Payroll Transitions - onesource.uga.edu · What is OneSource? • Multi-year business...

onesource.uga.edu

February 26, 2018

Payroll Transitionsd

Agenda

• OneSource Project Overview• Payroll Transition Guiding Principles• UGA’s Current Payroll Processing Practices• UGA’s Future Payroll Processing Practices• Why are current payroll practices changing?• December 2018 Transition Plan• Communication Strategy• Q&A Session

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What is OneSource?

• Multi-year business transformation project

• Replace many legacy administrative systems and associated business processes

• Next Generation Finance and Human Resource administrative systems and processes: Oracle PeopleSoft 9.2

• Aligning with the University System of Georgia (OneUSG Connect)

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Who will see changes?

• All employeesthrough Payroll and Human Resources processes and self-service features

• All offices through Financial & HR reporting, processes, and systems

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Test and Train

Test and Train

Test and Train

Test and Train

UGA’s OneSource Roadmap

2016 2017 2018 2019

7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8 9 10 11 12 1 2 3 4 5 6 7 8

Reporting & Data

Architecture

Budget Management*

Financials Management

HR/Payroll(Human Capital Management

HCM)

Go LiveAs of 1/1/18

Individuals affected~600



Individuals affected~ 6,000 practitioners~ 20,000 employees

*The UGA Budget Management System will have three feature releases. See OneSource website for additional details.

https://onesource.uga.edu/resources/budgeting/

Thank you to the Payroll Communication Strategy Team

Baileigh Barnes, HR Benefits Accounting Juan Jarrett, Assoc. VP for Human ResourcesJulie Camp, Payroll Diane Kirkwood, OneSource HCM LeadChad Cleveland, Accounting Sonya Lane, Veterinary Teaching HospitalKelly Cona, GA Ctr for Continuing Ed Michael Lewis, GeologyMark Farmer, Cellular Biology Patrice Masterson, HR Employee BenefitsSarah Fraker, OneSource Change Mgmt Crystal Rogers, UBAS ProgramsVictoria Grubbs, Payroll Lindsey Van Note, HR Assoc. VP OfficeBrett Jackson, Auxiliary Services Lynn Wilson, EITSMatt Chambers, Marketing & Comm Krista Richmond, Marketing & CommRebecca Beeler, Marketing & Comm

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Payroll Transition Guiding Principles

• Determine the most positive option with least impact to employees

• Align with the OneUSG Connect payroll processing standards (which includes all USG institutions)

• Efficiency for practitioners and employees

• Begin communications early

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Academic Monthly Salary Biweekly Hourly Biweekly

Pay Date Last Business Day

December, May, Summer School

December

Pay Period Sunday – Saturday Sunday- Saturday

Days between pay period and pay day

6 days (currently 8 days)

6 days(currently 8 days)

Pay Date Change Thursday to Friday Thursday to FridayPay Shifts 1 Week

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Change Summary – Beginning December 2018

Change Impact – Number of Employees

• Approximately 5,200 salaried/5,200 hourly employees combined into one biweekly payroll

• Pay period shift: Thursday-Wednesday to Sunday-Saturday• Pay day shift 2 day decrease: Currently Thursdays (8 days after pay period

end) and changes to Fridays (6 days after pay period end)

• Approximately 6,500 monthly/3,800 academic employees paid last business day of the month

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If you are paid once each month, you’ll see these changes

• 2018 changes• December pay date: December 31, 2018

• 2019 changes• Pay dates will be last business day of the month – including:

• May when spring semester ends (change for Academic payroll)• Summer School (change for Academic payroll)• December, even if UGA is closed

• Monthly and Academic payrolls processed together in OneUSG Connect

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Current Status if you are paid every other week - Biweekly

• UGA currently pays biweekly employees on two separate payrolls, each paid on alternate Thursdays

• Benefits eligible employees are paid on the Salaried biweekly payroll • Non-benefits eligible employees are paid on the Hourly biweekly payroll

• The UGA biweekly pay period is a two week span of time from Thursday – Wednesday

• Overtime is based on a 40 hour work week

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• Pay dates for hourly biweekly and salaried biweekly payrolls will be synced and standardized.

