thank you, Critical HRMS Transaction Message
May 2008 Brown Bag Notes, 6/18/2008 Communication Liaison and all HRMS Users, 5/14/08 HRMS Federal and State Tax Data Tabs, 2/27/08 (pdf) E-Verify Process, 2/12/08 (pdf) HRMS Reference Guide (pdf) Payroll Message, 1/16/08 The HRMS team has completed loading Employee Insurance Benefits.You may begin your January payrolls and start posting time in weekly elapsed time for January. If you have any questions, please call the OSF Help Desk at (405) 421-2444 or (866) 521-2444, or e-mail helpdesk@osf.ok.gov. Payroll Message, 1/08/08 Do not post anything in weekly elapsed time for January until after the * Remember that ALL DECEMBER 2007 payrolls (main, sup, and off cycle) must be completed by Wednesday, January 9, 2008. If you have any questions, please call the OSF Help Desk at 405-521-2444 or Leave Accrual Rates for CY-2008, 11/29/07 (xls) Supplement to HRMS Training Manual, Appointment Changes, 9/26/07 (pdf) Business Process and Best Practices for the Financial Reimbursement for Educational Expenses Act of 2007, House Bill 1114, 9/18/07 (pdf) September 4, 2007 Brown Bag Notes (pdf) June 28, 2007 Brown Bag Notes (pdf) Establishment ID, 8/30/07 Effective Thursday, August 30, 2007, the Establishment ID field on the Job Agencies need to ensure that when updating or creating a Location Code, the Establishment ID is associated with each Code. CORE has identified those employees whose Job Data records were missing an Establishment ID value in production and updated those records. Main Payroll Processing Steps, 6/23/08 (xls) Change 1 – Step 4A of ‘Off-Cycle Processing Steps’ is Deleted. When processing ‘Off-Cycle’ payrolls there will be no need to run ‘Update Tax Method(0305)’. This process has been included in the job stream when you run Pay Calculation. The Trace Log resulting from this process will read (for your review) any rows of data where the Tax Method was changed to ‘Aggregate’. Your navigation path, for running calculations, will now look like the following: Compensate Employees > Manage Payroll Process(US) > Process > Pay Calculation(0346) Change 2 - During the ‘On-Cycle’ payroll processing the Pay Calculation processes (Preliminary Calc and Final Calc) will include the Update Tax Method process in the job stream. The Trace Log resulting from this process will read that this run is an on-cycle and no updates were required. Your navigation path, for running calculations, will now look like the following: Compensate Employees > Manage Payroll Process(US) > Process>Pay Calculation(0346) Change 3 – Additional steps have been added to both the ‘Main Supplemental’ (Steps 9B and 14A) and ‘Off-Cycle’ (Step 7A) of the Payroll Processing Steps. These steps require the running of the GO_PAY_TIME_BY_PAY_PERIOD query which will list any Time and Labor data that was rejected by payroll due to the running of the prior calculation. NOTE: Training manuals are being updated. HRMS System Shutdown Schedule for Updates, 7/2/07 The PeopleSoft HRMS system will be shut down for year end updates at two different times in two weeks. The first shut down begins at 5:00 p.m., Tuesday evening, July 3rd until Noon, Thursday, July 5th. This shut down is necessary to perform the following changes: 1. The funding on each employee will be updated for fiscal year changes. The HR Account Codes will remain the same but the actual funding will be changed through a mass update from FY07 to FY08 similar to the mass changes that were performed last year-end and as described in the June DCAR newsletter. 2. The GL allocations process has been modified to recognize and fund salary and benefits costs based upon the fiscal year in which the pay period falls instead of on the date processed. Therefore, any FY07 supplementals processed after the change will still be charged to FY07 even though the mass changes have already been made. In the case of biweekly payroll, the expenses charged to each fiscal year will be automatically based on the number of days in each fiscal year in that crossover pay period. As a result of this change in the GL allocation process, the budget checking process, the payroll to GL process and the payroll confirmation process will run longer for each agency. Depending on the size of the payroll, the test results indicate that the additional run time for these processes will range from 10 minutes to 1.5 hours for the largest agency. 