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Business Requirements Document

SR83831‐ Campus Pay Cycle Conversion (Generic)

Document Information

Document Attributes Information

ID SR83831 ‐ Campus Pay Cycle Conversion (Generic)

Owner

Author(s) Maxine Gerber, Beth Burkart

Contributor(s) Caroline Rider, Susan Whitney

Revision History

Version Issue Date Name Changes

1.0 3/6/12 Beth Burkart Initial Draft based on ASUCLA version

1.1 3/7/12 Beth Burkart Added some functional requirements based on the scope/estimate document. Made some updates based on 3/7 meeting.

1.2 4/25/12 Beth Burkart Syncing up with other documents.

1.3 4/27/12 Beth Burkart Edits based on meetings with Maxine and Deb.

1.4 5/1/12 Beth Burkart Maxine and Caroline gave input. Accepting changes.

1.5 5/22/12 Beth Burkart Adding requirements from campus meeting.

1.6 5/23/12 Beth Burkart Continuing 1.5.

1.7 5/29/12 Beth Burkart Continuing requirements

1.8 5/30/12 Beth Burkart Continuing requirements

1.9 6/6/12 Beth Burkart Accepted changes. Added ASUCLA section.

1.10 6/7/12 Beth Burkart Accepted Caroline’s suggestions on ASUCLA section. Updated BRD according to Shaun’s feedback on issues list.

1.11 6/19/12 Beth Burkart Updates based on 6/8 meeting with Shaun and Pam.

1.12 6/20/12 Beth Burkart Accepted some changes. Prepared ASUCLA part for review.

1.13 6/22/12 Beth Burkart Updates to ASUCLA section following 6/21 conference call.

1.14 6/26/12 Beth Burkart Updates based on 6/25 meeting with Shaun and Pam.

1.15 7/10/12 Beth Burkart Started UCB‐specific attachment. Added to ASUCLA attachment.

1.16 7/11/12 Beth Burkart Some updates to ASUCLA attachment.

1.17 7/17/12 Beth Burkart Updated based on 7/16 meeting.

1.18 7/18/12 Beth Burkart Updated functional requirements.

1.19 7/20/12 Beth Burkart Updated functional requirements.

1.20 7/23/12 Beth Burkart Few updates following 7/23 meeting

1.21 7/24/12 Beth Burkart Numbering issues on the functional requirements.

1.22 7/25/12 Beth Burkart Minor edits to first part of doc and functional requirements. Re‐worded and reorganized some requirements.

1.23 7/31/12 Beth Burkart Made some changes while reviewing with Caroline.

1.24 8/1/12 Beth Burkart Document clean‐up for review.

1.25 8/2/12 Beth Burkart RASCI; added UCSC details from Tamara’s note.

1.26 8/6/12 Beth Burkart Updates based on 8/6 BRD review.

1.27 8/7/12 Beth Burkart Continued BRD review meeting changes.

1.28 8/8/12 Beth Burkart Accepted tracked changes on ASUCLA att.

1.29 8/9/12 Beth Burkart Modified the reporting requirements.

1.30 8/22/12 Beth Burkart Updated 1.2.3 per Shaun’s suggestion.

1.31 8/24/12 Beth Burkart Updates based on review feedback.

1.32 8/27/12 Beth Burkart Updated UCSC attachment based on meeting with Tamara.

1.33 8/28/12 Beth Burkart Updated UCSC attachment.

1.34 9/4/12 Beth Burkart ASUCLA attachment

1.35 9/5/12 Beth Burkart Updated UCSC requirements about WOS.

1.36 9/20/12 Beth Burkart UCB Attachment. Removed Requirement 46 at UCB’s request.

1.37 9/24/12 Beth Burkart UCB Attachment – updates based on 9/20 meeting with UCB.

1.38 9/24/12 Beth Burkart UCSC attachment – accepted tracked changes.

1.39 10/3/12 Beth Burkart Campus‐specific attachments. (Irvine)

1.40 10/8/12 Beth Burkart Campus‐specific attachments (Irvine, Davis, San Diego). Few changes based on QA questions.

1.41 10/9/12 Beth Burkart Campus‐specific attachments (San Diego, UCR,SB). Edits with Caroline.

1.42 10/10/12 Beth Burkart Updates to attachments with Caroline. Updated 5.12 and R0023 – by agreements are an exception.

1.43 10/15/12 Beth Burkart Changed handling of WOS based on advice from Caroline.

1.44 10/16/12 Beth Burkart Modified San Diego attachment after meeting.

1.45 10/17/12 Beth Burkart Irvine attachment

1.46 10/18/12 Beth Burkart Santa Barbara attachment. Added SB approvers.

1.47 10/22/12 Susan Whitney Irvine attachment. Added approvers and approval dates. Added comment from Carolyn Murry [cm5]. Davis attachment. Added approvers. Updates from 10/19 Campus Requirements session.

1.48 10/23/12 Susan Whitney Riverside attachment H. Updates from 10/23 Campus Requirements session.

1.49 10/26/12 Susan Whitney Berkeley attachment C. Updates from 10/25 campus meeting.

1.50 10/30/12 Susan Whitney San Diego attachment G. Updates from UCSD Comments dated 10/23/12. SD approval.

1.51 10/31/12 Susan Whitney Riverside added approvers.

1.52 11/2/12 Beth Burkart Gabe approved for Riverside. Accepted some tracked changes.

1.53 11/21/12 Susan Whitney Berkeley updates: Berkeley approved as of 10/31/12. Readers and Tutors will not be converted to BW, will stay on MO.

1.54 11/27/12 Beth Burkart Modified SB.R0010 per Santa Barbara’s request. Added Grant’s approval of Riverside attachment per Susan’s email of 11/20.

1.55 12/6/12 Susan Whitney Davis approved. Santa Barbara approved.

1.56 12/10/12 Beth Burkart Accepted changes and removed draft watermark.

1.57 12/17/12 Beth Burkart Added Implementation Deadline and SR number.

Document Approvals

Role Name Signature Date

Functional Lead Shaun Ruiz Sent by email 08/20/12

Functional Lead Pamela Heintzleman Sent by email 08/20/12

PPS Application Lead Carrie Gatlin Sent by email 08/19/12

Table of Contents

1 Overview ........................................................................................................................................................... 6

2 Product/Solution Scope ................................................................................................................................... 10

3 Risks ................................................................................................................................................................ 14

4 Business Services and Processes ...................................................................................................................... 14

5 Business Rules ................................................................................................................................................. 15

6 Business Requirements ................................................................................................................................... 17

7 Non‐Functional Requirements ..................................................................................................................... 3130

8 External References ..................................................................................................................................... 3130

9 Attachment A: Campus Pay Cycle Conversions ............................................................................................ 3231

10 Attachment B: ASUCLA Campus‐Specific Requirements .............................................................................. 3433

11 Attachment C: UCB Campus‐Specific Requirements .................................................................................... 4140

12 Attachment D: UCSC Campus‐Specific Requirements .................................................................................. 4645

13 Attachment E: Irvine Campus‐Specific Requirements .................................................................................. 5150

14 Attachment F: Davis Campus‐Specific Requirements ................................................................................... 5352

15 Attachment G: San Diego Campus‐Specific Requirements ........................................................................... 5554

16 Attachment H: Riverside Campus‐Specific Requirements ............................................................................ 5857

17 Attachment I: Santa Barbara Campus‐Specific Requirements ...................................................................... 6160

1 Overview PeopleSoft only supports two pay cycles: monthly (for exempt employees) and biweekly (for non‐

exempt employees). Currently, campuses run a variety of cycles, without a standard configuration.

Cycles currently in use are MA (Monthly Arrears), SM (Semi‐monthly), MO (monthly) and BW (Biweekly).

In preparation for conversion to PeopleSoft, locations will standardize to MO and BW. Generally,

exempt employees will be paid on the MO cycle and non‐exempt employees on the BW cycle. Some

conversion activities will be required for all locations. Locations may require changes at various levels:

System‐level changes will be needed if the location is not currently running both MO and BW

cycles and to eliminate MA and SM cycles.

Employee appointment‐level changes will be needed to convert the employee appointments to

the appropriate cycle.

Each location will need to be examined on an individual basis, as there are various situations. For

example, all ASUCLA employees are currently paid on the SM cycle. In preparation for the transition to

the PeopleSoft HCM payroll system, ASUCLA will convert its PPS Semi‐Monthly exempt employees to the

Monthly payroll cycle and their non‐exempt employees to Biweekly.

1.1 Background

1.2 Objectives

1.2.1 Current Process Control tables (System Calendar, System Parameter, Leave Accrual, GTN, DET, and Federal and State tax)

at each location may currently reflect only the pay cycles that location is currently running.

There are currently four different pay schedules UC employees can be assigned: SM, MA, BW and MO.

Each location runs one or more of these cycles. Even for locations currently running BW and MO, pay

schedule assignments might not be aligned with the business rules for UC Path.

Production Jobstreams for each campus reflect the cycles that campus currently runs.

1.2.2 Proposed Process System Calendar, System Parameter, Leave Accrual, GTN, DET, and Federal and State tax control

tables will need to be updated to align with the standard cycles that will be used going forward.

