Biweekly Payroll Conversion
Payroll Processing Schedule Impact
Topics
•
New payroll compute cycles for biweekly-paid employees
•
Impact to the schedule for ledger postings and Data
Warehouse
•
Impact to the schedule for processing of payroll transfers
(TOPES)
•
Impact on PPS Distribution corrections
•
Transition month (January DOPE/Ledgers)
•
Data Warehouse (InfoView) Report Changes
Acronyms
•
DOPE = Distribution Of Payroll Expense
•
TOPE = Transfer Of Payroll Expense
•
OPTRS = On-line Payroll Time Reporting System
•
BW = Biweekly
•
MO = Monthly
•
FIS = Financial Information System (Banner)
•
PPS = Payroll Personnel System
•
UCPATH =
U
niversity of
C
alifornia
P
ayroll,
A
cademic Personnel,
New Payroll Expense Processing Schedule
•
For employees paid monthly, there are 12 pay periods in
a year, with each pay period ending on the last day of the
month.
•
For employees paid biweekly, there are 26 pay periods in
a year, with pay periods ending every other Saturday.
January 20 – February 2, 2013 is UCSC’s first biweekly
pay period.
•
The change to more frequent pay periods impacts when
the payroll transactions are computed and posted for
each fiscal period.
•
Rather than a consistent schedule as we have had in the
Payroll Expense Transaction Processing Schedule
Pay Period End Date Pay Cycle Last day to enter TOPES for the fiscal period Compute Date DOPE data in InfoView and posted in FIS Fiscal Period Close Date (7th business day)
1/19/2013 MO/MA (Biweekly emp.) (Transitional Cycle)
1/24/2013 1/25/2013 2/6/2013 (Wed) January DOPE
3rd bus day January closes 2/11/2012
1/31/2013 MO - Monthly 1/25/2013†
2/2/2013 B1 - Biweekly
2/20/2013
2/7/2013 2/26/2013 (Tue) February DOPE
-3 bus day February closes 3/11/2013
2/16/2013* B2 - Biweekly 2/21/2013 2/28/2013 MO - Monthly 2/22/2013† 3/2/2013 B1 - Biweekly 4/3/2013 3/7/2013 4/8/2013 (Mon) March DOPE
6th bus day March closes 4/9/2013
3/16/2013* B2 - Biweekly 3/21/2013 3/30/2013 B1 - Biweekly 4/4/2013† 3/31/2013 MO - Monthly 3/22/2013 4/13/2013* B2 - Biweekly 5/1/2013 4/18/2013 5/6/2013 (Mon) April DOPE
4th bus day April closes 5/9/2013
4/27/2013 B1 - Biweekly 5/2/2013† 4/30/2013 MO - Monthly 4/24/2013 5/11/2013* B2 - Biweekly 5/29/2013 5/16/2013 6/3/2013 (Mon) May DOPE
1st bus day May closes 6/11/2013
5/25/2013 B1 - Biweekly 5/30/2013† 5/31/2013 MO - Monthly 5/23/2013 6/8/2013* B2 - Biweekly 6/26/2013 6/13/2013 7/1/2013 (Mon) June DOPE
1st bus day June closes 7/12/2013
6/22/2013 B1 - Biweekly 6/27/2013†
6/30/2013 MO - Monthly 6/24/2013
*End of quadriweekly cycle. (Leave accruals calculated.) †Month End Compute Complete Payroll Processing Calendars are available at:
Impact on TOPE (Transfer of Payroll Expense) Schedule
•
Definition of TOPE
₋ A Transfer Of Payroll Expense (TOPE) occurs when
payroll charges are moved from one FOAPAL to another
after they have been recorded in the operating ledger.
•
Like today, TOPEs have to be done by the last payroll
compute for a month in order to be reflected on that
month’s DOPE. In the new world, this date moves.
