15-P-029 SHARP Transition to SCI Hosting Site and Key Payroll Processing Dates in April 2015 (March 20, 2015)
Informational Circular No: 15-P-029
Effective Date: April 2015
Contact Name: Earl Brynds
Ph: (785) 296-5376
Email: earl.brynds@da.ks.gov
Approval: Nancy Ruoff (Original Signature on File)
Summary: SHARP SCI Hosting-Payroll Changes and Impact on Payroll Processing Dates in April 2015
This informational circular will discuss key dates and payroll changes in SHARP as a result of the transition to the SHARP Sierra-Cedar (SCI) Hosting site. On-cycle and off-cycle dates have been changed in April in order to accommodate the transition to SCI Hosting. Please review carefully the information contained in this circular and in the calendar attached.
Due to the Hosting transition, scheduled to begin Friday night, April 3, 2015, changes are required to the ‘normal’ payroll processing schedule. Agencies are asked to note the payroll processing schedule due dates, some of which are occurring on a different day of the week than normally scheduled.
Monday, March 30, 2015
The Run C off-cycle for the period ending March 14, 2015 will be processed March 30, 2015. SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run C off-cycle. All employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run C off-cycle will be dated April 2, 2015.
Tuesday, March 31, 2015
Paysheets for the on-cycle payroll for the period ending March 28, 2015 will be created on Tuesday, March 31, 2015. For SHARP agencies, some job actions (i.e., FLSA Status change) must be entered by 6:00 PM on March 31, 2015 in order to be reflected on the paysheets for this period. FLSA status changes should not be entered Wednesday through Friday of this week.
The first on-cycle preliminary pay calculation for the period ending March 28, 2015 will also occur March 31, 2015. For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) into SHARP by 3:30 PM. After Time Administration runs at 3:30 PM, payable time must be approved by 6:00 PM. on March 31, 2015 in order for a paycheck record to be created. Please note that there will be only two SHARP on-cycle preliminary payroll calculations for the pay period ending March 28, 2015.
Wednesday, April 1, 2015
The second on-cycle preliminary pay calculation for the period ending March 28, 2015 will occur April 1, 2015. NOTE: This will be the last preliminary pay calculation before final pay confirmation runs on April 2, 2015.
Thursday, April 2, 2015
Regents’ on-cycle payroll files for the period ending March 28, 2015 must be received by the Department of Administration by 4:00 PM on April 2, 2015. NOTE: This deadline will be strictly enforced due to running the on-cycle files during the day on Friday, April 3, 2015.
Final pay confirmation for the SHARP on-cycle payroll for the period ending March 28, 2015 will occur April 2, 2015. (Final pay confirmation would normally occur Friday, April 3, 2015). All employees’ time and leave records must be ‘OK to Process’, and all employees’ payable time must be approved, by 6:00 PM on April 2, 2015 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on April 2, 2015 in order to be reflected in the final paycheck created for the employee.
Friday, April 3, 2015
The Regents’ on-cycle files for the period ending March 28, 2015 will be processed during the day on Friday, April 3, 2015.
Regents’ Run A off-cycle payroll files for the period ending March 28, 2015 must be received by the Department of Administration by 4:00 PM on April 3, 2015.
SHARP system (Including Employee Self-service [ESS]) shut down at 6:00 PM. Transition to SCI Hosting begins.
Saturday, April 4, 2015
SHARP/ESS system shut down. Transition to SCI Hosting continues.
Sunday, April 5, 2015
SHARP/ESS system shut down. Transition to SCI Hosting continues.
Monday, April 6, 2015
SHARP/ESS system shut down. NOTE: SHARP system open to Central Department of Administration/OITS core users only.
Tuesday, April 7, 2015
SHARP/ESS system open to all users.
The Run A off-cycle for the period ending March 28, 2015 will be processed April 7, 2015. (This off-cycle would normally be scheduled for Monday, April 6, 2015.) Agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run A off-cycle. All employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run A off-cycle will be dated April 10, 2015.
Wednesday, April 8, 2015
Normal Payroll Processing Schedule resumes.
The Run B off-cycle for the period ending March 28, 2015 will be processed April 8, 2015. Paychecks for the Run B off-cycle will be dated April 13, 2015.
Attached is a partial month calendar for the month of April 2015, which highlights key payroll processing activity around the dates of the Hosting transition. The attached partial calendar is intended for use as a supplementary reference tool only; it does not contain the level of detail that is included in the narrative portion of this circular.
Please note the changes to the payroll processing schedule and adjust your schedules accordingly. If it becomes necessary to change any of the payroll processing dates identified above, notification of the change will be provided to all subscribers of the SHARP Infolist. SHARP users interested in subscribing to the Infolist, but who have not yet done so, can subscribe at http://www.da.ks.gov/sharp/infolist.htm.
SG:NTR:ewb
Attachment
Printable Version of 15-P-029
