HR, Payroll, & Training

The HR Team maintains complete and accurate information about employees to ensure timely payment of compensation, develop career paths, and provide professional development opportunities through the use of enterprise-wide systems. The HR Team supports the functional operations of these systems to accomplish the goals and objectives of Human Resources. We provide on-demand access to web-based training and classroom training for employees, provide on-line enrollment for employee benefit plans, and maintain employee personnel, time, and organizational data.

Key Services:

Payroll

Process payroll for an average of 22,140 employees per month

Employee Benefits Administration:

Provides on-line enrollment for employee benefit plans based on eligibility criteria

Learning Solution:

Provides on-demand access to web-based training as well as classroom training that the employees can schedule for themselves

Personnel Administration:

Maintain the employee record for all employees who have been active at any time since January, 2006

Organizational Management:

Maintain the organizational units, jobs and positions necessary to properly classify all employees

Time Management:

Calculate overtime, holiday accruals, sick leave and vacation leave accruals

Employee Self-Service:

Maintain functionality for employees to view and update information on their own records

Manager Self-Service:

Maintain functionality for supervisors to view information on their direct reports



Payroll Schedule

Payroll Reference Manual

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This Reference Manual is designed to help most general users in their duties associated with Personnel Administration, Time Entry, and other tasks related to HR/Payroll. This manual is not a substitute for required training, but rather should aid those who have completed IRIS training courses, demonstrated competency, and received a Production Role.

SYSTEM OVERVIEW
Last update: January 1, 2014

EMPLOYEE DATA
Last update: January 1, 2014

POSITIONS
Last update: January 1, 2014

INTRODUCTION TO ACTIONS AND HIRING
Last update: January 1, 2014

CONCURRENT EMPLOYMENT
Last update: January 1, 2014

POSITION CHANGES/TRANSFERS/UPDATES
Last update: July 2, 2014

OTHER ACTIONS
Last update: January 1, 2014

TIME MANAGEMENT
Last update: January 1, 2014

FACULTY SPECIFICS
Last update: January 1, 2014

Payroll Support Matrix

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Departments

  • Answer questions regarding employee pay (first point of contact)
    • No Pay
    • Overpaid
    • Underpaid
    • Vacation Balances

Payroll

257-3946

  • Answers questions and makes adjustments as required for the following processes:
    • Remuneration statement does not show up after payroll trial run
    • Paycheck Calculations including Retro
    • Payroll Cost Distribution
    • Tax Calculations or Issues
      • W4
      • K4
      • EIC
      • FICA
      • Local Taxes
    • Taxable Benefits
    • Pay Entry
      • Additional Payments
      • Recurring Payments
      • Terminal Leave Payouts
    • Deductions:
      • United Way
      • Bonds
      • Garnishments/Court-ordered deductions
    • Claims
    • Direct Deposit
    • Void/Replacement Pay Checks
      • Employees should first contact their department and the department should contact Payroll.
    • Time Entry
      • CAT2
      • CATS_APPR_LITE
      • ZCAT6
      • CATS_DA
      • Leave of Absence
      • FML
    • Reports:
      • Wage Type Reporter
      • Remuneration Statement
      • ZCCWBS – Cost Distribution
      • ZCOSOBJ – Employee Cost Distribution Objects
    • Planned Working Time
    • Employee Locked: Payroll Status
    • Non-resident Alien Issues
    • Social Security Issues/More than 1 Person ID

Benefits

257-9519,
Option 3

  • Maintains Main Assignment for all employees
    • Staff
    • Faculty
    • Students
    • Temporary Employees
    • Process includes updating Infotypes 0712 and 0171 so that the correct program groupings are associated with the Main assignment.
  • Answers questions related to benefit deductions
    • Health
    • Dental
    • Vision
    • Life
    • Flexible spending accounts
    • Retirement
    • Voluntary benefits
  • Processes retirement actions for all new retirees
  • Enters pre-payment entries for employees who are going on a leave of absence without pay (Flex-leave)
  • For deduction errors on all benefit plans:
    • Makes adjustments as necessary
    • Reconciles Arrears and Deductions Not Taken results from payroll with the expected results for the next payroll period

Employee Relations

257-9555,
O
ption 7

  • Processes time quota overrides
  • Creates Military Leave quota balances
  • Adjusts Vacation Begin Dates
  • Adjusts Vacation Service Dates

Customer Service
Center (IT)


257-1300

  • Helps with Active Directory user IDs/passwords
  • Answers questions related to access to the system and portal
    • Transaction SU53 if the user questions the access he or she has
  • Directs users with questions to the appropriate office
  • Assists with requests for Employee Self-Service Roles for regular employees