•
TOPE OPTRS Manual instructions have been updated
•
https://financial.ucsc.edu/Pages/Payroll_OPTRS_Manual.a
February 2013
Sun
Mon
Tue
Wed
Thu
Fri
Sat
1
2
(BW, B1) Pay Period
End Date
3
4
5
January DOPE
6
7
(BW, B1) Compute Date
(2/2 pay period)
8
9
10
11
January Closes in
FIS
12
13
14
15
16
(BW, B2) Pay Period
End Date
17
18
19
20
TOPE deadline for
February
transactions
21
(BW, B2) Compute Date
(2/16 pay period)
22
(MO) Compute
Date
(2/28 pay period)
23
24
25
26
February DOPE
27
28
(MO) Pay Period End
Date
March 2013
Sun
Mon
Tue
Wed
Thu
Fri
Sat
1
2
(BW, B1) Pay Period
End Date
3
4
5
6
7
(BW, B1) Compute Date
(3/2 pay period)
8
9
10
11
February Closes
in FIS
12
13
14
15
16
(BW, B2) Pay Period
End Date
17
18
19
20
21
(BW, B2) Compute Date
(3/16 pay period)
22
(MO) Compute Date
(3/31 pay period)
23
24
25
26
27
28
29
30
(BW, B1) Pay Period
End Date
31
(MO) Pay Period
End Date
April 2013
Sun
Mon
Tue
Wed
Thu
Fri
Sat
1
2
3
TOPE deadline for
March transactions
4
(BW, B1) Compute Date
(3/30 pay period)
5
6
7
8
March DOPE
9
March Closes in FIS
10
11
12
13
(BW, B2) Pay Period
End Date
14
15
16
17
18
(BW, B2) Compute Date
(4/13 pay period)
19
20
21
22
23
24
(MO) Compute Date
(4/30 pay period)
25
26
27
(BW, B1) Pay Period
End Date
28
29
30
(MO) Pay Period
May 2013
Sun
Mon
Tue
Wed
Thu
Fri
Sat
1
TOPE deadline for
April transactions
2
(BW, B1) Compute Date
(4/27 pay period)
3
4
5
6
April DOPE
7
8
9
April closes in FIS
10
11
(BW, B2) Pay Period
End Date
12
13
14
15
16
(BW, B2) Compute Date
(5/11 pay period)
17
18
19
20
21
22
23
(MO) Compute Date
(5/31 pay period)
24
25
(BW, B1) Pay Period
End Date
26
27
28
29
TOPE deadline for
May transactions
30
(BW, B1) Compute Date
(5/25 pay period)
31
(MO) Pay Period End
Date
June 2013
Sun
Mon
Tue
Wed
Thu
Fri
Sat
1
2
3
May DOPE
4
5
6
7
8
(BW, B2) Pay Period
End Date
9
10
11
May closes in
FIS
12
13
(BW, B2) Compute Date
(6/8 pay period)
14
15
16
17
18
19
20
21
22
(BW, B1) Pay Period
End Date
23
24
(MO) Compute Date
(6/30 pay period)
25
26
TOPE deadline
for June
transactions
27
(BW, B1) Compute Date
(6/22 pay period)
28
29
30
(MO) Pay Period
End Date
Impact on PPS distribution corrections
•
With more frequent computes, the windows for correcting PPS
distribution info for biweekly employees will be shorter (to
avoid TOPEs).
•
Pre-biweekly, there were approximately 2 weeks each month
after DOPEs were available to submit distribution corrections
before the EDB update window closed before the monthly
compute.
•
In the new world, for biweekly employees, there will only be a
few days between DOPE availability and when the EDB update
window closes before the next biweekly compute to submit
corrections.
•
If a correction is needed to a biweekly employee’s distribution in
PPS, it needs to happen
BEFORE
the next biweekly EDB update
(or the same mistake will appear on the next month’s DOPE).
Example of EDB Update Challenge
Pay Period
Employee
04/14/13 THRU
04/27/13 (B1) Josephine Hardworker
Josephine worked 100% time and was paid from an incorrect FOAPAL.
April DOPE revealing the error is available in InfoView on 05/06/13
Correction of EDB DISTRIBUTION error must be requested by 05/07/13*
so the correct FOAPAL is used in the next compute (B2) cycle.
Pay Period
04/28/13 THRU
05/11/13 (B2)
If EDB is corrected after 05/07, the incorrect FOAPAL will be used on the
next biweekly compute (B2), requiring an additional TOPE for the May
DOPE.
* EDB dates are published in the Payroll Calendars available at:
https://financial.ucsc.edu/Pages/Payroll_Schedules_Calendars.aspx
Transition Month (January)
Transition Month (January)
•
What will payroll expenses look like?
•
For biweekly employees, the January DOPE will
only reflect pay for Jan 1 (Dec 24 for students)
through Jan 19.
•
Depending on the number of biweekly employees
in a unit, the total expenses may be significantly
lower than they were previously.
December 2012 DOPE
P11100 STAFF SALARIES % % % flat % % flat %
Employee Name Pay Period End Date D O S Time Pay Rate Earnings FSS/ SMSP IAP OF Gross OSDI/ MDCR Dent/Hlth
Vis/Annu UI/ GSH WC/ Esp Life/ UCDI/ GSFR IAP/ Leave
Accr. Tot Ben
HARDWORKER, JOSEPHINE 01/31/13 REG 0.6084 3365.00 2,047.30 204.73 12.90 139.22 1,796.12 20.47 46.68 11.05 145.77 2,376.94
Current Month 2,047.30 204.73 12.90 139.22 1,796.12 20.47 46.68 11.05 145.77 2376.94
Adj. to Prior Months 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Total Posted to FIS Banner 2,047.30 204.73 12.90 139.22 1,796.12 20.47 46.68 11.05 145.77 2376.94 P11100 STAFF SALARIES
Employee Name Period Pay
End Date D O S Time Pay Rate
Gross
Earnings FSS/ SMSP IAP OF OSDI/ MDCR
Dent/Hlt h Vis/Annu UI/ GSH WC/ Esp Life/ UCDI/ GSFR IAP/ Leave
Accr. Tot Ben
HARDWORKER, JOSEPHINE 12/31/12 REG 1.0000 3365.00 3,365.00 336.50 21.20 229.71 1,796.12 33.65 76.73 11.05 239.59 2,744.55
Current Month 3,365.00 336.50 21.20 229.71 1,796.12 33.65 76.73 11.05 239.59 2,744.55
Adj. to Prior Months 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Total Posted to FIS Banner 3,365.00 336.50 21.20 229.71 1,796.12 33.65 76.73 11.05 239.59 2,744.55
DIFFERENCE (for month of
January expenses ONLY) -1317.70 -367.61
