IRIS Town Hall Meeting HR/Payroll Questions and Answers
March 7 - 8, 2006
How do we submit adjustments at Go Live for previous pay? There will be no previous data to adjust because HRS will be turned off.
Answer: There is an Infotype for doing those adjustments. You will need to manually calculate the amounts and then enter manually into the new system for first pay period.
Can we upload spreadsheets into IRIS for time entry?
Answer: No, you must enter directly into the system.
Will the timeframe for inputting payroll (getting all data entered) be the same as it is now (Friday-Tuesday)?
Answer: The timeframe will differ. For now, it is as follows:
Thursday (through 5 p.m.) – Departments enter all hours anticipated for all employees.
Thursday night - The first Payroll run is executed.
Friday (through 5 p.m.) – Departments review hours previously submitted, and make changes if needed or continue adding hours not previously reported.
Saturday – Payroll will be locked for Payroll corrections by the Payroll Department.
Sunday (through 5 p.m.) –Departments can review and make corrections.
Monday (through 12:00 noon) –Departments can review and make final corrections.
This Payroll schedule will be re-evaluated over the coming months and may be adjusted as the process becomes more efficient.
Who are the Area Security Officers?
Answer: These individuals serve as the Area Security Officers:
Kristen Cheser, Finance and Administration
Teresa Centers, UK Healthcare
Dan Wentz, Research
Penny Cox, Information Technology
Lisa Wilson, Provost
How will banking time for the Holiday and Bonus days work?
Answer: The SAP software used for the new system will automatically account for holidays and bonus days. No entry is required when these hours are taken on the actual holiday. If an employee works on any of these days, there is a system in place to automatically bank the hours worked on the holiday.
Will there be a time limit for taking the holidays and bonus days?
Answer: Yes, there is a time limit. The Holiday can be taken before or after the actual Holiday date, within a six- week period. Bonus Days can be taken before or after the actual Bonus Day dates, within a twelve-week period. The system will not cut off or prevent someone from taking time after these time periods. Departmental managers and supervisors must monitor scheduled leave. A leave report is available.
What if someone does not get paid or the amount of pay is wrong?
Will there be a Petty Cash process?
Answer: Yes, a petty cash process will still be in place. Here is the process to follow:
Employees who have questions about their pay should work with the departmental business officer or designated payroll administrator.
If it is determined that the employee should receive additional pay, the departmental business officer or payroll administrator (and not the employee) will contact the Payroll Department and arrange for the correction and further processing.
In instances where the employee’s pay is found to be short by $25 or less, the amount will be included in the next payment.
What is the process for new employees who haven’t yet set up a Direct Deposit?
Answer: Every employee must sign up for Direct Deposit. At Go Live, employees will get checks, if their Direct Deposit is in process, but not yet finalized.
Is it true that Faculty TDL and Vacation Leave will not be entered into IRIS?
Answer: Yes. Departments will continue to maintain those records as they have done in the past.
How do we account for Overtime to be assigned to another account on same assignment?
Answer: Use the timesheet with cost allocation to do this.
Will Faculty information remain in HRS?
Answer: Yes, faculty information will remain in HRS through June, until the new Faculty Effort System is in place on July 1.
When will we be notified what the Person ID numbers are for our employees in the system?
Answer: After conversion, the Person ID for each employee will be in the system. They will also appear on the pay statements.
We are entering Faculty information in both systems right now. Will there be training at some point on the new FES system?
Answer: Yes, FES training will be scheduled in late spring.
What is the process for changing or deleting access currently defined for a user?
Answer: You should work with your departmental business officer if a user role needs to be modified. The business officer will communicate the necessary changes (additions or deletions) to the appropriate Area Security Officer.
We had a problem with the FI system on grant accounts. Will the HR system be able to account for grant accounts?
Answer: Yes. For grant accounts that are still active, payroll will post to the grants. If the grant has ended, a new cost object will need to be entered on the employee record. Suspense accounts will be used if an account kicks out during the Payroll processing.
How can I access the Labor Distribution sheets after the final payroll run?
Answer: Labor Distribution reports are being finalized. Information will be pushed out to end-users with instructions on how to access.
Where are the Beta reports?
Answer: Beta will no longer be used. You can run a remuneration statement to see each employee’s pay results online.
Will there be Enhanced Time Reporting in HR/Payroll?
Answer: There will be a work schedule and a standard set of hours, that is, the equivalent of enhanced time reporting.
If an employee is on both a Biweekly and Monthly assignment, how do we work this?
Answer: You will use Infotype 2010 to enter the hours of the non-prime assignment.
What is the implementation date for ESS (Employee Self-service)?
Answer: Self-service will be part of Phase II of the IRIS Project, and the schedule for all Phase II efforts has not been finalized.
If someone is paid monthly on grants, can this be converted from the 036 distribution screens?
Answer: Current staff cost distributions in HRS will be converted and loaded into HR/Payroll. Faculty assignments will be set up with a clearing account and FES will process the cost distribution.
Can the Distribution Report also be run by WBS numbers?
Answer: Yes, the report can be run this way.
Will there be training on the change from the 036 HRS screen to the SAP Infotype 27?
Answer: There is a simulation being created by the IRIS Training Team. When the training materials are developed, they will communicate the information to the UK community.
What do we do for help when the Command Center is closed?
Answer: Always begin with a call to the IT Customer Service Center’s Help Desk, 257-1300.
I have someone who will be terminating on March 24. Will this information be converted?
Answer: No, you will need to process the separation in the new system after Go Live.
How do I enter Holiday hours for a staff member who works four 10-hour days? SAP won’t let me enter 10 hours for the holiday.
Answer: You cannot enter 10 hours for an employee. The rules in SAP will allow you to enter a maximum of 8 hours for the holiday for that full-time employee.
How do I make a correction when I pay someone on the wrong cost center? Will I have to do a Journal Voucher?
Answer: You will make the correction online and the system will automatically recalculate the data. Remember the importance of dates! You will not have to do a Journal Voucher.
Will this correction to a cost center have to be approved?
Answer: Follow your current departmental process on approvals.