Payroll 101 Toolbox Resource

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Policies & Procedures Every HR

Campus User Should Know

Payroll 101

Toolbox Resource

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Course Objectives

• To receive credit for this course, you must login to OHR

Training Registration System, complete “Payroll 101” tutorial

• Participants will learn:

– Internal Payroll procedures

– HR Campus User policies and procedures for Bi-weekly and Monthly

employees

– Employee Self Service features in TechWorks

– Next Steps for HR Campus Users

• This tutorial is a required pre-requisite for the Managing

Personnel Transactions class

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Payroll Staff Members

Gerald Jobe Director 404-385-3873 Celestine English Assistant Director 404-894-5571 Brent Martin Accountant 404-894-3687 Gloria Huff Records Coord. 404-894-6875 Wilma Milner PSF Processor 404-894-4631 DaWana Atkins PSF Processor 404-894-4628 Deborah Bell Records Coord. 404-894-3096 Sherald Giddens Records Supervisor 404-385-0986 Taylor Ferguson Business Analyst 404-894-3616 Bonnie Cooper Payroll Manager 404-894-1907 Pam Tennell Business Analyst 404-894-8717 Eulalia Dupree Payroll Manager 404-385-4028 Cebrita Roberts Payroll Processor 404-385-2358 Kedrich Claiborne Tax Accountant 404-894-4-5567 Vivian Adams Garnishments 404-385-2357 Angela Petty Payroll Processor 404-894-9282 Elicia Burroughs Payroll Processor 404-385-4161

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Payroll is responsible to the following:

• Office of Human Resources -

GT Employees

• IRS – F

ederal and State Tax/Compliance

• Internal/External Auditors

– Compliance and Record-keeping

• Vendors -

Compliance & Record-keeping

• State of Georgia

– University System of Georgia Board of Regents

– State and Local Governments

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Internal Payroll Procedures

• Ensure payroll is completed within pay calendar

deadlines for all employees

– Including manual entries and system overrides

• Ensure Georgia Tech is in compliance with

all federal

and state regulations

• Ensure HR Campus Users are updated with University

System of Georgia/Board of Regents policies and

procedures, (i.e. communications and training)

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Internal Payroll Procedures

• Complete and generate employee records within

PeopleSoft-HRMS from electronic PSFs and other reporting

documents:

– Employee Self Service updates

– Federal and State Tax Forms

– Campus User Payroll Deductions

– Georgia Defined Contribution Plans (for Temp Employees only)

– Retirement Plans

– Charitable Campaign Contributions

– Savings Bonds

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Payroll Calendars - Policies

• Use the Payroll website to locate calendars

• Pay Frequencies

1.Bi-Weekly is paid for time reported on the Time Sheet 2.Monthly is Auto-Pay

 PSFs must be submitted to STOP or CHANGE Auto-Pay

NOTE: Time Sheet Due Dates during holidays will

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Payroll Calendar Features

• Use Payroll Calendars for Time Sheet Due

Dates and HR Paperwork Due Dates

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Time Entry and Vacation/Sick Entry

– GTRI Employees use DELTEK to enter hours

– For all other bi-weekly employees, HR Campus Users access

PeopleSoft HR to enter Timesheet Data, (e.g. hours worked,

vacation/sick hours, and other pay codes)

• Monthly Employees

– HR Campus Users access PeopleSoft HR to enter vacation/sick

hours and other pay codes

• Bi-Weekly Employees

– Certain Employees will use the Kronos Clock

to enter their hours worked and confirm

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Georgia Tech Calendars

• Fiscal Year: July 1 – June 30

– State Projects

• Calendar Year: Jan 1 – Dec 31

– Vacation/Sick Accruals

– Budgeted Salaries re: 12-month Employees

• Academic Calendar: August – May

– 9-month Academic Faculty Salaries

NOTE: Summer Faculty are paid in June and July

• Sponsored Projects will have their own project dates

which may not correspond with Fiscal, Academic, or

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Payroll Policies

• Effective Date refers to the start date of the Action/Reason

– Example: Effective Date for an employee terminating on Oct 20

th

_{is 10/21. They}

will receive pay for the last day of work and the termination will begin on the next

day.

