State of Connecticut
Core-CT Project
Application:HRMS
Module:Human Resources
Business Process:Administer Salary Plans
Requirement Number:HR355
Requirement Title:Ability to pay terminated or transferred employees a retroactive adjustment and process Auto Step Increase based on Annual Increase Date.
Module Leads: Lina Simonu, Lisa Lagus
- Requirement Description
Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.
The State of Connecticut needs the ability to retroactively pay terminated or retired employees, or employees that have transferred from one bargaining unit to another for retro active salary increases. Currently, APS stores information on separated employees as does the MSA Payroll system. Union contracts settle after employees terminate and salary adjustments are owed to those employees. PeopleSoft will also store historical information on terminated employees and those that are currently active, but have just transferred bargaining unit and salary plan. The delivered Mass Salary Update by Salary Plan/Paygroup and the Automated Step Increase processes however, do not process these types of employees, as they are no longer active in the current salary plan and grade being processed. In addition, the step entry date in PeopleSoft is used to process Automated Step Increases, however, this may not accurately reflect whether an employee is eligible for an increase as they may have recently changed steps due to another job change, but are still eligible for the step increase. Therefore another field is required to base the Automated Step Increase upon.
- Business Need
Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.
The volume of employees impacted during a retro active salary increase varies by union, but can be large. Often, union contracts settle retroactively and many employees have since terminated or retired. A recent example of this type of situation would be the Maintenance & Service Union Contract settlement. The Department of Education employed three-hundred eligible employees and one-hundred
had terminated. Those one-hundred employees were still entitled to the retro-active pay. Agency HR and Payroll staff are responsible for calculating and ensuring all payments are made in a timely manner.
- Required By: (Y/N)
Federal ____Agency ____Bargaining Unit __Y_
State Statutory ____State Regulatory ____State Procedural __Y__
- Requirement Priority
_Medium_(High, Medium, Low – please see “Requirements Prioritization Criteria”)
- Recommended Solution
Enter an “X” next to the appropriate category
______Process Solution
___Option Number
___X___Application Modification
_1_Option Number
- Explanation for Recommendation
Provide reasons for recommendation. Please do not re-state the description of the solution itself.
- Organizational Impact of Recommendation
Describe the changes to the organization that result from the recommended solution. Include a description of any role, process, statute, or bargaining unit agreement affected.
Agency HR Specialists need to be trained to execute the report, perform the manual pay rate changes, and notify payroll of the online checks. Agency/Central HR Payroll needs to be trained to create online paychecks and review retro pay requests.
Communication between Agency HR, Agency Payroll and Central Payroll is mandatory during Mass Increase time to ensure all manual updates have been completed prior to final payroll confirmation.
- Process Solutions
Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.
Option 1. Manual calculation not an option as PeopleSoft does not allow modification of records of terminated or retired employees.
- Application Modifications
Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.
Option 1.
Modification Type (On-line, Batch, Interface, Report, Workflow): Batch/ Report
Complexity (Easy, Medium, Difficult): Difficult/ Medium
Description: Create a custom batch program to process annual step increases. The program would run by salary plan and a custom annual increase field, added to the employee’s Job record. This will ensure all annual increases are processed for employees regardless of whether they are terminated or Retired.
For mass salary increases, create a report to identify all employees that were active in the salary plan/union as of the salary increase date that are now terminated or retired or in another salary plan. For employees that have been terminated or retired an online or manual check must be produced for the retroactive payment amount, as they are no longer actively employed. This may be done through the delivered payroll online check process or through a manual check outside the Core-CT system. Also, their job record should manually be updated by the Agency HR Specialists to reflect the fact that the payment was made. For employees that are now in a new salary plan/union, the Agency HR Specialists will manually perform the salary increase as a Pay Rate Change using the Job Data pages. This will trigger a retroactive payroll request that will be processed the next time Retroactive Payroll is run in the next on cycle payroll.
Option 2.
Modification Type (On-line, Batch, Interface, Report, Workflow): Batch
Complexity (Easy, Medium, Difficult): Difficult
Description: Modify the delivered Mass Salary Update by Salary Plan/Paygroup, CMP008, program and the Automated Step Increase, CMP007, program to select all employees in the specified salary plan, as of the increase date regardless of their status and salary plan at the current date. The delivered processes are both three step process that include an Application Engine program which selects the employees that meet the criteria for processing, an SQR report which lists the employees previously selected, and a Database Agent program that performs the inserts to the employee Job record. All three of these processes for both types of increases must be modified to meet this requirement.
Once the program has been run, the terminated and retired employees processed will need to have an online check created for them, as they are no longer actively employed and will not be processed in the normal on cycle Retroactive Payroll or current Payroll process.
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