To-Be Process Review Workshop

To-Be Process Review Workshop Human Resources Garnishments, Termination, and Deceased Employee Payments Location: ROSS Building Room: 130 Time: 8:00 am – 12:00 pm Date: 8/18/05 1

Welcome!  Introductions of Group • Representatives from: » » » » »

HR & Payroll West Lafayette HR & Payroll Calumet HR & Payroll Ft. Wayne HR & Payroll North Central One Purdue HR team members

• Facilitated by: » Troy Markusson (BearingPoint) –

With input from: • Rick Miller (Purdue) • Julie Gregory (Purdue) • Greg Gick (Purdue) 2

Workshop Logistics  Speakers  Tent Cards  Rest Rooms  Break  Parking Lot

3

Workshop Agenda 1. Discuss Workshop Objectives, Rules and Principles 2. Garnishments 3. Break 4. Terminations and Deceased Employee Payments 5. Capture Issues in the “Parking Lot” 6. Discuss Next Steps 7. Adjourn 4

Why Are We Here? Our objective today is to…  Discover    

SAP terminology, definitions, and capabilities. Specific opportunities for business transformation. Best practices in the context of the SAP implementation. Documented future process and any system gaps.

 Validate   

“To-Be” data and business processes. Required policy changes (if any). Process acceptance by core process owners, advisory committees, and University leadership.

 Facilitate Communication and Change Management  

The future state of Purdue University How people, processes, and technology will Integrate in the future.

5

What Have We Done to Prepare? To prepare for this workshop, we have…  Researched Best Practices  

SAP software is the best practice source. As stated in the One Purdue Guiding Principles, the SAP software WILL NOT be modified.

 Developed Proposed Business Processes 

The “To-Be” business processes were developed utilizing the best practices found in the SAP software.

 Reviewed and Refined the Proposed Processes with Knowledgeable Staff in Key Operational Positions.  

Presented the proposed processes. Gathered feedback, learned of gaps, implemented changes as necessary.

6

What is Your Role? Today, we need you to…  Review and Validate the Proposed Process.  Identify Gaps in the Proposed Process.  Identify Organizational Challenges.  Help Us Facilitate Change Management.

7

What will come from this Meeting? The output from this meeting includes…  A Business Process Review Report.  To-Be Process Flowcharts.  Gap Analysis Report.  Functional Specifications Report

8

Workshop Ground Rules  Respect Time  Respect Process • Stick to agenda topics. • One subject discussed at a time.

 Respect One Another • One conversation at a time. • Cell phones and Blackberrys turned off. • Listen.

 Stretch  Keep the end in sight  Work to gain consensus on terminology  Silence means agreement  Issues will be parked and resolved outside the meeting 9

BPR Guiding Principles 1.

“OnePurdue Guiding Principles” will apply.

2.

Scope: Critical business processes for HR, Finance and Campus Management.

3.

Primary best-practice source = SAP and third-party bolt-on solutions (return-oninvestment opportunity).

4.

SMEs will be empowered by process owners to make key decisions regarding processes.

5.

Enterprise processes will adhere to software best-practices – flexibility in implementation.

6.

Disposition for exceptions to best practices: a. b. c. d.

Termination of process Work-Around: “User Exit” w/o code modification Off-the-shelf bolt-on Offline operation

7.

Process owners and key stakeholders “buy-in” validation required.

8.

All best practices (5) and exceptions (6) must be integrated into the OnePurdue system.

9.

Successful BPR also requires: a. b. c. d.

Executive commitment Effective change agents to drive best practices and overcome resistance Appropriate organization structure Institutional willingness to consider radical change

10

What Is the OnePurdue Project Timeline?

Finance and Procurement: Accounts Payab le, Accounts Receivab le, Work-Effort Reporting, Purchasing HR/Payroll 1: e-Recruitment HR/Payroll 2: Organizational Management, Personnel Administration, Payroll, Benefits, Time Entry and Evaluation, ESS, Workflow HR/Payroll 3: Personnel Development, Open Enrollment, Year-End Payroll Processing Enrollment and Student Affairs 1: Student Recruitment, Admissions, PFAE/ADMS, Transfer Articulation and Equivalency Rules Enrollment and Student Affairs 2: Financial Aid Enrollment and Student Affairs 3: Course Catalog, Student Master, Academic History, Grading, Degree Audit, Graduation, Student Accounting Master Data, Cashiering, Account Management, Billing, Payment Plans, Classroom Scheduling, Registration, Academic Calendar, Academic Progression

11

Let’s Get Started!