Compensation

257-9555,
Option 6

  • Creates regular staff positions
  • Creates jobs
  • Changes organizational objects Job and Position
    • Relationships from position to job
    • Changes to position attributes
      • Employee group and Employee Subgroup
      • Personnel Area and Personnel Subarea
    • Changes to Job attributes
      • EEO classifications
      • Grade changes
      • Re-classifications
  • Answers questions regarding non-regular position creation and maintenance. All policy questions about attributes of the categories below should be handled at the department level. Compensation will provide technical assistance only.
    • Student positions
    • Faculty positions
    • Temporary positions
  • Changes start date of employee actions
  • Deletes incorrect personnel assignments prior to Payroll process
  • Changes separation dates
  • Deletes action incorrectly entered
  • Corrects Infotype entry
  • Processes I-9
  • End of Probation
  • Answers questions regarding Personnel Actions
    • Employee transfers
    • Additional Assignments
    • New Hire
    • Re-Hire
    • Service Date Reinstatements
    • Leave of Absence
    • Change in Status
    • Change in FTE
    • Separation
    • End of Assignment
    • Promotions
    • Demotions
    • Change in Base Pay

IRIS Project Team

  • Supports all of the above functions
  • Transfers knowledge to the “back office”
  • Revises processes, if consistent errors are identified
  • Provides training sessions for Super Users
  • Facilitates HR/Payroll User Group
  • Maintains HR User Manual

HR Reports

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  Transaction Code


Report Name


Information

CATS_DA

Display Working Times

Display working times for a single employee or a group of employees

PPOSE

Organization and Staffing Display

Display an object in the organizational structure and its lesser related objects. Display the master data records of any of these objects.

ZHR_VACREP

Position Vacancy Report

Display current vacant positions by name and vacancy dates for specific organizational units

S_AHR_61018869

History of Vacancies

Display the history of vacancies (names and dates) and names of current position holders for every organizational unit.

S_AHR_61016498

Job Index

Display the names, object codes, position, holder and staffing percentage of all active jobs.

S_AHR_61016497

Existing Jobs

Display the names, codes, and start/end for any active jobs

ZHRFLEX

Flexible Employee Data

Report on employees selected by a wide range of criteria and with a range of layouts.

ZHR_ADDRESSES Address Query Used to create a home address list for employees within an organizational unit.
ZHR_FTE FTE Report Report on FTE and headcount.
ZHR_HIREREPORT Hire Action Report Report of new hires, rehires, and reinstates in org unit for a specified time period.  Report also indicates if a new employee’s payroll record is locked.
ZHR_POSATTR Position Attribute Report Report on the positions in an area, including the Enterprise Structure, Grade level, EEO information, cost distribution, and the Funding Category Code.  
ZHR_POSCHANGE Position Change Action Report Report lists employees who have changed positions in an area during a specified period of time. The report gives information on employee’s new assignment, including new pay rate.
ZHR_SEPARATE Separation Report Report provides listing of employees who have been separated from an org unit during a specified period of time.
ZHR_VACREP Position Vacancy Report Report provides a wide variety of information on a position, including the enterprise structure, funding, funding category code, EEO category and subcategory, grade level, current holder, and FTE information of that holder. If the position is vacant, that is shown as well.
ZHR_VAC_ACCR Vacation Accrual Liability Report may be used by Business Officers to see the financial liability for vacation hours that are available to employees in their departments.

Payroll Information


Transaction Code


Report Name


When to run


Comments

PC00_M10_CEDT      

Remuneration Statements

Run after preliminary payroll run up to final payroll for that period

Simulates paycheck for pay-period.

PC00_M99_CWTR

Wage Type Reporter

Run after the preliminary payroll run up to final payroll for that period

EE salary and ER benefits.

ZCCWBS 

Cost Center Report

Run after payroll posting to accounting

EE salary and ER benefits with cost allocation.

ZCOSOBJ  

Employee Cost Distribution Objects

Run any time

Shows cost allocation (IT 0027 or IT 1018) for employee.

ZHR_1018 Position Cost Center Distribution Run any time Shows cost distribution set-up on positions.
ZHR_CHECKPAY Check Pay Report Run after preliminary run and thereafter for specific payroll period and single payroll area Quick reference to identify employees who have no pay amount for a specific payroll period.
See instructions
ZHR_PAYRESULTS

Payroll Results by
Org Unit

Run after the preliminary payroll run up to final payroll for that period

Shows payments of unit's employees and costs associated with each employee per payroll.
ZHR_TIMEFEEDRPT Time Feed Audit Report Run for a specific payroll period Report for areas with time feed systems. Provides a listing of attendance and absence codes for specified time period. Areas that use CATS_DA will not use this report.
ZVERXFER Verify Transfer of Time Run after transfer Used to verify hours that have transferred successfully to HR for payment. May also be used to find hours that were unsuccessful during the transfer process.