3. The EBC flexible spending account payment information will be changed to default to direct deposit to correspond with the bank account on the employee information. At this time the checkbox for paper checks will still appear on the screen, although it will not be effective. The checkbox should be removed from the screen in the near future. Additionally, the HRMS System will also be shut down on July 11th at 4 p.m. for the mass update for minimum wage changes. The system will be available the next day at 7:00 a.m. for normal business processing. Please mark your calendars and plan your work accordingly. If you have any questions about the new processes or shut down times, please contact the Helpdesk at 521-2444. Notification of Mass Change Pay Band, 6/22/07 In accordance with the All Appointing Authorities memo OPM 07-28 dated June 14, 2007, three types of employees will be receiving a salary increase in July
The CORE Team has identified groups of employees that will be automatically updated. We will be sending you a list of the employees that will be updated automatically by CORE, and a list of the employees that you will need to manually update. For the employees that are effected by the Classified Pay Band minimum or the State employees minimum wage and can be updated automatically, the PeopleSoft mass change will occur on Wednesday, July 11,2007 with an effective date of July 1, 2007. For these employees, you will need to have all actions with an effective date of June 30, 2007 or before entered by Monday, July 9, 2007. OPM-14 Form, Personnel Action Report, 5/30/2007 (pdf) HRMS Changes Effective April 30, 4/26/207 Due to various updates by PeopleSoft, the following page changes will be in place by Monday, April 30, 2007. When a process is run there is a hyperlink at the bottom of the Process Monitor page stating “Go back to ……….” If the user needs to run the same process again, then clicking on this hyperlink will take the user back to the process page for processing again. Home > People Tools > Query Manager > Use > Query Manager When queries have been run and the information is ready to download to a spreadsheet, there are now two (2) choices of Excel, the Excel97 Spreadsheet and Excel2K Spreadsheet. The Excel2K Spreadsheet requires less formatting of the information. For large queries, it is recommended that using the CSV Text File option to download the file to Excel will avoid the download from timing out. To use the CSV option, click on the CSV Text File link. A File Download window will open; select the “Open” push-button. Another File Download window will open, and again select the “Open” push-button. The query results will open in Excel. Home > Compensate Employees > Maintain Payroll Data(US) > Use > Employee Tax Data On the Federal Tax Data tab, under the Effective Date line, a check box has been added for “Always Create W2 for NQDC Rptg.” Do not click this box since it applies only to Pennsylvania. Also on the Federal Tax Data tab, under the Special Tax Withholding section, the radio button for “Do Not Maintain Taxable Gross and Do Not Withhold Tax” has been moved from the middle of the line to the left under the “None” radio button. This radio button that has been moved should never be selected. Please remember that if an employee chooses the exempt status, then select the radio button for “Maintain gross; FWT zero unless specified in ‘Additional Withholding’ below.” On the State Tax Data tab, under the State Information section, one check box (Exempt from SUT) and one dropdown (SDI Status) have been moved from the bottom of the page to this section. Please continue to check only the “Resident” and “UI Jurisdiction.” Also on the State Tax Data tab, under the Special Tax Status section, the radio button for “Do Not Maintain Taxable Gross and Do Not Withhold Tax” has been moved from the middle of the line to the left under the “None” radio button. This radio button that has been moved should never be selected. The State Tax Data tab will contain a new section titled “State Withholding Elements” which now contains the SWT Marital/Tax Status, Withholding Allowances, Additional Amount, Additional Percentage and Additional Allowances. If you have any questions regarding these changes, please notify the Help Desk at 521-2444 or 866 521.2444. HRMS Refresher Q&A's, 4/25/07 (pdf) Additional PeopleSoft Functionality, 4/18/07 Legacy HR Access to legacy (3270) HR data has been migrated to PeopleSoft and will be available to PeopleSoft HR users as of Monday, April 23. This includes all