16-P-007 SHARP Cutover for PeopleTools Upgrade, SMART Upgrade and Other Key Payroll Processing Dates in November 2015 (October 9, 2015)
Informational Circular No. 16-P-007
Supersedes Informational Circular No: 15-P-011
Effective Date: November 2015
Contact Name: Joyce Dickerson
Ph: (785) 296-3979
Email: (joyce.dickerson@da.ks.gov)
Approval: Nancy Ruoff (Original Signature on File)
Summary: Payroll processing schedule changes due to the SHARP/SMART Upgrades and the November 2015 holidays
This informational circular addresses key dates and changes in SHARP as a result of the PeopleTools upgrade to version 8.54 and the SMART upgrade to version 9.2 beginning at 6:00 p.m. on Thursday, November 5, 2015. In addition, Wednesday, November 11, 2015 (Veterans' Day), Thursday, November 26, 2015 and Friday, November 27, 2015 (Thanksgiving Holiday) are designated holidays and therefore no batch jobs are scheduled for those nights.
Due to the SHARP PeopleTools upgrade, SMART upgrade and the holidays in November, 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. Please review carefully the information contained in this circular and in the attached partial calendar.
Monday, November 2, 2015
The Run A off-cycle for the period ending October 24, 2015 will be processed November 2, 2015. SHARP agencies have until 6:00 PM on this date to enter supplementals 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 November 6, 2015.
Regents’ on-cycle files for the period ending October 24, 2015 will also be processed on this date.
Tuesday, November 3, 2015
Regents’ Run B off-cycle payroll files for the period ending October 24, 2015 must be received by the Department of Administration by 4:00 PM on November 3, 2015 in order to be processed on Wednesday, November 4, 2015.
Wednesday, November 4, 2015
The Run B off-cycle for the period ending October 24, 2015 will be processed November 4, 2015. SHARP agencies have until 6:00 PM on this date to enter supplementals and/or adjustments run controls for the Run B 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 B off-cycle will be dated November 9, 2015.
Thursday, November 5, 2015
Regents’ Run C off-cycle payroll files for the period ending October 24, 2015 must be received by the Department of Administration by 4:00 PM on November 5, 2015.
SHARP system (Including Employee Self-service [ESS]) shut down at 6:00 PM. Transition to PeopleTools v8.54 begins. No batch jobs scheduled.
Note: SMART system also shut down at 6:00 PM for transition to v9.2 upgrade.
Friday, November 6, 2015
SHARP/ESS system shut down. Transition to PeopleTools v8.54 continues.
No batch jobs scheduled.
SMART system shut down. Transition to v9.2 upgrade continues.
Payday for the payroll period ending October 24, 2015.
Saturday, November 7, 2015
SHARP/ESS system shut down. Transition to PeopleTools v8.54 continues.
No batch jobs scheduled.
SMART system shut down. Transition to v9.2 upgrade continues.
Sunday, November 8, 2015
SHARP/ESS system shut down. NOTE: SHARP system open to Central Department of Administration/OITS core users only.
SMART system shut down. Transition to v9.2 upgrade continues.
Monday, November 9, 2015
SHARP/ESS system open to all users.
SMART system shut down. Transition to v9.2 upgrade continues.
Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending November 7, 2015 to the Department of Administration for processing by noon to be processed at 12:30 p.m. on November 9, 2015.
NOTE: Terminations and Retirements must be entered by 6:00 PM on November 9, 2015 and reported time must be submitted (and approved if applicable) by 3:30 PM in order for leave payouts to be calculated correctly.
Paysheets for the on-cycle payroll for the period ending November 7, 2015 will be created on Monday, November 9, 2015. (Paysheets would normally be created on Tuesday, November 10, 2015.) For SHARP agencies, some job actions (i.e., FLSA Status change) must be entered by 6:00 PM on November 9, 2015 in order to be reflected on the paysheets for this period.
The first on-cycle preliminary pay calculation for the period ending November 7, 2015 will also occur November 9, 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 November 9, 2015 in order for a paycheck record to be created.
The Run C off-cycle for the period ending October 24, 2015 will be processed November 9, 2015. SHARP agencies have until 6:00 PM on this date to enter supplementals 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 November 13, 2015.
NOTE: EFT Return checks will NOT be processed from November 9, 2015 through November 12, 2015 while SMART is shut down. Depending on volume, every effort will be made to process all EFT returns in SMART on November 13, 2015.
Tuesday, November 10, 2015
The second on-cycle preliminary pay calculation for the period ending November 7, 2015 will occur November 10, 2015.