• Pay period shift: • From Thursday -Wednesday (current)• To Sunday - Saturday (OneUSG Connect)

• Transition begins with the pay period of December 16 – 29, 2018• Last day to use Kronos for time collection will be December 15• Start using Kaba Clocks and OneUSG Connect for time collection on December 16

• First combined pay date is January 4, 2019

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Future Status of Biweekly Payrolls

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Biweekly Current vs. Future Status

Current State

• Two biweekly payrolls

• Pay period from Thurs - Wed• 8 day window

before pay date• Paid on Thursday

Future State

• One biweekly payroll

• Pay period from Sun – Sat• 6 day window

before pay date• Paid on Friday

Sunday Monday Tuesday Wednesday Thursday Friday Saturday

Current State – Biweekly pay period (Thu - Wed)

Day 1 Day 2 Day 3

Day 4 Day 5 Day 6 Day 7 Day 8 Day 9 Day 10

Day 11 Day 12 Day 13 Day 14

Sunday Monday Tuesday Wednesday Thursday Friday Saturday



Future State – Biweekly pay period (Sun – Sat)

Salary biweekly payroll changes• In December 2018, salaried biweekly employees will

receive three checksoTwo checks, each on the regular pay date schedule,

andoOne “transition” pay check (covering any work time

on the three days between Wednesday/pay period end date and Sunday/pay period start date) oOnly usual tax and retirement deductions will be

deducted from the 3rd check

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December 2018– Salary BiweeklySunday Monday Tuesday Wednesday Thursday Friday Saturday

November 25 26 27 28 29 30 December 1


2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

30 31 January 1, 2019 2 3 4 5

Day 1 Day 2 Day 3

Day 4 Day 5 Day 6 Day 7 PAY CHECK #1Nov 15-Nov 28

Day 9


Day 10

PAY CHECK #2 Nov 29–Dec 12 *

*Dec 20th – Normally, the final pay date of calendar year

Day 8




2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

30 31 January 1, 2019 2 3 4 5

Day 1 Day 2 Day 3

Day 4 Day 5 Day 6 Day 7Day 8

PAY CHECK #1Nov 15-Nov 29

Day 9


Day 10

Day 1 Day 2 Day 3

Begin New Pay Period


*Dec 20th - Normally final pay date of calendar year




2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

30 31 January 1, 2019 2 3 4 5

Day 1 Day 2 Day 3

Day 4 Day 5 Day 6 Day 7Day 8

PAY CHECK #1Nov 15-Nov 29

Day 9


Day 10

Day 1 Day 2 Day 3


PAY CHECK #3 Dec 13-15


*Dec 20th - Normally final pay of calendar year

December 2018 & January 2019– Salary BiweeklySunday Monday Tuesday Wednesday Thursday Friday Saturday


2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

30 31 January 1, 2019 2 3 4 5

Day 1 * Day 2 Day 3 Day 4 Day 5 Day 6 Day 7

Day 8 Day 9 Day 11 Day 12 Day 13 Day 14Day 10

Start Work Week

PAY DATE #1OneUSG Connect

* First OneUSG Connect Pay Period Begins

December 2018 – Combine biweekly payrolls and transition to Sun-Sat pay period

CURRENT SALARIED PROCESS TRANSITION SALARIED PROCESS

Pay Date Pay Period # of days Gross Net Pay Date Pay Period # of days Gross Net12/06/18 11/15-11/28/18 14 $1467.44 $769.09 12/06/18 11/15-11/28/18 14 $1467.44 $769.09

12/20/18 11/29-12/12/18 14 $1467.44 $747.71 12/20/18 11/29-12/12/18 14 $1467.44 $747.71