• Monthly Payroll is Auto-Pay. To stop or change a monthly

paycheck, the HR Campus User must submit a PSF to stop or

change the monthly pay cycle

• Current GT Employees cannot be a “New Hire”

– Example: Current employee will start a new job in a different department. The

terminating department must coordinate with the hiring department to complete a

PSF for Transfer. As soon as the employee’s HR Record information appears in the

hiring department employee list, a PSF must be submitted with appropriate hiring

information, such as:

• Pay Rate Change – PSF Action Reason Code is PAY See Payroll website for all Action/Reason Codes

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Payroll Policies

• 9-month Academic Faculty do not accrue vacation hours

• Employees who separate from the Institute for any period

of time are “Rehires”

– HR Campus Users who are completing PSFs for new employees

must search for the GT ID using the GT ID System

– Rehires after 12 months of separation must resubmit hire

paperwork to OHR

• Student Employees

– Hire as 50% which is a 20-hour work week (bi-weekly paid)

– Graduate Students are paid monthly

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Georgia Tech Employee Population

Monthly

Employee Class

Bi-Weekly

3,644

Students

4,449

1,995

Faculty

0 1,159

Research Faculty

0 1,927

Classified

987

25 Tech Temps

504 8,749

Total

5,940

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Georgia Tech Payroll Stats:

• As of December 31, 2009:

– Gross Salary Paid $489,237,725

– Issued 15,846 W2’s and 840 1042S’s

– Withheld $59,806,865 of Federal Taxes

– Withheld $23,373,846 of Georgia State Taxes

– Direct Deposit Participation: 98%

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www.TechWorks.gatech.edu

• GA Tech’s online portal for HR and Financial

Applications (including PeopleSoft)

• Employees must login with GT Account to access:

– Payroll and Compensation Information

– HR “Self Service” Records

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Employee Self Service Features

Log into TechWorks regularly to keep all of your Personal Information updated

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Employee Self Service Features

Click here to find out more information about your paycheck

Your payroll is based on W-4 and G-4 Annualized Allowances

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Before Tax Deductions Examples •Benefits, i.e. Health, Dental, etc. •GT Parking

•Retirement: TRS or ORP •Flexible Spending Accounts

Paycheck Features

W-4 & G-4 Annualized Allowances

Federal & State Tax Deductions

After Tax Deductions •Short- or Long-Term Disability

•Campus Rec Fee •Supplemental Insurances

Employer Paid Benefits

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Other Paycheck Features

• Voluntary Deductions

–Charitable Campaign Contributions

–Savings Bonds

–Supplemental Taxes

–Optional Retirement Plans (e.g., 403b, 457b)

•Involuntary Deductions

–Retirement Plans (TRS or ORP)

–Georgia Defined Contribution Plan*

–Mandated Child Support

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OHR Customer Service Center

• One-Stop Features for Employees

– New Hire & Termination Processing

– BuzzCard Dissemination

– Computer Access/ GT Account Name

• Consider scheduling an appointment with

“Book Now” for the new hire to expedite

processing time

• Need Payroll Help

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OHR Contact Information

Areas

Contact

Human Resources • General Information [email protected] 404-894-4847 Total Compensation Benefits  General Information [email protected] [email protected]

Employee Relations Services [email protected]

Workforce Administration Talent Acquisition  Classified Staff  Academic Faculty  Research Faculty  Tech Temps

 Federal Work Study Students Global HR  Immigration Processing [email protected] [email protected] [email protected] [email protected] [email protected] [email protected]

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Next Steps

• Consult with your Supervisor

– Discuss your HR functions within your Department

– Attend classes for HRMS-PeopleSoft access

For a complete listing of

Administrative Systems classes, go to www.training.gatech.edu Click Administrative Systems Training