A process should be developed to convert employee appointments from one cycle to another as

needed. For example, for locations converting employees from SM to BW, all current SM

appointments should be ended and new BW appointments created.

Jobstream JCL should be added for each new cycle.

Jobstream JCL should be removed for each cycle being eliminated.

1.2.3 Deadline and Timing Information This release is Date Mandated. The effective dates for the conversion are 01/20/2013 for employees

moving to the BW pay cycle from the MO, MA, and SM pay cycles, and 02/01/2013 for employees

moving to the MO pay cycle from the MA. The employees must be converted after the January 2013

RX/TX salary increases have been implemented and prior to the computes for the MO, MA, and SM pay

cycles ending 01/31/2013 and prior to the compute for the BW pay cycle ending 02/02/2013.

This conversion must be completed before the location begins parallel testing prior to its conversion

to the PeopleSoft system. Note: a decision has been made that all in‐scope campuses must perform

their pay cycle conversions by the end of January, 2013.

It is recommended that the conversion begins with the first biweekly payroll with a pay cycle end

date in a given month to ensure that deductions are taken correctly, and that the cycle is a B1 cycle

to reduce negative impacts on leave accruals.

It is recommended that campuses converting to BW utilize the standard BW schedule that is

currently used by all BW locations except SF (UCSF uses the alternate BW schedule)

Generally, the conversion should occur at a time when the old and new cycles have the same (or

approximately the same) pay period begin dates. Timing considerations will vary depending on each

location’s situation. For example, the only cycles which meet those criteria in 2012 are:

o SM/MO/MA beginning 4/01, BW beginning 4/01 – an exact match, but the BW is a B2 on the

standard calendar (B1 on the alternative calendar), which may be an issue for leave accrual.

o SM/MO/MA beginning 9/01, BW beginning 9/02 – a gap of one day (on a weekend), and the

BW is a B1 on the standard calendar.

o SM/MO/MA beginning 10/01, BW beginning 9/30. ‐although not an exact match, 9/29 and

9/30 are on a weekend, so the overlap should be acceptable.

1.2.3.1 If the Pay Cycle Begin Dates Do Not Coincide If it is not possible to do the conversion during one of the coinciding cycles, the campus will have

responsibilities for various decisions and activities related to the overlapping pay cycles.

Determining which cycle will be "partial" in the case of SM/MO/MA to BW conversion

When the biweekly and semi‐monthly or monthly pay period begin dates do not coincide, then there

will be days which are part of both pay periods. One of the overlapping cycles must be designated as

"partial", ie. it will not include the overlapping days. Things to consider in this decision are:

Employees will receive a smaller paycheck in one cycle and may have to wait a longer time for the next check than usual, depending on the calendar.

The first Biweekly cycle must not end in the same month as the last semi‐monthly cycle, or the results will be unpredictable and require significant manual adjustment.

There may be more leave accrual issues if the partial is a Biweekly; see below.

Campuses that have a lot of movement of employees between MO or MA and Biweekly positions may have additional insight.

Entry of Time for Positive Time Employees

Time for the overlapping days must be entered only into the complete cycle, not into the partial cycle.

Modifying Appointments and Distributions for Exception Time Employees

The end‐date of exception time distributions must be set based on the ending and beginning of the full

and partial cycles, so that there are no overlapping days in an employee's appointments and

distributions. (The end and begin dates for all employees must be set so there’s no overlap, but it will

be more of an issue for incorrect pay if it’s not done that way with exception time employees.)

Deduction Processing Issue

Deduction processing may be disrupted, especially for deductions that are taken either completely or in

part/half from the first BW pay period that ends in a month (and note that the first BW isn’t necessarily

the B1 – what matters for deduction purposes is that it’s the BW ending on or before the 14th).

If earnings are too small in an employee’s first BW compute, deductions may suspend and be taken on the next BW compute.

Leave Accrual Issue

In the "partial" pay cycle, employees who should be eligible for leave accrual may not be because of

hours worked thresholds. Some bargaining units may have a requirement that the employee must have

worked 50% of the pay period hours to be eligible to accrue leave. Their leave accrual may need to be

adjusted via leave accrual pay transactions. (Testing is needed to confirm this assumption.)

A one‐time program could be developed to report on employees who did not receive leave accrual, but

the entry of the adjustments will be the campus' responsibility. For example, for the SM/MO/MA to BW

conversion:

Leave accrual occurs only on a B2 cycle, and is based on hours for the B2 and the prior B1. (Note that the B2 may or may not be the second BW pay period that ends in a month – what matters for leave accrual purposes is that it is called the B2 cycle).

If the partial cycle is a B1, there may be fewer threshold issues.

If the partial cycle is a B2, there may be more threshold issues.

If the partial cycle is SM/MO/MA, there may be fewer threshold issues.

1.2.4 Appointment/Distribution Considerations The conversion process should consider the following items when ending the current appointments and

distributions and creating the new appointments and distributions. In general, the new appointments

and distributions will be copied from the current appointments and distributions. If the current

appointment has future distributions, the future distributions must be copied to the new appointment

and should be end dated in the old appointment. If the employee has future appointments, the future

appointments (and the associated distributions) can be changed in place. All conversions should be

done in accordance with the salary plans for UCPath.

When a current appointment/distribution is copied to a new appointment/distribution, the new

appointment/distribution begin date will be set to the effective date of the conversion, and the

existing appointment/distribution end date will be set to one day prior.

The new appointment must have the new pay cycle.

If the rate will be changing (say, from a monthly rate to an hourly or biweekly rate), the new

appointment may need a new rate code and the new distributions must have the new rates.

Note that this applies to by‐agreement rates as well.

1.3 Related Projects & Dependencies Possible changes to the UCOP Corporate applications, such as CPS.

Banking systems (ACH)

Campus general ledger

Campus HRIS

Other campus systems and reporting

1.4 Stakeholders

Acronym Description Role

* Authorize Has ultimate signing authority for any changes to the document

R Responsible Responsible for creating this document

A Accountable Accountable for accuracy of this document (e.g. project manager)

S Supports Provides supporting services in the production of this document

C Consulted Provides input

I Informed Must be informed of any changes

Name Position * R A S C I

Randy Wilson Project sponsor X X

Carrie Gatlin Project owner X X

Stacey Johnson Project participant X

Bob Franks Project participant X X

Mary Ann Gohl Project participant X X

Christopher Scott Project participant X X

Bea Deering Project manager X X

Deb Hill Project manager X

Shaun Ruiz Functional Lead X X X X X

Caroline Rider Sr. Analyst X X X

Maxine Gerber Sr. Analyst X X X

Beth Burkart Business Analyst X X

Pamela Heintzleman Functional Lead X X X X X

1.5 Glossary Term Description

UCOP University of California Office of the President

ITS Information Technology Services

MO Monthly

MA Monthly Arrears

SM Semi‐Monthly

BW Biweekly

Biweekly Rate This is a per‐pay period rate; the amount the employee would be paid every two weeks. For example, some medical centers have exempt employees with a Biweekly rate.

Conversion Effective Date

The “effective date” of the pay cycle conversion. This will be used to determine if an appointment or distribution is current, future or expired.

Current Current appointments and distributions have a begin date that is before the conversion effective date and an end date that is on or after the conversion effective date.

Future Future appointments and distributions have a begin date that is on or after the conversion effective date.

Expired Expired appointments and distributions have an end date that is before the conversion effective date

2 Product/Solution Scope

2.1 Included in Scope

See Attachment A for list of campuses and pay cycles

PPS Changes

Campuses in scope:

Davis

San Diego

Irvine

Riverside

Santa Cruz

Santa Barbara

ASUCLA

Berkeley

Employee appointments that currently have a schedule of MA or MO are in scope for the system‐wide

one‐time appointment pay cycle conversion process. Since they are in scope, they will be examined to

see if they meet the criteria for pay cycle conversion.

BW non‐exempt appointments that do not currently have an hourly rate may be in scope (to be

evaluated for each campus).

Current and Future appointments and distributions are in scope.

All employee status codes are in scope.

2.2 Excluded from Scope Updates to local and corporate interfaces and systems

The following campuses are out of scope, since they have already embarked on their own

conversions:

o UCLA

o UCOP

o UC Merced

o UCSF

Past/expired appointments and distributions are outside the scope of the one‐time process.

Exempt salaried employee appointments that currently have a schedule of BW are outside the scope of

the one‐time conversion process.

The system‐wide generic one‐time process will not address existing SM employee appointments. The

only campuses currently running SM cycles are UCB and ASUCLA. UCB plans to do their conversions in

their HRIS and ASUCLA will have a custom one‐time process, since their conversion needs are different.

2.3 Assumptions & Constraints 1. It is essential that all campuses convert to the two recommended pay cycles prior to parallel

testing with PeopleSoft.

2. One goal of this pay cycle conversion effort is to align employee appointment and distribution

data as closely as possible with how the employees will be set up in PeopleSoft, in order to

minimize disruption to the employees and make parallel testing smoother.

3. It is recommended that pay cycle conversions (e.g., from MA to BW) be completed during one of

the windows during which the payroll cycles coincide.

4. Every employee in the EDB with a pay cycle of SM or MA should be examined. All of their

current and future appointments (and current and future distributions) must be converted to

either MO or BW. (Note: SM applies to ASUCLA and UCB, which will have unique one‐time

processes.)