Regent file sets for the period ending November 7, 2015 on-cycle and ‘A’ off-cycle may be submitted. KREGPAY1 and KADJPAY1 will be processed in SHaRP. The corresponding INF06 files will be held until SMART is open Friday, November 13, 2015.
Wednesday, November 11, 2015
Veterans' Day Holiday
No batch jobs scheduled.
Thursday, November 12, 2015
The third on-cycle preliminary pay calculation for the period ending November 7, 2015 will occur November 12, 2015.
Regent file sets for the period ending November 7, 2015 on-cycle and ‘A’ off-cycle may be submitted. KREGPAY1 and KADJPAY1 will be processed in SHaRP. The corresponding INF06 files will be held until SMART is open Friday, November 13, 2015.
SMART system shut down. Transition to v9.2 upgrade continues.
Friday, November 13, 2015
Final pay confirmation for the on-cycle payroll for the period ending November 7, 2015 will occur November 13, 2015. All employees’ payable time must be approved, by 6:00 PM on November 13, 2015 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 13, 2015 in order to be reflected in the final paycheck created for the employee.
Regent INF06 files will be run in SMART.
Regents’ on-cycle and Run A off-cycle payroll files for the period ending November 7, 2015 must be received by the Department of Administration by 4:00 PM on November 13, 2015.
SMART system open to all users.
Monday, November 16, 2015
The Run A off-cycle for the period ending November 7, 2015 will be processed November 16, 2015. SHARP 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 November 20, 2015.
The Regents’ on-cycle files for the period ending November 7, 2015 will also be processed on this date.
Tuesday, November 17, 2015
Regents’ Run B off-cycle payroll files for the period ending November 7, 2015 must be received by the Department of Administration by 4:00 PM on November 17, 2015.
Wednesday, November 18, 2015
The Run B off-cycle for the period ending November 7, 2015 will be processed November 18, 2015. SHARP agencies have until 6:00 PM on this date to enter supplementals and/or adjustment run controls for the Run B 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 B off-cycle will be dated November 23, 2015.
Friday, November 20, 2015
Payday for the payroll period ending November 7, 2015.
First opportunity for Time and Labor interface agencies to have time and labor (INF42/KAGYTL42) files for the period ending November 21, 2015 submitted to the Department of Administration for processing by 5:00 PM on November 20, 2015. (These files would normally be due Monday, November 23, 2015.) Last opportunity to submit files will be noon on Monday, November 23, 2015.
Regents’ Run C off-cycle payroll files for the period ending November 7, 2015 must be received by the Department of Administration by 4:00 PM on November 20, 2015.
Monday, November 23, 2015
Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending November 21, 2015 to the Department of Administration for processing by noon to be processed at 12:30 p.m. on November 23, 2015.
NOTE: Terminations and Retirements must be entered by 6:00 PM on November 23, 2015 and reported time must be submitted (and approved if applicable) by 3:30 PM in order for leave payouts to be calculated correctly.
Paysheets for the on-cycle payroll for the period ending November 21, 2015 will be created on Monday, November 23, 2015. (Paysheets would normally be created on Tuesday, November 24, 2015.) For SHARP agencies, some job actions (i.e., FLSA Status change) must be entered by 6:00 PM on November 23, 2015 in order to be reflected on the paysheets for this period.
The first on-cycle preliminary pay calculation for the period ending November 21, 2015 will also occur November 23, 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, 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 November 21, 2015.
The Run C off-cycle for the period ending November 7, 2015 will be processed November 23, 2015. SHARP agencies have until 6:00 PM on this date to enter supplementals 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 November 30, 2015. (These checks would normally be dated Thursday, November 26, 2015.)
Tuesday, November 24, 2015
The second on-cycle preliminary pay calculation for the period ending November 21, 2015 will occur November 24, 2015.
Regents’ on-cycle files for the period ending November 21, 2015 must be received by the Department of Administration by 4:00 PM on November 24, 2015.
Wednesday, November 25, 2015
Final pay confirmation for the on-cycle payroll for the period ending November 21, 2015 will occur November 25, 2015. For SHARP agencies, all employees’ payable time must be approved, by 6:00 PM on November 25, 2015 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 25, 2015 in order to be reflected in the final paycheck created for the employee.
Regents’ Run A off-cycle payroll files for the period ending November 21, 2015 must be received by the Department of Administration by 4:00 PM on November 25, 2015.
Thursday, November 26, 2015
Thanksgiving Holiday
No batch jobs scheduled.
Friday, November 27, 2015
Thanksgiving Holiday
No batch jobs scheduled.
Attached is a partial calendar for the month of November 2015, which highlights key payroll processing activity for the month. 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.
DH:NTR:ewb
Attachment
Printable Version of 16-P-007
