Business Process:Administer Salary Plans

State of Connecticut

Core-CT Project

Application:HRMS

Module:Human Resources

Business Process:Administer Salary Plans

Requirement Number:HR351

Requirement Title:Ability to calculate the correct daily rate to be used for docking pay

Module Leads: Lina Simonu, Lisa Lagus

1. Requirement Description

Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.

Currently, the Department of Education pays teachers over the calendar year, on 26 biweekly pay periods. However, if an employee is docked a day’s pay, the calculation of the daily rate is based upon 187 days. PeopleSoft provides a daily rate on the Salary Step table and the employee job record, based upon 260 days. The Hourly rate is also based upon the daily rate, and is calculated by dividing the standard hours by the number of days in the work period to determine the number of hours per day. The daily rate divided by the number of hours per day equals the hourly rate. So if the daily rate is incorrect, the hourly rate is as well.

1. Business Need

Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.

The Department of Education employs approximately 1,500 teachers whose daily rate is based upon 187 days. Any of these 1,500 could be docked pay throughout the school year, due to an unpaid absence. The number of days in a school year are mandated by the State Legislature at 180 days for all school districts in Connecticut, but the State Board of Education has negotiated a longer school year for the Vocational Technical High Schools and this is recorded in SVFT, Local 4200A contract in Article 6. The school year will increase to 188 days in 2002.

At Dept of Education, approximately 20 teachers per payperiod are docked approximately 50 days. During the summer break, approximately 80 teachers are removed from the payroll using this daily process formula.

CGS 10-16 and SVFT bargaining unit

1. Required By: (Y/N)

Federal ____Agency _Y___Bargaining Unit __Y_

State Statutory _Y State Regulatory ____State Procedural ____

1. Requirement Priority

_High___(High, Medium, Low – please see “Requirements Prioritization Criteria”)

1. Recommended Solution

Enter an “X” next to the appropriate category

______Process Solution

___Option Number

__X____Application Modification

_1__Option Number

1. Explanation for Recommendation

Provide reasons for recommendation. Please do not re-state the description of the solution itself.

Due to the fact that the hourly and daily rate calculation as stored in Job is inaccurate based on the standard days worked, and the volume of pay docked in a given pay period could be large that a manual calculation and entry would be time consuming and could result in human error, a batch program to calculate the correct rate is recommended. This will ensure that all docked pay will be calculated correctly based on the standard days worked, and payment will be made on time.

1. Organizational Impact of Recommendation

Describe the changes to the organization that result from the recommended solution. Include a description of any role, process, statute, or bargaining unit agreement affected.

Central Payroll would need to ensure this process is executed following Time Administration nightly.

1. Process Solutions

Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.

Option 1. When a transaction to dock an employee without pay is entered through Time and Labor, the timekeeper will specify the TRC, hours to be docked, and the actual hourly rate, based on 187 or 218 days and a certain number of hours per day. (This also needs to be determined, as all employees need a standard number of hours per day indicated on their job record.) This actual hourly rate will be entered in the Time and Labor Override Rate field once it has been manually calculated by the timekeeper. By enabling the Department of Education timekeepers access to override the hourly rate through time and labor, the State would be enabling all timekeepers to override the hourly rate for all employees through time and labor.

1. Application Modifications

Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.

Option 1.

Modification Type (On-line, Batch, Interface, Report, Workflow): Batch

Complexity (Easy, Medium, Difficult): Medium

Description: Create a batch program that recalculates the daily and hourly rates for employees based on the standard days per year for time reporting codes that reduce from regular earnings. The new calculated rate would be inserted into the Time and Labor Override Rate field. A new standard days per year field would need to be added to the salary plan table to associate the correct days per year with each salary plan, and ultimately each employee. Need to ensure the teachers are in a Salary Plan. Need to ensure batch program, does not impact payroll operations schedule due to performance.

Option 2.

Modification Type (On-line, Batch, Interface, Report, Workflow): On-line

Complexity (Easy, Medium, Difficult): Difficult

Description: Modify the daily and hourly rate calculation routines to calculate the correct daily rate based on the standard days per year and the correct hourly rate based on the actual daily rate. This modification would need to take place on the Compensation data page and the Salary step page only for employees whose daily rate is not based on 260 days per year. A new standard days per year field would need to be added to the salary plan table to associate the correct days per year with each salary plan, and ultimately each employee. Need to ensure the correct daily and hourly rates are used in Payroll Calculation of earnings based on Time and Labor entry.

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