5. Every employee in the EDB with a pay cycle of MO should be examined. Some employees’

current and future appointments (and current and future distributions) should be converted to

BW as applicable, based on the business rules.

6. Since the one‐time process will not be sensitive to employee status, even separated employees

will be examined. This will capture rehired employees with future hire date and future

appointments that may need to be converted.

7. The one‐time process should round up every time a new rate is calculated, so as not to

disadvantage the employee. These calculations and rounding rules would be applied when a

monthly rate involving a non‐step‐based title is converted to an hourly rate or vice versa.

8. The one‐time conversion process should not convert time reporting codes (positive, exception

time designation). This is being addressed with local modifications.

9. Extensive QA and UAT will be needed to ensure that table updates and one‐time conversions

are accurate.

10. The project team should consult with UCOP Human Resources regarding personnel policy.

11. Communication with the labor unions must be done in a timely manner to avoid grievances. The

project team will coordinate with the campus to verify.

12. Sufficient communication and training must be provided to employees and the payroll office.

The project team will coordinate with the campus to verify.

13. The project team will coordinate with UCOP corporate systems, such as CPS, to ensure that any

required changes are completed.

14. This BRD does not address the specific requirements for changes to local or corporate systems.

15. Requirements may be different if PPS is not the source of record for appointment and

distribution data. Some campuses (e.g., UCB) may enter appointments and distributions in an

HCM (PeopleSoft Human Capital Management). If this is the case, the appointment‐level

changes will be done on the HCM side. The HRIS will then generate EDB update transactions for

PPS.

16. The local HRIS must be able to handle any new monthly and biweekly pay cycle(s). The project

team will coordinate with the campus to verify.

17. The local general ledger system must be able to process Biweekly financial accruals. The project

team will coordinate with the campus to verify.

18. All local reporting must be reviewed for impact. The project team will coordinate with the

campus to address any issues with campus systems and reporting.

19. The campus must update and re‐issue processing calendars.

20. Health and Welfare deductions for employees on Biweekly must be split across the first two

Biweekly cycles in the month.

21. Conversion should take into account the fact that campuses have various practices with regard

to flat dollar amounts/by agreements/stipends. Some put these distributions under the primary

appointment, so an appointment can contain distributions for REG and flat dollar amounts.

Others may create a separate appointment, e.g., for a Stipend. These flat dollar amounts should

be converted according to the conversion rules for regular distributions.

22. Shift differential rate conversions should follow the same rules as regular rate conversions.

2.4 Outstanding Items

ID Description

2.4.1

3 Risks All pay transactions that have been scheduled for a future cycle (e.g. MA) would be flushed if

that cycle type were removed from PPS.

o Steps should be taken to avoid scheduling of pay transactions on cycles that are being

eliminated after a specific date (dependent on conversion timing)

o Steps should be taken to avoid setting up new appointments in the EDB on cycles that

are being eliminated after a specific date (dependent on conversion timing)

Incorrect conversion or inappropriate timing could result in incorrect or no pay to the employee.

4 Business Services and Processes n/a

5 Business Rules UC Process Standard Pay Cycles document

5.1 SM and MA pay cycles will be eliminated. All employees on SM and MA cycles must be

converted to either MO or BW (the two standard pay cycles).

5.2 Employees with all medical center appointments should be bypassed by the conversion

process.

5.3 Some employees may have a mix of medical center and non‐medical center

appointments. The non‐medical center appointment(s) can be converted to BW if

appropriate.

However, the non‐medical center appointment(s) should not be converted to MO. If,

according to the business rules, it should be converted to MO, this condition should be

reported and the pay cycle should not be converted.

5.4 Some employees may have a mix of campus and medical center distributions under a

single appointment. This condition should be reported and pay cycle conversion should

not occur.

5.5 All non‐exempt SM, MA or MO employee appointments will be converted to BW.

5.6 All non‐exempt appointments being converted to BW should have an hourly rate. This

may require some rate conversions.

Exception: a BYA non‐exempt appointment is an exception; monthly by‐agreement

rates that are being converted to BW will be converted to a biweekly amount, not an

hourly amount.

5.7 Monthly Exempt (MO, MA) hourly‐rated employees should be converted to BW hourly.

5.8 All SM or MA academic appointments (except readers and tutors) should be converted

to MO.

5.9 Exempt SM or MA campus (not med center) non‐academic employees who are not

hourly‐rated should be converted to the MO pay schedule.

(Note that the SM cycle is run only at UCB and ASUCLA. Neither will utilize the system‐

wide one‐time process.)

5.10 Employees converted to the MO cycle by the one‐time process must not have an

hourly rate.

5.11 An employee who holds both a non‐exempt and an exempt position, e.g., staff non‐

exempt plus lecturer, will be handled manually and should not be modified by the

automated pay cycle conversion one‐time process.

Possible exception: If the exempt appointment is BW (e.g., a reader or a tutor) then the

process should go ahead and convert the non‐exempt appointment to BW.

5.12 Existing BW non‐exempt employees that do not have an hourly rate should be

converted to an hourly rate. Note: By Agreement is an exception to this business rule.

5.13 Existing BW salaried exempt employees should not be converted by the one‐time

process.

5.14 Existing BW reader and tutor appointments should not be converted.

5.15 Existing SM or MA hourly reader and tutor appointments will be converted to BW.

5.16 Existing MO readers and tutors should be reported and NOT converted. It is up to the

campuses to decide how MO readers and tutors should be handled.

5.17 The FLSA code on the appointment (EDB2005) will determine if an employee’s

appointment is exempt or non‐exempt.

5.18 WOS appointments with pay schedules other than MO, BW or blank should be

converted to a blank pay schedule.

5.19 Some appointments may contain both “without salary” distributions and paying

distributions. If this kind of appointment is being converted, ALL distributions must be

converted.

5.20 Approach for pay rate conversion (Step‐based titles):

For step‐based appointments, the program will search the PPS Title Code Table for a

match on the existing rate. If a match is found, the program will select the appropriate

hourly, monthly, or biweekly rate for the step. If no match is found on the TCT, the

employee appointment and distribution data will be recorded on an exception report

for follow up. The program will not convert this record.

5.21 Approach for pay rate conversion (Grade/Open‐range titles):

In cases where the distribution pay rate must be converted, the program will calculate

by agreement amounts per defined business rules. In addition, the program will

calculate distribution hourly rates and pay period amounts for appointments where

the Title Code (TC/sub‐location/TUC/REP) is grade or open‐range based.

5.22 To convert monthly rate (MO or MA) to hourly for non‐step‐based titles: monthly

salary X 12 divided by 2088. Always round up.

Example: If a $3000 monthly rate is converted to hourly: 3000 * 12 / 2088 = 17.2413,

which should be rounded to 17.25.

5.23 To convert BW to hourly for non‐step‐based titles: BW salary divided by 80

Example of BW rate to hourly rate:

BW rate of $4,333.15 / 80 = hourly rate of $54.1700 (54.1643 rounded up)

5.24 To convert hourly to MO for non‐step‐based titles: hourly rate X 2088 divided by 12

Example of Hourly rate to monthly rate where only two significant digits on the hourly

rate:

hourly rate of $21.2300 X 2088 / 12 = $3694.02

Hourly rate to monthly rate (in case there happened to be more than two significant

digits on the hourly rate):

hourly rate of $21.1615 X 2088 / 12 = $3,682.11 (rounded up from 3682.101)

5.25 To convert monthly to BW for non‐step‐based titles: monthly rate X 12, divided by 26.

Always round up. Example of Monthly by agreement to BW by agreement (or regular

rate):

monthly of $5,000.00 X 12 / 26 = $2,307.70 (rounded up from 2307.6923)

5.26 Always round up when calculating a new rate for non‐step‐based titles.

Always round to two decimals for hourly and BW. Monthly rates: rounded to two

decimals, and rounded up.

6 Business Requirements

6.1 User Requirements Campuses need to be able to use the one‐time process to convert different populations

separately.

Campuses want to see a list of the employees who are being converted, by home department.

The “1800” report will not meet their needs.

Campuses need to be able to specify a “conversion effective date” when they run the one‐time

process.

Pay cycle conversion plans must minimize rework and interruption to the current pay cycles.

Campuses have a variety of ways of defining “medical center” and the one‐time process must

accommodate this.

6.2 Functional Requirements Req ID Requirement Type Requirement Description Priority

[L/M/H] Comments

R0001 One‐Time Process Develop a one‐time process that can be used by all in‐scope sites (excluding UCB and ASUCLA) to convert appointments to the standard schedules of BW and MO. For example, existing current MA appointments should be ended and new monthly (MO) or Biweekly (BW) appointments should be created. Some existing non‐exempt employees will need to convert from MO to BW, based on the business rules.

H

R0002 One‐time Process The one‐time process should generate transactions that will be used to update the EDB.

H

R0003 One‐time Process The one‐time process should be able to be run multiple times as needed to meet each location’s business needs.

H Campuses should be able to group employees by current pay cycle and other attributes.

R0004 One‐time Process The one‐time process should be able to convert the pay cycles of specific populations that can be identified using PPS attributes.

H Need input from campuses on what groupings they need.