Our topics today are… • Garnishments • Termination and Deceased Employee Payments

12

Payroll Garnishments in SAP

13

How are Payroll Garnishments Setup in SAP?  Infotype 0194 – Garnishment Document  Infotype 0195 – Garnishment Order  Infotype 0216 – Garnishment Adjustment

14

Garnishment Document

15

Garnishment Order

16

Garnishment Adjustments Refund

Refund an amount deducted from the employee in a previous period 17

Garnishment Adjustments – Calculate End Date

Will turn off garnishment after set number of days 18

Garnishment Adjustments – Additional Deduction

Will take a one time additional deduction on the garnishment 19

Garnishment Adjustments – Separate Calculation

The garnished amount of the regular pay and that of the bonus pay are calculated separately 20

Garnishments at Purdue  IRS Tax Levies  IN State Tax Levies  Federal Student Loans  IN Creditor Garnishments  Child Support (All states)

21

IRS Tax Levy - Rule  Amount exempt is dependent on marital status, number of exemptions, and number of standard deductions  No administrative fee allowed

22

IRS Tax Levy – Infotype 0194

23

IRS Tax Levy – Infotype 0195

24

IN State Tax Levy – Rule  Non-exempt earnings up to a maximum of 25% of disposable net, or 30 times federal minimum wage  No administrative fee allowed

25

IN State Tax Levy – Infotype 0194

26

IN State Tax Levy – Infotype 0195

27

Federal Student Loans  If garnishment issued by a state guarantee agency, no more then the lesser of 10% of disposable earnings, or 30 times federal minimum wage, may be garnished  If garnishment is issued by Department of Education issues garnishment order then 15% of disposable earnings can be collected  Employee can agree in writing to higher percentage  If employee has multiple student loan garnishments maximum that can be garnished cannot be greater than CCPA limit 28

Federal Student Loans – Infotype 0194

29

Federal Student Loans – Infotype 0195 (Single Loan)

30

Federal Student Loans – Infotype 0195 (Multiple Loans)

31

IN Creditor Garnishments 

Follows Credit Consumer Protection Act (CCPA) •



Non-exempt amount equal to 25% of disposable net or 30 times federal minimum wage

Service Fee – May collect the greater of $12.00 or 3% of the total judgment debt •

Fee must be allocated as ½ from the debtor and ½ from the creditor

32

IN Creditor Garnishments – Infotype 0194

33

IN Creditor Garnishments – Infotype 0195

34

Child Support  All out of state child support orders received are required to follow IN law  IN follows follow CCPA for child support rules • 50% of disposable net is exempt if employee is supporting another spouse and/or children » 45% if employee is 12 weeks in arrears

• 40% of disposable net is exempt if employee not supporting another spouse and/or children » 35% if employee is 12 weeks in arrears

 Service fee - $2.00 per pay period 35

Child Support – Infotype 0194

36

Child Support – Infotype 0195

37

Third Party Remittance  Remittance rule and vendor is stored on infotype 0194 per employee  Will process both check and EFT  Deductions will be sent to Accounts Payable every pay period and Accounts Payable will return checks to the Payroll department for further documentation  On an individual basis you can choose to either have one check cut for all employees that are being remitted to the same vendor, one check for each employee to the same vendor  Information can be included on the check voucher from Accounts Payable providing garnishment details 38

Garnishment Letters  The following letters can be set up in SAP • Notice Letters – Sent to employee informing employee of new garnishment received • Answer Letters – Sent to court with each payment breaking down calculation

 Currently Answer Letters not sent to the courts but may be wanted  Letters can be set up to run automatically  Need copies of all different letters you are sending today 39

