Kansas Department of Administration

17-P-020 SHARP 9.2 Upgrade and Key Payroll Processing Dates in May 2017 (April 14, 2017)

Informational Circular No.: 17-P-020

Effective Date: May 2017

Contact Name: Earl Brynds - OCFO, Brent Smith - OPS

Ph: (785) 296-5376, (785) 296-1432

Email: earl.brynds@ks.gov, brent.smith@ks.gov

Approval:    Nancy Ruoff (Original Signature on File)
Summary: SHARP 9.2 Upgrade-Payroll/Time and Labor Changes and Impact on Payroll Processing Dates in May 2017  

 

This informational circular covers key dates and Payroll/Time and Labor changes in SHARP as a result of the transition to the SHARP version 9.2 Upgrade. On-cycle and off-cycle dates have been changed in May in order to accommodate the transition to v9.2. Please review carefully the information contained in this circular and in the calendar attached.

Due to the SHARP 9.2 Upgrade, scheduled to begin Friday night, May 12, 2017, 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.

Friday, May 5, 2017
Payday for the payroll period ending April 22, 2017.

First opportunity for Time and Labor interface agencies to have time and labor (INF42/KAGYTL42) files for the period ending May 6, 2017 submitted to the Department of Administration for processing by 5:00 PM on May 5, 2017.  (These files would normally be due Monday, May 8, 2017.)  Last opportunity to submit files will be noon on Monday, May 8, 2017.

Regents’ Run C off-cycle payroll files for the period ending April 22, 2017 must be received by the Department of Administration by 4:00 PM on May 5, 2017.

Last day to load new combination codes.  No new combination codes will be loaded until after the 9.2 environment is live on May 16, 2017.

Monday, May 8, 2017
Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending May 6, 2017 to the Department of Administration for processing by noon to be processed at 12:30 p.m. on May 8, 2017.

NOTE: Terminations and Retirements must be entered by 6:00 PM on May 8, 2017 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 May 6, 2017 will be created on Monday, May 8, 2017. (Paysheets would normally be created on Tuesday, May 9, 2017.)  For SHARP agencies, some job actions (i.e., FLSA Status change) must be entered by 6:00 PM on May 8, 2017 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending May 6, 2017 will also occur May 8, 2017.  For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) in 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 May 6, 2017.

The Run C off-cycle for the period ending April 22, 2017 will be processed May 8, 2017.  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 May 11, 2017.

Tuesday, May 9, 2017
The second on-cycle preliminary pay calculation for the period ending May 6, 2017 will occur May 9, 2017.

Regents’ on-cycle files for the period ending May 6, 2017 must be received by the Department of Administration by 4:00 PM on May 9, 2017. (These files would normally be due Thursday, May 11, 2017.)

Wednesday, May 10, 2017

Final pay confirmation for the on-cycle payroll for the period ending May 6, 2017 will occur May 10, 2017.  (Final pay confirmation would normally occur Friday, May 12, 2017). For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM.  All employees’ payable time must be approved, by 6:00 PM on May 10, 2017 in order for a paycheck record to be created.  All deduction and tax data changes must be entered by 6:00 PM on May 10, 2017 in order to be reflected in the final paycheck created for the employee.

Thursday, May 11, 2017

The Regents’ on-cycle files for the period ending May 6, 2017 will be processed.

Regents’ Run A off-cycle payroll files for the period ending May 6, 2017 must be received by the Department of Administration by 4:00 PM on May 11, 2017. (These files would normally be due Friday, May 12, 2017.)

Friday, May 12, 2017

The Run A off-cycle for the period ending May 6, 2017 will be processed May 12, 2017. (This off-cycle would normally be scheduled for Monday, May 15, 2017.)   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 May 19, 2017.  NOTE:  This off-cycle is the final payroll cycle run in v9.1.

Saturday, May 13, 2017
SHARP system shut down.  Data conversion for transition to v9.2 begins.  Regent’s institutions should hold all interface files until the SHARP 9.2 system comes back up on the morning of May 16, 2017.

Monday, May 15, 2017

Upgraded SHARP system open to Central Department of Administration upgrade team members only for validation. 

Tuesday, May 16, 2017

SHARP system open to all users.  Normal Payroll Processing Schedule resumes.

Regents’ Run B off-cycle payroll files for the period ending May 6, 2017 must be received by the Department of Administration by 4:00 PM on May 16, 2017.

Wednesday, May 17, 2017
The Run B off-cycle for the period ending May 6, 2017 will be processed May 17, 2017.  Paychecks for the Run B off-cycle will be dated May 22, 2017. 

Note: This is the first payroll processed in v9.2.

Attached is a partial calendar for the month of May 2017, 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.

Additional Key Payroll/Time and Labor Changes for Transition to 9.2
As a result of the SHARP 9.2 upgrade, the following is a brief summary of additional key Payroll/Time and Labor changes that are being implemented in SHARP effective beginning May 16, 2017.

Time and Labor

  • The look and feel of the electronic timesheet has changed.  The Department ID is now visible via a pop up box when hovering over the employee’s Job Title.  Additional job attributes are also visible in the pop up Job Information box.   There are also some new folder tabs on the timesheet which contain key Reported Time and Payable Time information.  Managers and Timekeepers will approve timesheets individually so that online timesheet edits are invoked.  Managers can no longer approve time via the Time Summary page.  Individual timesheets must be pulled up to approve time.

WorkCenters

  • New WorkCenter functionality is being offered through both Payroll and Time and Labor. Through the WorkCenter, some agency users with the assigned security roles will be able to run a few centrally maintained queries for the first time ever in SHARP.  For the Time and Labor WorkCenter, initial queries will be available for Reported Time (Timesheet) for multiple time periods as well as for Payable Time for one pay period.  Another Time and Labor query will be initially available for Time Reporter Data like employee’s Workgroup, Taskgroup, etc.  Depending on system performance with this new functionality, additional queries may be added to the WorkCenter in the future.
  • For Payroll, four queries will initially be available in the Payroll WorkCenter for the assigned agency users.  These centrally maintained queries are intended for agencies to run during pay calc week to help identify/resolve certain scenarios on employee paychecks before final pay calc.  The initial payroll queries will be available to identify calculated checks with ADV (Advance) earnings, checks with an arrearage collection (ADVNCE or ADJUST deductions), checks with WCH (Workers Comp Hours) earnings code and a KPERS deduction, and calculated checks that are missing a KPERS deduction.

    Payroll

  • The Direct Deposit account numbers will be masked except for the last four characters of the account number in the following SHARP system locations:
    1. The Net Pay Distribution area on the Paycheck Deductions tab under the Review Paycheck page.
    2. The Net Pay Distribution area on the PDF pay advice document under View Paycheck in Employee Self-Service.
    3. The Distribution area on the employee Request Direct Deposit page (enrollment page).
  • The entire account number is still visible on the Direct Deposit enrollment page either in correction mode or by clicking on the ‘+’ in the upper right of the page (NOTE: don’t save the resulting new row that is added from clicking on the ‘+’).

DH:NTR:ewb

Attachment

Printable Version of 17-P-020

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