legacy HR Transactions that were displayed on the CN screen, as of the conversion date from legacy to PeopleSoft. The legacy HR system will be unavailable as of Monday, April 23. At that time, you will need to use PeopleSoft to access this historical data. The navigation to this historical data is: There are three search options to access the legacy HR Data: The summary page displays all transactions, for all agencies, for the employee selected. The fields displayed on the summary page are: You will only be able to view the details for the transactions from your agency. The transactions you have access to will have a Yellow Detail pushbutton that you click on to view the details. The Detail page displays all of the information that was on the “View Personnel Action” screen in legacy. When the details page is viewed, PeopleSoft opens a new window. You can have several of the details pages open at the same time, if necessary. To view a different employee on the summary page, you click on the Return to Search pushbutton, as you do on all PeopleSoft pages. Also, if the employee has numerous transactions, you can use the View All hyperlink to view all of the transactions on the same page. The transactions are displayed in historical order, with the most recent on top. These pages are view only, updates are not available. If the employee had voided transactions in legacy, these are indicated with “*** VOID” on the summary page. The detail page states “TRANSACTION VOIDED” and provides the date of the void. If you have questions, please contact the OSF Help Desk at 405/521-2444 or helpdesk@osf.ok.gov.
Annual Leave Payout, 3/30/07 The code for Annual Leave Payout has changed. Does your agency use PeopleSoft to manage annual leave balances? Then only use TERM to process annual leave payouts. This will reduce the PeopleSoft annual leave balance by the amount entered in Time and Labor. Does your agency use an internal system to manage annual leave balances? Then only use TERPO to process annual leave payouts. This will not have an impact to the PeopleSoft leave system. Mail Drop ID, 3/30/07 REMINDER: Beginning April 1, the Mail Drop ID field on the Payroll Data 2 tab (Compensate Employees > Maintain Payroll Data (US) > Use > Payroll Data) will be used for Warrant Sequence. The Mail Drop ID field will be used to sort Pay Checks and Earnings Statements. This weekend the values that are currently in the Location field on Job Data will be copied to the Mail Drop ID field on Payroll Data for active employees. When you log in to PeopleSoft Monday, April 2, your payroll team will need to begin entering the Warrant Sequence on the Payroll Data 2 tab for any employee whose Warrant Sequence changes after April 1 and new employees. After April 1, the Location field on Job Data, which has previously been used for Warrant Sequence, will be used to identify the employee’s physical work location. The CORE Team will be working with each agency to identify the locations. Because it will take us some time to implement the true locations, you will need to continue entering valid values in the Location field on Job Data. However, the value in the Location field will no longer control the sorting of Pay Checks and Earnings Statements. HRMS Queries, 3/21/07 Three new queries have been migrated to PeopleSoft HRMS Production. They These three new queries replace the GO_HR_EMPLCLASS_TO_PROBDT query, which will be deleted. The results of these queries will look familiar to you since the CORE Team has been sending the results to you for the past few months. You will now be able to run the queries for your agency, any time you wish. Following is how the Empl Class and Probation Date fields should be populated. If an employee has an Empl Class of PCT (Permanent Classified employee on Trial Period) or PRC (Probationary Class), the employee should have a Probation Date on the Employment Data page. The value that should be in the Probation Date field is the expiration date of the Probation or Trial Period. If an employee has an Empl Class of PEC (Permanent Classified) or U Unclassified), the employee should not have a Probation Date on the Employment Data page. Once an employee has completed their Probation or Trial Period, a row should be inserted in Job Data using the "Completion of Prob/Trial" Action and "C26" (Permanent Status w/ Salary Incr) or “C51” (Permanent Status) Action Reason. On this row of data, the Empl Class should be changed to PEC (Permanent