R0005 One‐time process The campus should be able to specify at runtime a “conversion effective

H

Req ID Requirement Type Requirement Description Priority [L/M/H]

Comments

date” for the particular run.

R0006 One‐time process Conversion of current, future, and expired appointments and distributions should be handled in different ways.

H See Glossary for definitions of current, future, and expired.

R0007 One‐time process When a population is converted, all current and future appointments and their distributions should be examined to see if they meet the criteria for pay cycle conversion.

H

R0008 One‐time process The one‐time process should ignore expired appointments and distributions

H Bypass them; do not convert them.

R0009 One‐time Process Future appointments can be converted in place rather than being replicated. Changes to future appointments may include:

appointment‐level pay schedule

rate code (as needed)

distribution‐level rate for the associated distributions (as needed)

H

R0010 One‐time Process Appointments with APPOINTMENT WITHOUT SALARY INDICATOR (EDB2028) = “Y” should be examined to see if conversion is needed. “Without salary” appointments containing only “without salary” distributions should be ignored and not converted.

“Without Salary” distributions are identified by a list of specific DOS codes: o WOS o others

H Note that there is also an employee level WOS indicator. The one‐time process should NOT include any logic regarding the employee‐level WOS indicator. Instead, it should examine the appointments.

R0011 One‐time Process WOS appointments with pay

schedules other than MO, BW or blank

should be converted to a blank pay

H


Comments

schedule.

R0012 One‐time Process Non‐exempt campus MA appointments should be converted to BW. (Campus implies non‐medical center)

H Includes current and future appointments. Appointment‐level FLSA EDB2005 = “0” indicates non‐exempt

R0013 One‐time Process Monthly (MA, MO) exempt employees with an hourly rate should be converted to BW.

H

R0014 One‐time Process MA campus (non‐medical center) appointments for the following population should be converted to MO:

Non‐academic exempt salaried appointment, defined as: o Appointment‐level FLSA

EDB2005 = “1” o Personnel program EDB2007

NOT = “A” o Rate code not “H”

H Includes current and future appointments

R0015 One‐time Process MA campus (non‐medical center) appointments for the following population should be converted to MO:

Academic appointment that is NOT a reader and NOT a tutor o Academic appointment is

defined as Personnel program EDB2007 = “A”

o Can be exempt or non‐exempt (has any appointment‐level FLSA code)

H Includes current and future appointments. There is a need to identify ahead of time the academic personnel going from MA to MO. Academic Personnel will need to know. Readers and tutors are in the following title


Comments

codes: Reader title codes: 2850, 2851, 2854, 2855, 2500, and 2520. Tutor title codes: 2860, 2861, 2862, 2863, 2510, and 2521. Remedial Tutor title codes: 2270, 2271, 2272, 2273, 2280, 2288, 2289, and 2290.

R0016 One‐time Process MA Readers and tutors should be

converted to BW, regardless of their

FLSA (exempt/non‐exempt) status.

Title codes for readers and tutors:

Reader title codes: 2850, 2851,

2854, 2855, 2500, and 2520.

Tutor title codes: 2860, 2861,

2862, 2863, 2510, and 2521.

Remedial Tutor title code: 2270,

2271, 2272, 2273, 2280, 2288,

2289, and 2290.

H Readers and tutors are an exception. They should be BW because they are hourly‐rated, even though they are considered FLSA exempt.

R0017 One‐time Process Readers and tutors who are currently on MO should be reported and should NOT be converted.

H

R0018 One‐time Process MO non‐exempt campusappointments should be converted to BW. (Campus implies non‐medical center)

H Includes current and future appointments. Appointment‐level FLSA


Comments

EDB2005 = “0” indicates non‐exempt

R0019 One‐time Process Employees with ONLY medical center

appointments should be bypassed by

the one‐time process.

Note that the only in‐scope campuses

with medical centers are Davis, Irvine

and San Diego.

H Campuses define med center in various ways. Need to be able to vary this by campus.

Irvine uses fund number 63000 funds

Davis has H in FAU location code – H for hospital funding.

San Diego uses local Fund range 63000A‐639999.

R0020 One‐time Process For employees with appointments

both at the medical center and the

campus:

If the business rules indicate that

their non‐medical center

appointment(s) should be

converted to BW, then this

conversion should be done

If the business rules indicate that

their non‐medical center

appointment(s) should be

converted to MO, then this should

be reported and NO conversion

should take place.

H Their non‐medical center appointment(s) should NOT be converted to MO. It can be converted to BW because then all of their appointments would be consistent.

R0021 One‐time Process Appointments with distributions at

both campus and medical center who

H


Comments

are not already BW should be

reported and not converted.

R0022 One‐time Process All non‐exempt appointments converted to BW must have an hourly rate. Exception: a BYA non‐exempt appointment is an exception; monthly by‐agreement rates that are being converted to BW will be converted to a biweekly amount, not an hourly amount.

H

R0023 One‐time Process BW non‐exempt employees who do

not already have an hourly rate should

be converted to an hourly rate.

Note: This does not apply to by

agreement. The one‐time process

should not convert any by agreement

to hourly.

H Currently on BW

R0024 One‐time Process BW Reader and Tutor appointments

should be bypassed and not

converted.

H Currently on BW.

R0025 One‐time Process Rate conversion strategy: The process should calculate distribution hourly rates and pay period amounts for appointments where the Title Code (TC/sub‐location/TUC/REP) is grade or open‐range based or if it is a by agreement amount or a shift differential.

H

R0026 One‐time Process For step‐based appointments, the process should search the PPS Title Code Table for a match on the existing rate.

If a match is found, the process should select the appropriate hourly, monthly, or biweekly rate for the step.

H


Comments

If no match is found on the TCT, the employee appointment and distribution data will be recorded on an exception report for follow up. The process will not convert this record.

R0027 One‐time Process When new rates must be calculated during conversion, calculations should be performed according to the Business rules section.

H

R0028 One‐time Process The one‐time process should not touch the existing BW salaried exempt population.

H

R0029 One‐time Process When an appointment is converted from MA to MO:

The rate code and the distribution‐level rate should not require any changes.

H

R0030 One‐time Process When a current appointment is converted to a new pay schedule, the appointment should be replicated to a new appointment before that current appointment is ended. The new appointment should be given an appointment number that is not already in use for that employee.

H

R0031 One‐time Process Exception: An employee with more than four current appointments that need to be converted should not be handled by the automated one‐time process. Instead, they should appear on a report so the conversion can be processed manually.

H The exception is due to the limit of nine appointments per employee.

R0032 One‐time Process When a current appointment is converted:

The end date of the original (existing) appointment should be changed to one day prior to the

H Copy existing appointment to a new appointment, and end the


Comments

conversion effective date.

The begin date of the new appointment should equal the conversion effective date.

The end date of the new appointment should equal the end date of the original (existing) appointment.

existing appointment.

R0033 One‐time Process When a current appointment is converted, all of its current and future distributions should be copied to the new appointment and then ended. Distribution numbers should be created in sequence with the new Appointment (e.g. new Appt. = 30, new Dist. = 31).

H

R0034 One‐time Process When ending a current distribution on an existing appointment:

The end date should be one day before the conversion effective date.

H

R0035 One‐time Process When ending a future distribution on an existing appointment: The future distribution should be ended one day prior to the effective date of the conversion, just as the current distribution is.

H

R0036 One‐time Process When a current distribution is copied to a new appointment:

Its begin date should be the conversion effective date. The end date from the original distribution should be retained.

H

R0037 One‐time Process When a future distribution is copied to a new appointment: The distribution begin and end dates should be retained when the distribution is copied to the new

H


Comments

distribution.

R0038 One‐time Process Future appointments should be handled as follows: The pay schedule should be updated in place, according to the conversion rules stated in these requirements. Rate code and distribution rates should be converted as needed.

H Future appointments can be changed in place rather than being copied to another appointment.

R0039 One‐time Process Employees with both exempt and non‐exempt appointments should not be modified by the one‐time process. They will be handled manually. Exception: if the exempt appointment is (or will be) BW (e.g., reader or tutor), the one‐time process should convert the non‐exempt appointment to BW.

H

R0040 One‐time Process The one‐time process should not change the time reporting code associated with an appointment – positive, exception.

H Being addressed with local modifications.

R0041 One‐time Process If pay cycle conversions result in an employee with both current and/or future BW and MO appointments, the pay cycle conversion should not be handled by the one‐time process. Instead, they should appear on a report so the conversion can be processed manually.

H

R0042 One‐Time Process Employees who are not separated but have no active appointments (current or future) should appear on a report or tab‐delimited file.

H

R0043 One‐time Process When an appointment is replicated for the purpose of pay cycle conversion, expired distributions should not be replicated. They should remain under the original appointment.

