SCT Banner YES Human Resources/Payroll Team

Notes

I. Meeting Logistics

Item / Description
Date / Friday, August 17, 2007
Time / 8:30 a.m.
Location / Human Resources Training Room

II. Attendees

Role / Name
Facilitator & Note Taker / Cindy Miller, ext. 7231
Rhonda Adams, ext. 1699
Participants / Present: Evaline Abram-Diroll, Rhonda Adams, Bernie Hamrock, Cindy Miller, Donna Wainio
Not Present: Dennis Konik, Ron Granger, Sue Lewis

III. Agenda Items

1. Meeting Notes / Meeting notes June 8, 2007 approved
2. Payroll Verification / Procedure until modified pay stubs are finished
Until the GMR for the pay stub is completed, Payroll is to print on YSU letterhead a copy of the employees pay stub. Payroll is then supposed to authenticate the printout with a stamp designating it as an official University document and it is to be signed by Payroll personnel.
3. Faculty/Chair
E-classes / Chairs: Faculty e-class 01, Chair e-class 08
Effect on reports
Clarification on e-classes discussed and the effect on reports
4. Communication / Position numbers, terminations, benefits, messaging center to communicate
5. Contracts / Need Banner I.D and Position numbers on contracts and appointment papers
Forms either have been updated or are in the process of updating.
6. Earn Code / Review by Payroll - No update given
7. Policy / Review policies listed below – hold for more team participation
8. Faculty Summer Payments / Discussed summer faculty pay and taxation methods during our last training. We received clarification from Bob Harwood that we can mix the earn code taxation methods. All documentation states not to combine methods because we could be at risk for under taxation. Discussed creating a new earn code ‘SUN’ that would be used for stand alone earnings (faculty on 18/pay) taxed at the supplemental rate. This would allow us to continue using SUM for earnings that are paid in addition to regular pay (faculty on 24/pay) utilizing the one time payment tax method.
Considerations need to be given to the deferred pay set up and the effects of changing taxation method.
9. Domestic Partner/ Highly Compensated 10% / Rhonda met with Kathy Bouquet, Kathy Ferguson, Evaline Abram-Diroll.
Previously employees have never been taxed on the difference between Family and Single plans and they should have been. Kathy Bouquet sending information to Mary Jo because decision on how to handle needs to be decided because it could be perceived that the employee will be harmed.
10. Tuition Remission / Discussed how to process this utilizing Banner. Rhonda spoke to Lisa Reichert, Lisa is checking into the proper account to be charged. There has been information on BHUMRES recently regarding set up..
11. Labor / Training with Bob Harwood on set up. Pending decision from Labor Relations.
12. I-9 / The setting up of the on-line I-9 information will be part of the processing of a new appointment.
13. International / Decision needs to be made on who is processing the international employee information. Previously Kay would fill out forms and copy Ivan. (J1 and F1 visa’s ~ need a list possible Jef Davis could supply)
14. Processes / Processes need to be review and discussed – hold for more team participation

IV. Action Items

Action Items for discussion / Owner / Due Date / Status
1.  Miscellaneous deductions – policy / Ron Granger / In Process / No update
2.  Forms / Mary Jo, Cindy / In Process / Dinah finalized the changes to the student forms. Bernie and Gary Kirkland have approved the forms. They are ready to be put on the Web for easy access. Also a recommendation was given to also provide the links to OPERS and other sites for student paperwork. Gary has the sites and will be forwarding them to Bernie.
3.  Security Survey/Data Base Guardian / On Hold
4.  Faculty Administration Set up / Carol/Marsha / In process / After New Faculty Orientation Carol will have the time to work with Cindy.
5.  Department Names
6.  Applicant Software / On Hold / Donna Esterly asked that this be reviewed after WTE is implemented. We will need this up and running prior to M204 being discontinued.
7.  Stadardized documentation for PTRBDCA code set-up and earn code set-up / Form submitted to team for review.

VI. Policy/Procedure Issues

Policy Issue changes / Owner / Due Date / Status
1.  Web-Time/Department Time Entry / HR Team / Pending Admin.
Support / Discussed at Implementation Team Meeting regarding instance to build WTE.
2.  Leave forms on the web
3.  Decision Document for Masking of routing information and addition of employee’s name and YSU / Received approval on this decision document. A GMR submitted this week to initiate the process.

VII.  Pending Non-Critical Item

1.  Year- End W2’s / Ron Granger / It was recommended that testing begins immediately on running the process and working out the problems.

VIII.

Old Business/ New Business

Owner / Due Date / Status
1.  Upcoming Conferences / SETA – Sept 23-25, 2007
MABUG – Oct 8-9, 2007
2.  Self-service pay stubs / GMR forwarded to Computer Svcs.
There has been some additional suggestions for input on the pay stub.(Address, adding information to the Earnings History page, combination of everything on one web page)
3.  Reports / In process / Need GMR requests for reports. Rhonda needs to let Donna know if there are any reports from McGill University that we want the codes for.
4.  Next Meeting / To be determined
5.  Date issues in Banner for adjusted service calculations / Dennis moved current hire date to first day worked.
6.  Year-end Processing / Update on problems encountered
7.  Overtime / Approved for implementation of WTE.
8.  Processing center / Kim Jenkins and Cindy Blevins have been hired to fill the Personnel Aide positions previously posted. Training has been set up for September 4, 5, 6.
9.  Division of job duties/HR/Payroll/
General Accounting / Still being discussed.
10.  Taxable benefits/Medicare issues / Domestic partners and highly compensated employee’s taxable benefits need set-up. The team needs a determination on the amount of the benefits that are taxable, it was suggested that Eileen Greaf would be able to give this information. Ivan is researching the exclusion of annuities from Medicare wages. PA tax is being set-up in Banner. Ron Granger has set-up an account with the PA Department of Revenue.
11.  Terminations / Retirees are not always being changed to E-Class 85. This is being corrected. Discussed terminating benefits and taxes at the end of the appointment period since vacation and sick payoffs are being done by PHAADJT and attached to the employee’s last pay check.
12.  STRS / SM 15 was open and closed within a day to accommodate the deadlines for STRS reporting. Next year, we have to make sure all leave forms are processed prior to running report if we are not live with leave reporting on line.
13.  Importance of communication / Donna talked about the possibility of setting up a message center in Banner in order to communicate opening pay periods, changes, payouts, need for job terminations, etc.
14.  Vacation and sick leave payouts / Done through PHAADJT process and attached to employee’s last pay and communicated through message center so that employee’s deductions and PEAEMPL record can be terminated.

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SCT Banner YES Human Resources/ Payroll Team Notes