Classified) and the Probation Date should be deleted from Employment Data. Agency users can update the Probation Date on Employment Data; Correct History access is not required. Following is how to correct the employees listed in the spreadsheets: If an employee has an Empl Class of PCT or PRC, and they should still be on Probation or Trial Period, please enter the expiration of their Probation or Trial Period in the Probation Date field on Employment Data. If an employee has an Empl Class of PEC or U, and they should not be on Probation or Trial Period, please delete the date in the Probation Date field on Employment Data. If the employee still has a Probation Date on Employment Data, and their Probation or Trial Period has completed, but has not yet been entered in PeopleSoft, please insert a row in Job Data using the "Completion of Prob/Trial" Action and "C26" (Permanent Status w/ Salary Incr) or “C51” (Permanent Status) Action Reason, change the Empl Class to PEC and delete the Probation Date from Employment Data. If others rows have been entered in PeopleSoft, after the effective date of the Completion of Prob/Trial action, please contact your OPM Liaison to determine how to proceed. FLSA Query, 3/21/07 The following query has been migrated to PeopleSoft HRMS Production as part of the query clean up project: GO_HR_FLSA_AGENCY_USE . The new query replaces the following two queries: 1) OCP_HR_EMPL_CLASS_FLSA and 2) OCP_HR_FLSA_AGENCY_USE Please begin using the new query for any FLSA review/validation as the two Accrual Rates, 2/27/07
In reference to the OPM's letter dated 2-2-07, State Agencies must comply with the usage of the effective date to be used in PeopleSoft for transitioning employees to the higher Leave Accrual levels. If you have not already started using the beginning of the Anniversary Month as the effective date, starting with the February Accruals you should start moving the employees to the next level in their Anniversary month greater than 5 years, but less than 10 years, greater than 10 years, but less than 20 years and 20 years and over. This procedure is not to be made retroactive. If you desire further information, you can contact Mr. Tom Patt at OPM, 522-0422. Administrative Leave Comp Plan, 1/26/07 This message concerns the new paid administrative leave due to the Emergency Amendments to the Merit Rules on December 29, 2006, regarding leave when offices are closed or services are reduced due to unsafe working conditions or services are temporarily reduced due to hazardous weather. The following Comp Time Plan, [ADMIN LVE], have been set up for use in PeopleSoft to track the hours for those employees who were considered responsible for basic minimum service and are required to work when state services are temporarily reduced due to hazardous weather conditions. The employees are entitled to accrue administrative leave on a straight time basis for all hours worked during such reduction. Administrative Leave must be taken within 180 days of its accrual or the employee shall be paid for the leave. Following are the Time Reporting Codes (TRC’s) to use to maintain this plan: Time Reporting Code Effect on Comp Plan ADMHR – Hourly Administrative Leave For those Agencies that do not use PeopleSoft to manage their Administrative AMPAY- Admin Leave Payout (Other) has no effect on a comp plan If you have any questions, please contact the OSF Help Desk at 405 521-2444. Direct Deposit, 1/18/07 As a reminder, on June 14, 2004 OPM issued an All Appointing Authority Memo (OPM 04-24) concerning Legislation passed for all employees of the State of Oklahoma to be on Direct Deposit. Following is a brief description of the text of the bill and the link to the memo. http://www.ok.gov/opm/documents/opm_04-25.pdf The State Treasurer's Office has developed an on-line enrollment process with the assistance of the Office of Personnel Management for agency payroll personnel to use for employees who choose to deposit to the PayCard. The enrollment forms must be filled out and returned to the State Treasurer's Office before the Human Resource Manager can obtain access to the PayCard enrollment system. For your convenience the forms can be downloaded in MS Word format from www.treasurer.ok.gov. The State Treasurer's Office has published PayCard information on this Any agency payroll personnel needing more information can contact: Leave Accrual Rates for CY-2007, 1/4/07 (xls)
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