H

R0044 One‐Time Process The one‐time process should produce a report of the employees who are being converted by the one‐time

H


Comments

process. The report should be sorted by home department. This report must be created before the transactions are processed. It can be issued as a tab‐delimited file. The report should flag employees who, after the one‐time process, have an hourly rate and an exception time reporting code. The report should also flag Academic employee conversions if the employee has a combination of academic and non‐academic appointments. Report should contain the following fields:

Employee ID

Employee Name (EDB 0105)

Home Department Number (EDB 0114)

Translated department name from the Home Department Table

Employee Status Code (EDB0144)

Appointment Number (EDB 2001) ‐ Original

Appointment begin date – original

Appointment end date ‐ original

Primary Pay Schedule (EDB 0152) (for reference)

APPOINTMENT PAY SCHEDULE CODE (EDB2016) ‐ Original

Title Code (EDB 2006)

Appointment FLSA code (EDB2005)

Title code FLSA (from TCT)

Appointment Rate Code (EDB 2015) ‐ Original

Time Reporting Code (EDB 2017) ‐ Original

Fixed/Variable indicator (EDB


Comments

2013)

Distribution number – Original

Distribution begin date – original

Distribution end date ‐ original

Distribution Pay Rate (EDB2055) – Original

DOS code (EDB2056)

Appointment Number (EDB 2001) ‐ new

Appointment begin date – new

Appointment end date ‐ new

APPOINTMENT PAY SCHEDULE CODE (EDB2016) ‐ New

Appointment Rate Code (EDB 2015) ‐ New

Distribution number – New

Distribution begin date – new

Distribution end date ‐ new

Distribution Pay Rate (EDB2055) – New

Flags for various conditions (TBD)

R0045 One time process Turnaround reporting will be needed for all flat type payments

H

R0046 (UCB Only MA Process)

UCB’s existing MA process should be replaced temporarily with a new standalone MA process. Currently the MA and S2 are tied together in a single process.

H Removed requirement because UCB no longer plans to do a phased approach.

R0047 Control Table Updates

Control table update transactions should be developed for the Leave Accrual Table

Leave Accrual tables must be set

up properly for the new cycles.

H If new cycles are being added or removed.


Control table update transactions should be developed for the System Calendar Table.

For locations not currently running

H If new cycles are being added or removed. Hosted Applications


Comments

the Biweekly cycle, this schedule

should be added to the system

calendar.

For locations not currently running

the Monthly cycle, this schedule

should be added to the system

calendar.

Semi‐monthly and MA schedules

should be removed from the

system calendar.

should coordinate with each location to review their system calendar. Some campuses do their own table maintenance but have requested review by HA.


Control table update transactions should be developed for the System Parameter Table

Some system parameters (eg. 15,

17, 30, 118, 120, 164, 236, 238,

239, 241) are specific to Biweekly

or Monthly pay cycles. These

should be reviewed and modified

if they’re not set correctly.

H If new cycles are being added or removed.


Control table update transactions should be developed for the GTN Table

All GTNs must be set up correctly

for the appropriate pay cycles.

Some deductions (GTNs) are

configured to be taken only on

specified pay cycles. These must

be reviewed and modified if

necessary to reflect the new pay

schedule.

H If new cycles are being added or removed, or if there will standardization regarding when deductions are taken.


Control table update transactions should be developed for the Federal

H If new cycles are being added or


Comments

and State Tax Tables

State and Federal tax tables

should be reviewed and modified

if the biweekly and monthly tables

have not been implemented. Note

that all tax tables have already

been implemented for all hosted

campuses.

removed.


Control table update transactions should be developed for the Data Element Table (DET)

may need to remove SM/MA as

valid for appointment pay

schedules.

H If MA or SM cycles are being removed

R0053 Jobstreams JCL must be created for the production jobstreams for each new pay cycle being implemented.

As needed, set up Biweekly and

monthly production jobstreams

where they do not already exist.

H If new cycles are being added

R0054 Jobstreams Remove obsolete productions jobstreams

H If cycles are being removed.

R0055 Banking Coordinate banking arrangements. There will be a new ACH file coming from PPS for each new cycle.

H Per Shaun, this is coordinated by Banking Services, and they need a schedule of when all the conversions will take place.

R0056 Testing Provide test files for local and corporate systems as requested.

H As requested by individual campuses.

6.3 Reporting Requirements n/a

7 NonFunctional Requirements n/a

8 External References n/a

9 Attachment A: Campus Pay Cycle Conversions Existing Cycles at each Location

Campus SM MA BW MO Actions

UCB (1) X X X add BW

convert all MA employees

convert all SM employees

convert some MO employees

eliminate SM

eliminate MA

UCD (3) X X convert some MO employees

convert some BW

employees

UCR (5) X X add BW


convert some MO

employees

eliminate MA

UCSD (6) X X convert some MO employees

convert some BW

employees

UCSC (7) X X add BW


convert some MO

employees

eliminate MA

UCSB (8) X X add BW

convert some MO

employees

convert all MA

employees

eliminate MA

UCI (9) X X convert some MO employees

convert some BW

employees

Hastings

(H)

X X No conversion planned at this time

ASUCLA

(A)

X add MO

add BW

convert all SM employees

eliminate SM

10 Attachment B: ASUCLA CampusSpecific Requirements Approvals for ASUCLA Campus‐Specific Requirements

Role Name Date

ASUCLA representative Sally Amato‐Rogers 6/21/12 via conference call Revisions approved 8/8/12

ASUCLA representative Sadie Ringgold 6/21/12 via conference call Revisions approved 8/8/12

ASUCLA representative Kamran Mehdian 6/21/12 via conference call Revisions approved 8/8/12

ASUCLA representative Linda Schmidt 6/21/12 via conference call Revisions approved 8/8/12

Currently, all ASUCLA employees are paid semi‐monthly. Their appointments are all defined with a pay

schedule of “SM”, and no other pay cycles are defined in their system calendar.

As part of Wave 1 of the UC Path project, ASUCLA’s payroll will be run on the PeopleSoft HCM Payroll

system. PeopleSoft’s system supports only Monthly and Biweekly payroll cycles. It does not support a

Semi‐Monthly cycle. ASUCLA will convert its PPS Semi‐Monthly exempt employees to the Monthly

payroll cycle and their non‐exempt employees to Biweekly in preparation for the PeopleSoft conversion.

ASUCLA plans to convert their exempt staff to the MO cycle through their HRIS system, without

UCOP assistance. (exempt employees = out of scope)

ASUCLA plans to handle by agreement appointments through their HRIS system, outside of this

one‐time process.

ASUCLA would like UCOP to develop a PPS process to convert their non‐exempt employees from

SM to BW.

ASUCLA will not use the “generic” one‐time pay cycle conversion process that is being

developed for the other campuses because they want to use a different (simpler) approach.

Generic BRD requirements related to the one‐time conversion process do not apply to ASUCLA.

Other requirements in the generic BRD do apply to ASUCLA (e.g., control table updates, job

streams, etc.). This BRD attachment covers only the one‐time process.

ASUCLA is planning to offer vacation buyouts to employees, and will use the existing TRM code,

since the new VPB DOS code will not be ready in time.

ASUCLA plans to let the system do the BW financial accruals and then they can strip them out if

they don’t need them.

The ASUCLA approach for the non‐exempt appointments will be as follows:

o Do not end existing appointments (or create new appointments).

o Do change the APPOINTMENT PAY SCHEDULE CODE‐EDB2016 on active appointments of

non‐exempt employees from SM to BW.

o ASUCLA has indicated that, since their non‐exempt employees currently have an hourly

rate, no rate conversion will be needed.

o No changes to the distributions will be needed; changes are required only at the

appointment level.

Functional Requirements for ASUCLA‐specific one‐time process:


Comments

AS.R0001 One‐Time Process Develop a one‐time process that can be used by ASUCLA to convert non‐exempt appointments from SM to the standard BW schedule.

H

AS.R0002 One‐time Process This one‐time process should convert only non‐exempt appointments. Note that ASUCLA has asked that this process convert all

H Non‐exempt is defined as APPOINTMENT FLSA STATUS INDICATOR EDB2005 = 0.

appointments with a RATE CODE of ‘H’.

Conversion of exempt and by‐agreement appointments will be handled by the campus outside of this one‐time process (in their HRIS system).

AS.R0003 One‐time Process The one‐time process should generate batch EDB update transactions.

H

AS.R0004 One‐time Process The one‐time process should convert all non‐exempt employees at the same time.

H

AS.R0005 One‐time Process The one‐time process should use RATE CODE = H to identify the appointments to be converted.

H

AS.R0006 One‐time process The campus should be able to specify at runtime a “conversion effective date” for the particular run. This “conversion effective date” will be used to classify appointments as expired vs. current or future.

H

AS.R0007 One‐time process Only current and future appointments are in scope for this one‐time process. The one‐time process should examine current and future appointments to see if they meet the criteria for pay cycle conversion.

Current appointments have a begin date that is before the conversion effective date and an end date that is on or after the conversion effective date.

Future appointments

H Expired appointments are out of scope and should be ignored by the one‐time process.

have a begin date that is on or after the conversion effective date.

Expired appointments have an end date that is before the conversion effective date

AS.R0008 One‐time Process For all current and future appointments that meet all of the following criteria:

APPOINTMENT PAY SCHEDULE CODE EDB2016 = SM

APPOINTMENT RATE CODE‐EDB2015= H

Create a batch transaction to change the APPOINTMENT PAY SCHEDULE CODE‐EDB (EDB2016) to “BW” and the A/D/C code (EDB2022) to “C”.

H Rate code H should be enough to identify the SM population to convert. Only the pay schedule code and A/D/C code will be updated; no other appointment‐level data will be modified.

AS.R0009 One‐time Process Distribution‐level data should not be modified by the one‐time process.