12/27/18 12/13-12/15/18 3 $293.49 $139.78

1/3/19 12/13-12/26/18 14 $1467.44 $769.09 1/4/19 12/16-12/29/18 14 $1467.44 $769.09

1/17/19 12/27 - 1/9/19 14 $1467.44 $747.71 1/18/19 12/30 - 1/12/18 14 $1467.44 $747.71

Hourly biweekly payroll changes

• In December 2018, hourly biweekly employees will receiveoone check for the current 14 day pay period, andoone check for a transition 10 day pay period

• In January 2019, the first check will be a week earlier –January 4, 2019 instead of January 10, 2019

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December 2018 – Hourly BiweeklySunday Monday Tuesday Wednesday Thursday Friday Saturday



2 3 4 5 6 7 8


9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

30 31 January 1, 2019 2 3 4 5

Day 1 Day 2 Day 3

Day 4 Day 5 Day 6 Day 7 PAY DATE #1Nov 22-Dec 5

Day 9 Day 10

PAY DAY #2Dec 6 – Dec 15*


* PAY DAY – Dec 20th - final pay date of calendar year

Day 8

December 2018 & January 2019– Hourly BiweeklySunday Monday Tuesday Wednesday Thursday Friday Saturday


2 3 4 5 6 7 8

9 10 11 12 13 14 15

16 17 18 19 20 21 22

23 24 25 26 27 28 29

30 31 January 1, 2019 2 3 4 5


Day 8 Day 9 Day 11 Day 12 Day 13 Day 14Day 10

Start Work Week

PAY DAY #1OneUSG Connect

December 2018 – Combine biweekly payrolls and transition to Sun-Sat pay period

CURRENT HOURLY PROCESS TRANSITION HOURLY PROCESS

Part-time Employee (working Monday – Friday, 4 hours per day, $12/hour)

Pay Date Pay Period # of days Gross Net Pay Date Pay Period # of days Gross Net

12/13/18 11/22- 12/5/18 14 $ 480.00 $ 386.09 12/13/18 11/22 - 12/5/18 14 $ 480.00 $ 386.09

12/20/18 12/6 - 12/19/18 14 $ 480.00 $ 386.09 12/20/18 12/6 - 12/15/18 10 $ 336.00 $ 277.93

1/10/19* 12/20 - 1/2/19 14 $ 192.00 $ 167.23

1/4/19* 12/16 - 12/29/18 14 $ 240.00 $ 204.53

1/17/19 1/3/19-1/16/19 14 $ 480.00 $ 386.09 1/18/19* 12/30 - 1/12/19 14 $ 432.00 $ 350.07

*Includes days that UGA is closed, therefore pay is less

Academic Monthly Salary Biweekly Hourly Biweekly

Pay Date Last Business Day

December, May, Summer School

December

Pay Period Sunday – Saturday Sunday- Saturday

Days between pay period and pay day

6 days (currently 8 days)

6 days(currently 8 days)

Pay Date Change Thursday to Friday Thursday to FridayPay Shifts 1 Week

onesource.uga.edu

Change Summary – Beginning December 2018

Communication Strategy – Spring 2018January 30: Initial information on OneSource website

January 30: Admin Memo distributed

February 8: Email to Faculty/Staff/Graduate Assistants/Student Workers

February 26: Initial community forum

February: Columns Article

February – May: Attend community meetings (ex Staff Council, Business, HR meetings)

March – May: Continue to update OneSource website

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Communication Strategy – Fall 2018• September: Send email to faculty/staff/graduate assistants/student workers

• September: Conduct another set of forums

• September-December: Cross-link with websites such as employee.uga.edu and HR

• September - December: Attend community meetings (ex Staff Council, Business, HR meetings)

• September: Provide printed materials to display in unit

• October -December: Additional communications

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QuestionsOneSource [email protected]

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http://onesource.uga.edu/

mailto:[email protected]

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