Garnishments at Go-Live  Garnishments will need to be loaded manually at GoLive  Information that is required in SAP does not exist in legacy system today  Will need to review the orders in some cases to get correct data in SAP  Will set up a spreadsheet and it will need to be maintained from start of Parallel Payrolls to Go-Live  Will load the spreadsheet into SAP so that two manual conversions are not required 40

The garnishment process

41

Terminations in SAP

42

How are Terminations Handled in SAP?  HR will receive notification of employee termination  HR will process employee through termination action  Employee will be placed in an “employment status” of Withdrawn  Payroll will run query to identify any new terminated employees  Payroll will pay out any terminal vacation or sick  Payroll will pay out separation pay if needed

43

HR Termination Action  Employee is put in withdrawn employment status  Vacancy is created on the position  Direct deposit is automatically changed to check  Address is changed if necessary  Voluntary deductions are turned off  Benefits are turned off  Termination date entered 44

Employment Status – Infotype 0000

45

Termination Query – Selection Screen

46

Termination Query – Output

47

Terminal Vacation/Sick  When employee terminates, Vacation that has been accrued is paid out to the employee  If employee is retiring, unused Sick is paid out to employee (bi-weekly only) • 25% of first 520 hours • 100% all hours over 520

 If employee is not retiring (or is not biweekly) Sick time is lost

48

Terminal Vacation – Infotype 0416

49

Terminal Sick – Infotype 0416

When payroll is processed, rule will only pay out first 520 hours at 25%, and remainder at 100% Want to compensate all hours so that remaining number is reduced to 0 50

Separation Pay  Separation pay is received from HR  Entered as an Additional Payment on infotype 0015

51

Separation Pay – Infotype 0015

52

Off-cycle options  Can pay any future “On demand” payroll early  Typically used if employee is being escorted off campus  Will review this process during Off-cycle BPR on September 15

53

Termination in Payroll

54

Deceased Employees in SAP

55

How are Deceased Employees Handled in SAP? 

HR will receive notification of employee death



HR will process employee through termination action (additional action reason of Death)



Employee will be placed in an “employment status” of Withdrawn



Payroll will run query to identify any new terminated employees



Payroll will determine who future dated payments need to be made to



Payroll will pay out any terminal vacation or sick



Payroll will update taxes to exempt employee from appropriate taxes



If payments need to be paid to estate, or third party, clear out in Payroll and pay through Accounts Payable (or change employee name and pay through Payroll)



Update year-to-date totals in Payroll



Issue 1099 through Accounts Payable

56

Employee Dies Before Cashing Check  Check is returned to Payroll and payment must be made to the employee’s personal representative for the same Net Pay, since income and withholding taxes were properly withheld  Wages and amounts must be reported on deceased employee’s W-2  When check is returned, cancel check, rename employee on infotype 0002 to Estate of xxx (or personal representative) and reissue check

57

Name change on Infotype 0002

58

Wages paid after employee dies  All payments must be paid to the employee’s estate or legal representative and must be reported on 1099-MISC  All payments must be processed through Payroll  After all deductions are calculated and Net Pay is processed, a deduction will need to be generated to offset any money being paid to the deceased employee  Run a payroll simulation to find out how much Net Pay will be  Enter deduction on infotype 0015 to offset the Net Pay  Notify Accounts Payable of amount to pay and to whom  Update year-to-date amounts by running Manual Check Adjustment off-cycle • Will discuss in later BPR

59

Paid via Accounts Payable Deduction – Infotype 0015

60

Tax Exemption  For all earnings paid out in the current year income tax is exempt, but reportable  For all earnings paid out in the subsequent year, Social Security and Medicare are also exempt, but reportable  Income tax exemption is stored on infotype 0210  Social Security/Medicare exemptions are stored on infotype 0235 61

Withholding Info W4/W5 US – Infotype 0210

R – Exempt but reportable Will be discussed in more detail in Tax BPR (September 19) 62

Other Taxes US – Infotype 0235

R – Exempt, but reportable Will be discussed in more detail in Tax BPR (Sept. 19) 63

Accounting Considerations for Deceased Payments via Accounts Payable

 Both the deduction wage type in Payroll and the payment made in Accounts Payable will need to post to the same GL account

64

Payments for Deceased Employees

65