H

AS.R0010 One‐time Process Employees whose pay cycle conversions result in both current and/or future BW and MO appointments should appear on a report so they can be addressed by the campus. This report would need to be run after all conversions are complete, including this one‐time process for the non‐exempt population and any conversions ASUCLA plans to perform on their exempt population.

H Since the one‐time process will not be able to identify these employees, they will need to be identified through other means (possibly a DB2 query after the fact. We do not expect to see a mix of exempt and non‐exempt appointments but the campus will need to address the by‐agreements.

AS.R0011 One‐Time Process Employees with no active H Include

appointments (current or future) should appear on a report or tab‐delimited file.

employment status on this report.

AS.R0012 One‐time Process As appointments are converted, the one‐time process will not need to take into consideration the DOS codes or other attributes in the distributions.

H

AS.R0013 One‐Time Process The PPP1800 Database Audit Register report, along with the exception reports mentioned in these requirements will be sufficient to meet ASUCLA’s reporting needs.

H

AS.R0014 Other Requirements

See generic BRD for other requirements not related to appointment conversion.

Generic BRD one‐time process requirements do not apply to ASUCLA.

Generic BRD Control Table updates, including GTN schedule codes, DO apply to ASUCLA.

Generic BRD Job Stream requirements DO apply to ASUCLA.

H Re: system calendar, the importance of choosing the correct timing was stressed in the conference call. All GTNs should be reviewed.

AS.R0015 Testing Full cycle testing will be needed. GL interface testing will be needed. Timesheet testing will be needed.

AS.R0016 Banking It was determined in the 6/21/12 conference call that the banking requirement in the generic BRD does not apply to ASUCLA. It was determined that the pay cycle conversion will NOT

The structure of the ACH file is not changing, only the frequency.

impact ASUCLA’s banking. ASUCLA uses a different bank (BofA). There is no fixed schedule, no calendar. They can send the file any time and the bank confirms receipt. The same bank is used for paper checks and direct deposit.

AS.R0017 Biweekly Accruals ASUCLA will not use the

automatic accruals. To avoid

program modification, the

default 10‐day accruals will

be used, and will be removed

from the resulting GL

transaction file prior to

processing by ASUCLA’s GL.

H

AS.R0018 System Parameters System Parameter 164 – the parameter value should remain “2,” so no BW accruals will occur at Fiscal Year End.

H

This parameter deals with reversal of BW accruals at fiscal year end. It is currently set to “2.” This is not needed when go live but is needed by fiscal year end. Fiscal year end starts August 1. (For 2012 it starts July 29 – it varies.)

AS.R0019 System Parameters ASUCLA value for PRM 015 (Net Pay $ Warning – MO) $10,000

H

AS.R0020 System Parameters ASUCLA value for PRM 017 (Net Pay $ Warning – BW) $2,000

H

AS.R0021 System Parameters ASUCLA value for PRM 030 must be set to 2 for BW (Tax‐Offcyc 1=SM 2=BW)

H

AS.R0022 Fiscal Year End Processing

Are other changes required for fiscal year end processing? ASUCLA’s fiscal year is August 1 – July 31, which is different from the rest of UC (which is July 1‐June 30) Note: this issue was examined and it was decided that no further action is needed at this time.

H

11 Attachment C: UCB CampusSpecific Requirements Approvals for UCB Campus‐Specific Requirements

Role Name Date

Payroll Functional SME Crystal Parkinson 10/31/12

Controller Delphine Regalia 10/31/12

Project Manager Aaron Andersen

Payroll Contractor Candice Murphy 10/31/12

UCB currently runs the SM, MA, MO and a supplemental XX cycle. They will need to add the BW cycle,

convert the SM and MA employees to a BW cycle if hourly‐rated or non‐exempt, or MO for salaried

exempt, and eliminate the SM and MA cycles. Monthly (MO) hourly‐rated or non‐exempt employees

should be converted to BW hourly.

UCB anticipates transitioning non‐exempt employees beginning with the January 20th Bi‐weekly cycle.

Converted employees will receive partial January pay on the SM, MA, and MO pay periods for January

1st – 19th

Benefits are currently deducted from the paycheck on the 1st for MO employees and 8th for SM and MA

employees.

Non‐exempt employees on a MO pay cycle will have full February benefits premiums deducted

from the February 1st paycheck.

MA employees will have full February benefits premiums deducted from the February 8th

paycheck.

However semi‐monthly employees that normally have February benefits premium deducted

from the 8th check will have benefits deducted from the January 23rd paycheck in order to

accommodate the bi‐weekly conversion. SM GTNs will need to be modified (change GTN from

S2 to S1) in order to accommodate the temporary SM benefit deduction change.

Benefits will begin splitting for all non‐exempts on the February 13th paycheck.

After the January end of the month SM and MA compute, the SM and MA pay cycles will be eliminated. Exempt readers and tutors will be converted to bi‐weekly.

Reader - 2850C, 2851C, 2500C

Tutor - 2860C, 2861C, 2500C, 2851C, 2500C

NOTE: FLSA status of Readers and Tutors is under discussion. Assumptions:

UCB will do all pay cycle conversions in their HCM front end, rather than in PPS, so they will not

utilize the one‐time process developed by UCOP.

UCB will configure its time and attendance front end as needed to support the BW cycle and

remove support for the SM cycle and MA cycle.

SM, MA, and applicable non‐exempt MO employees will be transitioned at the same time.

SM and BW cannot co‐exist at a campus.

Exempt salaried MA employees will be moved to the MO pay cycle.

Parameter values will need to be modified.

GTNs for deductions need to be scheduled correctly for people in BW. These need to be

reviewed.

Since UCB is adding the BW cycle, their expense distribution process now has the possibility of

BW financial accruals.

Vacation payouts will be used at UCB. Timing of the payout needs to be determined by UCB.

There is a dependency on the VPB DOS code project (SR83705). Loans will also be utilized at

UCB. Comp‐time will also be available to cash out up to 80 hours. Vacation, comp‐time, and or

loan will be paid on January 16th 2013.

UCB will need to work with Payroll, GL, and data warehouse teams to make sure they are

prepared with regard to impacts to local interfaces. They are concerned about vendor interfaces

– ADP pay card, BART deductions, etc.

Leave usage is currently reported on the SM cycle at Berkeley. UCB will modify current practice

to submit leave usage on employees’ primary cycle with their regular hours worked. This data

will come from their time keeping system.

Berkeley is currently using leave accrual tables. Factored leave will need to be used for the

employees on BW. It appears that the GS bargaining unit uses factor accrual, but they have a

distinct set of factors. All non‐GS employees moving to BW will need to use the standard leave

accrual factors. Non‐academic monthly employees will be converted to factor leave accrual at a

later date.

Pay production calendars will need to be modified.

Risks:

UCB is also going through changes in their financial system (BAIRS reporting) and data

warehouse at the same time. In addition, they are in the process of rolling out Kronos (new

timekeeping system). There are more employees going to positive time, so they need this

automation.

Availability of testing resources on the campus side, due to other concurrent projects.

Testing considerations: UCB wants to know what we recommend in terms of testing (what to test and

time to allow) so this can be factored into the schedule. A meeting will be scheduled with the QA

supervisor to explore this matter.

Functional Requirements:


Comments

B.R0001 Cycles The SM and MA cycles should be eliminated and a new BW cycle should be established. SM and MA employees will all be converted at the same time. JCL will be created for the production job streams for the new Biweekly pay cycle being implemented.

H

B.R0002 Cycles UCOP will need to build a process to replace Berkeley’s current MA cycle and also review and modify Berkeley’s local module in reporting that assures only one active pay cycle at a time.

H

B.R0003 Cycles MA employees will be converted at the same time as the SM employees and applicable MO employees.

H

B.R0004 Parameters Determine the specific parameter values. including BW financial accrual.

H Fiscal year‐end options

10 work day vs. 14 calendar day accruals

B.R0005 GTN Review GTN table values and H Assumption:

update as needed. During the transition period, GTN deductions will not be taken from 1st bi‐weekly cycle. Full deductions will be taken from 2nd bi‐weekly cycle and split deductions will begin with the 3rd bi‐weekly cycle.

Health and Welfare deductions to be split across the first two BW cycles.

B.R0006 Factored Leave UCB must convert to using factored leave for BW. Berkeley’s time and attendance handles the accruals, which are later reconciled to PPS.

H Leave will now be reported on the employees’ primary pay cycle. The factors must be set up in the leave accrual tables.

B.R0007 Other Requirements

See generic BRD for other requirements not related to appointment conversion.

Generic BRD one‐time process requirements do not apply to UCB.

Generic BRD Control Table updates DO apply to UCB.

Generic BRD Job Stream requirements DO apply to UCB.

H

B.R0008 Testing Testing requirements for UCB:

Test data in HR system and the feed to the Payroll system

GTN setup

Timekeeping batch feed

Review reporting

Test output into BAIRS reporting (financial system)

H

B.R0009 Banking What are the issues for UCB? TBD

12 Attachment D: UCSC CampusSpecific Requirements Approvals for UCSC Campus‐Specific Requirements

Role Name Date

Project Manager Tamara Santos

TS 08/31/12

Payroll Functional SME Abby Tromblee AT 08/31/12

Staff HR Functional SME Dee Steele DS 08/31/12

Academic Personnel Functional SME

Christine Imai

CI 08/31/12

PPS application Technical SME

Doug Patten

DP 08/31/12

UCSC is currently running the MA and MO cycles. They will:

add the BW cycle

convert all non‐exempt MO to BW

convert all MA to another cycle:

o Non‐exempt should be converted to BW

o Exempt readers and tutors should be converted to BW

o MA population includes the following non‐academic exempt groups:

Physician Diplomats (title 0770). There are 9 on the MA cycle, some same title

codes on the MO. The MAs are on call and report hours. For Title code 0770:

Variables should be converted to BW by the one‐time process. Fixed should

stay MO. (Two separate pay groups in PeopleSoft. This will be the same job

code.)

Exempt By agreement MA (including coaches with title codes 4006 and 4007)

should be converted to MO by the one‐time process.

eliminate the MA cycle

Santa Cruz has a population of Academic Monthly Variable employees, who are all exempt. Based on

the business rules, it is expected that these employees will not be touched by the one‐time process.

Special programming should not be required to exclude them. However, testing should be performed

to ensure that they are not converted. The members of this population are described below.

Academic monthly variables, all exempt:

1. Readers/Tutors on the MO cycle (because they have another MO position) – about 25

employees

2. 3622 ASST LIBRARIAN‐TEMP STATUS – 4 employees

a. Should stay on the MO cycle. Moving to BW means contract negotiations.

b. Exclude title code 3622 from conversion

3. 3320 ASSISTANT SPECIALIST – 2 employees

4. 3220 ASST RES ‐‐‐‐‐ ‐ FISCAL YEAR – 1 employee

5. 3300 SPECIALIST – 1 employee

6. 3802 ___ RECALL – 2 employees

a. Continue on monthly cycle

7. 3570 TEACHER‐UNIV.EXT.‐CONTRACT YR. (BYA) – 2 employees

a. SC has lots of these instructors, but most are set up fixed currently. However pay varies

for all of them. Systemwide APDs are reviewing as well.

Additional compensation associated with Primary Pay appts/dist, with a ‘B’ rate code. Must insure that

BYA‐type DOS codes will follow primary appt pay cycle. The alternative would be all distributions per

employee would show on exception report and need to be hand‐coded. This would represent a

significant resource impact ‐ which departments would be responsible for hand‐coding (HR, Payroll,

depts).

WOS data conversion logic: If ‘W’ time code, convert to blank.

Conversion planned for: January 20, 2013

Santa Cruz may be able to convert all employee populations at the same time; this will depend on the

outcome of collective bargaining. Some represented employees may need to be converted separately.

UCSC will convert PPS data using the generic one‐time process. They do not anticipate needing to do

any time code changes.


Comments

SC.R0001 Cycles The MA cycle should be eliminated and a new BW cycle should be established. JCL will be created for the production job streams for the new Biweekly pay cycle being implemented.

H

SC.R0002 Parameters What are the specific parameter values? BW financial accrual?

H Campus parameter values are documented in the project information on SharePoint.

SC.R0003 GTN Review GTN table values and update as needed.

H Assumption: Health and Welfare deductions to be split across the first two BW cycles.

SC.R0004 Factored Leave UCSC must convert to using factored leave accrual for all non‐academic employees. Need a more precise definition. All non‐academic employees would mean all employees with Program/Type of A/5 would not be converted to factor leave. Does this represent what was decided?

H Leave Accrual Tables must be updated.

SC.R0005 One‐time appointment conversion process

UCSC will use the generic one‐time process for converting appointment pay cycles.

H See generic portion of the BRD.

SC.R0006 Campus‐Specific one‐time requirements

For Physician Diplomats (title code 0770): Variables (Fixed/Variable

H The MAs are on call and report hours.

Indicator EDB2013 = “V”) should be converted to BW. Fixed (Fixed/Variable Indicator EDB2013 = “F”) should remain MO.

There are 9 employees on the MA cycle, some same title codes on the MO.


Exempt by agreement MA employees should be converted to MO. This includes Coaches (title codes 4006 and 4007), who are BYA.

H


WOS requirements: All employees with Time

Reporting Code

(EDB2017) = ‘W’ should

be converted to blank

H


It is important that BYA‐type DOS codes follow the primary appointment pay cycle. Shift Differential and Perquisite, on a separate appointment, should be converted like the primary appointment.

H Additional compensation associated with Primary Pay appts/dist, that has a ‘B’ rate code. Too labor intensive to handle these cases manually

SC.R0010 Control Tables Generic BRD Control Table updates DO apply to UCSC.


SC.R0011 Job Stream Generic BRD Job Stream requirements DO apply to UCSC.


SC.R0012 Testing UCSC requires a test plan from UCOP. See section on “Academic

monthly variables, all

exempt” above. Testing

H

should be performed to

make sure that the

population described

under “Academic Monthly

Variables” is not converted

by the one‐time process.

SC.R0013 Banking What are the issues for UCSC?

H Scheduling considerations

SC.R0014 Reporting UCSC needs to receive reports that show all records that will be converted. They also need exception reports showing records not updated/failed in batch. (Conversion exceptions will be reported by the one‐time process; EDB update failures will be included in the normal EDB update reports. These report versions should be able to be run more than once so they can be used for review following manual entry and clean up cycles.

H Need more details. Reporting needs are TBD

13 Attachment E: Irvine CampusSpecific Requirements Approvals for Irvine Campus‐Specific Requirements

Role Name Date

Payroll Systems Mgr. Roberta Nardico 10/15/2012

Programmer Analyst Grace Ong

10/19/2012

Compensation Mgr. Carolyn Murry

10/18/2012

Irvine is currently running the BW and MO cycles. They are not using either SM or MA cycles.

Assumptions:

The generic one‐time pay cycle conversion program rules apply.

UC Irvine is already running exclusively the BW and MO cycles, so no changes to their

cycles/JCL/job streams should be required.

Parameters should already be set up, since they are already running the BW cycle.

Control Table changes should be limited to the GTN table updates described below.

There should be no need to make any changes to banking arrangements.

Irvine does not intend to perform TCT cleanup activities prior to conversion. They will address any issues as they occur. occur.

Some SAS (Stipends) and SDF DOS codes may be grouped with REG time under the same

appointment, with rate code A. (Some SDF distributions are set up as hourly, some as a flat

amount.) When such an appointment is converted to BW/Hourly, the flat dollar amount

distributions will need to be fixed. Irvine noted that, unless there is a rule that works for all the

locations, these can be fixed manually.

Open items:

Current TRS (time reporting system) uses time code “Z” for BW and “R” for monthly. What will

PS require? Note: this item is closed. Irvine has a local modification to address this.

Req ID Requirement Type Requirement Description Priority Comments

Comment [cm1]: Irvine will be converting monthly rates in TCS to hourly rates for non exempt titles.

[L/M/H]

I.R0001 Control Table/GTN Review GTN table values and update as needed. Irvine to discuss with Hosted Applications team about the timing of the table updates.


I.R0002 Factored Leave No updates to the leave accrual tables appear to be needed.

H

I.R0003 One‐time appointment conversion process

UCI will use the generic one‐time process for converting appointment pay cycles.


I.R0004 Testing There are no known

specific testing

requirements at this time.

Hosted Applications can

run a roster for Irvine if

needed.

H Irvine noted that employees moving from MO to BW will retain their existing time reporting code.

14 Attachment F: Davis CampusSpecific Requirements Approvals for Davis Campus‐Specific Requirements

Role Name Date

HR Approver Irene Horgan‐Thompson 12/6/12

Payroll Approver Penny L. Knutson 12/6/12

IET Approver Linda Durst 12/6/12

Davis is currently running the BW and MO cycles. They are not using either SM or MA cycles.

Assumptions:

The generic one‐time pay cycle conversion program rules apply.

UC Davis is already running exclusively the BW and MO cycles, so no changes to their

cycles/JCL/job streams should be required.


Control Table changes should be limited to the GTN table updates described below.

There should be no need to make any changes to banking arrangements

Discussion items:

Davis indicated in the checklist that any employee moving from MO to BW will have to

change(?) the time code if R for exception to Z for positive. This may need to be handled locally

as it is not currently included in the generic one‐time process. (Options being considered)

Generic one‐time process requirements state that the FLSA code on the appointment (EDB2005)

will determine if an employee’s appointment is exempt or non‐exempt. Davis has indicated in

the checklist that title code FLSA should be used. UCOP recommendation: Davis should clean up

FLSA codes on EDB prior to conversion.

The checklist asked “is there a need to consider the DOS code in the distributions when

converting employee data?” Davis indicated “Yes, depending upon the coding.” Need to clarify

this with the campus.

Local issues with GL (regarding BW financial accruals), reporting and other local systems (such as

time entry) TBD. Discuss with the campus.


Comments

D.R0001 Control Table/GTN Review GTN table values and update as needed.


D.R0002 Factored Leave Are all non‐academic employees at UCD already using factored leave accrual? Yes

H

D.R0003 One‐time appointment conversion process

UCD will use the generic one‐time process for converting appointment pay cycles.


D.R0004 Campus‐Specific one‐time requirements

Any issues regarding specific employee populations at Davis? Employees moving from MO to BW will have to change the time code if R for exception to Z for positive Title Code 9995 with DOS codes OFR and OFN.

H

D.R0005 Testing Does Davis have any

specific testing

requirements?

None

H

15 Attachment G: San Diego CampusSpecific Requirements Approvals for San Diego Campus‐Specific Requirements

Role Name Date

Assoc Dir P/R Cruz, Nini 10/23/12

Assoc Dir P/R Rodriguez, Paul 10/23/12

Director/Payroll Trinidad, Pearl 10/23/12

UCSD is currently running the BW and MO cycles. They are not using either SM or MA cycles.

Assumptions:

The generic one‐time pay cycle conversion process rules will be applied.

UC San Diego is already running exclusively the BW and MO cycles, so no changes to their

cycles/JCL/job streams should be required. However, San Diego notes that the population

moving from MO to BW is large, around 5100, and is concerned about the impact that volume

might have on the processing. Technical issues may arise.


Control Table changes should be limited to the GTN table updates described below. Note: need

more clarity on exactly which flat‐rate deductions should be split between the first two BW

cycles: Health and Welfare, or all.

There should be no need to make any changes to banking arrangements

Discussion items:

UCSD currently does not use PPS for leave accrual – they have an external leave system which

does not appear to use factor accrual. San Diego plans to revise their external system.

BW should remain BW at the Medical Center regardless of FLSA status. Note: this should not be

an issue, as the generic one‐time process will not convert BW employees to another pay cycle.

By Agreement conversions: Some By Agreement distributions are embedded in rate code A

appointments. By Agreement cannot move as an hourly rate. If the rest of the appointment is

being converted, should the By Agreement portion be moved into a BW By Agreement

appointment? SD to do research to see if By Agreement group needs to move to BW. SD reports

that the projected target population includes 247 employees having by‐agreement distributions

under the same appointments with non‐by‐agreement distributions, while there are 194

employees having by‐agreements only under appointments, noting that some of both categories

may belong to the other. Decision pending as to how the mixed cases are to be handled.

SD has repurposed the Time Reporting Code in PPS, and instead uses part of the FAU to indicate

positive vs. exception time reporting. SD to discuss internally how this “salary sub” issue should

be handled for conversion purposes, and report results back to UCOP. See SD.R0006.San Diego

is concerned about how the rule to round up when converting rates will impact future range

adjustments (Rounding the rate in the EDB will cause a mismatch with the TCT data.)


Comments

SD.R0001 Control Table/GTN Review GTN table values and update as needed.

H Assumption: Health and Welfare deductions to be split across the first two BW cycles. UCOP to verify which flat dollar deductions will be split.

SD.R0002 Factored Leave San Diego does not use standard leave accrual tables and will modify their current application.

H

SD.R0003 One‐time appointment conversion process

UCSD will use the generic one‐time process for converting appointment pay cycles.


SD.R0004 Campus‐Specific one‐time requirements

San Diego wants to ensure that the medical center employees will not be converted. This should not be an issue, because the one‐time will not convert any existing BW to MO.

H

SD.R0005 Testing San Diego would like to

begin testing as early as

possible, even if it is just

with a beta version of the

code.

There is some concern

about certain populations

H

who have a large number

of distributions.

San Diego is wondering if

there will be a “machine‐

readable” file they can use

to produce delete

transactions if necessary.

Request to run UCSD local

program PPL703 (at UCOP)

and make available all of its

four usual extract files and

all report images for

download to UCSD.

SD.R0006 Time Reporting UCSD requires that the ‘Sub-Account’ sub-field of our FAU (column 30 of 30 – single numeric-only, values restricted to 0-3) be converted from ‘1’ to ‘2’. UCSD asks that this conversion be added as a local modification to the UCSD instance of the conversion program.

H San Diego decided they did not need this local modification.

SD.R0007 Conversion of RGS DOS Code

UCSD requires that the without-salary local DOS code ‘RGS’ be handled in all respects as if it were ‘REG’ during the conversion.

Added as a One‐Time Process Change Request. Request must be reviewed for approval.

16 Attachment H: Riverside CampusSpecific Requirements Approvals for Riverside Campus‐Specific Requirements

Role Name Date

Payroll Director Gabe Nwandu 11/2/12

Payroll Supervisor Grant Christensen 11/26/12

Riverside is currently running the MA and MO cycles.

Assumptions:

BW cycle will be added.

Entire MA population will be converted to another cycle.

Some MO employees will be converted to BW

MA cycle will be eliminated

Riverside noted in checklist to flag as exception:

o Hourly rate to monthly rate (note: this should not be an issue, we do not plan to do this

conversion)

o By agreement conversions (discuss)

UCR would like to use Title Code FLSA to differentiate exempt vs. nonexempt. UCOP

recommendation: Riverside should clean up FLSA codes on EDB prior to conversion.

UCR indicated that local issues under discussion include the Time and Attendance system. (Note

in project plan, may be hosted aps implications.)


Comments

R.R0001 Cycles The MA cycle should be eliminated and a new BW cycle should be established. JCL will be created for the

H

production job streams for the new Biweekly pay cycle being implemented.

R.R0002 Parameters What are the specific parameter values? Determine specific parameter values for Expense Distribution Parameter. BW financial accrual? Yes.

H

R.R0003 GTN Review GTN table values and update as needed.


R.R0004 Factored Leave Is UCR already using factored leave accrual for all non‐academic employees? Most likely will need to update leave accrual tables. Not currently using factored leave accruals.

H Leave Accrual Tables must be updated? Yes.

R.R0005 One‐time appointment conversion process

UCR will use the generic one‐time process for converting appointment pay cycles.


R.R0006 Campus‐Specific one‐time requirements

Convert PPS Time Code from R to Z.

Handled with a local modification.

R.R0007 Control Tables Generic BRD Control Table updates DO apply to UCR.


R.R0008 Job Stream Generic BRD Job Stream requirements DO apply to UCR.


R.R0009 Testing Any special testing

considerations?

G/L

H

R.R0010 Banking What are the issues for UCR? None


R.R0011 Reporting Any special reporting needs? No

H Update UPAY 503

17 Attachment I: Santa Barbara CampusSpecific Requirements Approvals for Santa Barbara Campus‐Specific Requirements

Role Name Date

Tricia Hiemstra 12/6/12

Jim Corkill 12/6/12

Sona Baboolal 12/6/12

Jo Ann Stark 12/6/12

Santa Barbara is currently running the MA and MO cycles.

Assumptions:

BW cycle will be added.

Entire MA population will be converted to another cycle.

Some MO employees will be converted to BW

MA cycle will be eliminated

Santa Barbara has indicated that, if the conversion process encounters an employee with

multiple appointments that would resolve to both BW and MO, these employees should go to

BW. They noted that this is not a large population, and these employees can be handled

manually by the campus.

Discussion items:

Confirm generic one‐time process handling of the readers and tutors will have the expected

result for UCSB. Generally, readers and tutors will be converted to BW by the one‐time process,

so should be OK. SB’s MA readers and tutors will be converted to BW. Discussion deferred,

because handling of readers and tutors is still in flux.

By agreement conversions: Santa Barbara to examine their data and determine how these

should be handled.

Time codes: SB indicated on checklist “All FLSA Non Exempt employees who are currently

Exception Time R will have to be changed to Time Code Z Positive Pay.” Note: this is not

currently being handled by the one‐time process. (Options being considered) Santa Barbara

plans Kronos rollout by March 2013. They are looking at options for handling time reporting for

this population in the interim.

Santa Barbara noted that they are not currently using the time roster to report leave usage, but

may need to begin doing this for the BW population. Title code FLSA should be used to rather

than appointment FLSA. UCOP recommendation: SB should clean up FLSA codes on EDB prior to

conversion. Only 5 employees are out of sync in terms of the FLSA on the appointment and on

the title code. UCOP has provided the list of employees to Santa Barbara.


Comments

SB.R0001 Cycles The MA cycle should be eliminated and a new BW cycle should be established. JCL will be created for the production job streams for the new Biweekly pay cycle being implemented.

H

SB.R0002 Parameters What are the specific parameter values? BW financial accrual?

H

SB.R0003 GTN Review GTN table values and update as needed. Setting up GTN split across BW cycles in advance should be timed with the conversion and UCOP program support.


SB.R0004 Factored Leave Leave accrual table updates will be needed.

H

SB.R0005 One‐time appointment conversion process

UCSB will use the generic one‐time process for converting appointment pay cycles.


SB.R0006 Campus‐Specific one‐time requirements

Time Code: All FLSA Non Exempt employees who are currently Exception Time R will have to be changed to Time Code Z Positive Pay. SB also notes usage of a time code "A." SB will review their time codes by

H Options being considered.

reporting from data warehouse.

SB.R0007 Control Tables Generic BRD Control Table updates DO apply to UCSB.


SB.R0008 Job Stream Generic BRD Job Stream requirements DO apply to UCSB.


SB.R0009 Testing Testing: SB requires testing

for by agreement and

perquisites.

H

SB.R0010 Banking SB has some concerns around prenoting. 95% of Direct Deposits are Prenoted, only a few extreme cases are not prenoted. SB may have some concerns around credit union deductions.


SB.R0011 Reporting No special reporting needs have been identified at this time.

H

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