99-P-012 SHARP Version 7.0 - Payroll Pointers #1
|DATE:||October 23, 1998|
|SUBJECT:||SHARP Version 7.0 - Payroll Pointers #1|
|CONTACT:||Payroll Services||(785) 296-3146|
|SUMMARY:||Helpful Payroll Processing Information|
To assist users in their understanding of the upgraded SHARP 7.0 payroll system and to inform users of new developments based on recent testing, Payroll Services in the Division of Accounts and Reports has compiled the following list of payroll pointers. Please provide a copy of this summary to all SHARP payroll users in your agency.
- Arrearage collection - If an employee has an outstanding arrearage balance, the on-cycle pay calculation will collect as much of the arrearage as possible, reducing the employee's net pay to zero. Agencies should monitor the KPAY007 Deductions in Arrears Report for large arrearage balances and establish deduction overrides where needed. Agencies should also monitor the preliminary KPAY002-Payroll Register for zero net paychecks and determine if action should be taken prior to final pay calculation.
- Direct Deposit - With enhanced functionality in 7.0, employees are now able to allocate net pay between multiple financial institutions and also receive a paycheck along with direct deposit. After an employee makes a change to their direct deposit information and the change has been pre-noted, agencies should verify the correct distribution of the employee's net pay by monitoring the final KPAY002 report which shows net pay by paycheck and advice (ie, 'C' or 'A' beside the net amount on the right side of the report). Also, the KDDP002-Direct Deposit Register lists net pay amounts for each account within each financial institution.
If an employee is receiving both a paycheck and advice, the pay stub for each will only show the net pay for that paycheck/advice. The net from each should be added together to obtain the employee's total net. All other earnings and deductions shown on the pay stub reflect the employee's total compensation for the pay period.
- On-line Paycheck - Users must be logged into SHARP through the Application Server in order to use the new on-line paycheck functionality. Also, during the time period that on-cycle paychecks are being calculated (Wednesday through Friday of the week before payday), users will receive an error message if they try to calculate an on-line paycheck.
- Earnings Codes -The new earnings code for regular overtime is 'OTP' and 'O28' for 28-day overtime. The following earnings codes have been inactivated effective 10/4/98: OVT, FCB, IEL, N17, SF0, SF2, and SF4.
- Benefit/Deduction Adjustments - Savings plan and retirement plan changes (KPERS, Deferred Compensation, TSA, and VTSA) that result in paycheck adjustments can be processed the same as in 4.02. The effective-dated benefit change should be made to the employee's record prior to entry of the paycheck adjustment request. These should not be submitted to Payroll Services as stated in previous memorandums and CBT training materials.
- Multiple Adjustments - If multiple transactions are requested for the same employee in the same off-cycle, the priority for processing will be: supplemental, centrally entered adjustment, agency entered adjustment and reversal. The transactions that do not process will show on-line as a payroll error message and also on the KPAY213 Final Error Messages report. Paycheck reprints and reversals can process in the same off-cycle as any of the above transactions.
- Prior Year Adjustments - If a paycheck is requested for an adjustment that is over 2 years old, it will error during payroll calculation. If an adjustment is required for these paychecks, complete the DA-180 form and send to Payroll Services for processing.
- Time Adjustments - New indicators will display under the 'Adj' column on the left side of the Time Adjustments panel. When a new row is added, the indicator displays 'I'. If the adjustment is pay affecting, the indicator will change to 'Y' when the panel is saved. If the adjustment is non-pay affecting, the indicator will change to 'L' when the panel is saved. The 'L' rows will NOT update to payroll for a pay affecting adjustment. The 'Y' rows will be grayed out when you exit the panel. If a keying error was made, additional 'Y' rows can be added until the off- cycle processes.
- Earnings Codes - When adjusting a paycheck for an exempt employee, the new 'leave' earnings codes should be utilized. For example, 'VAE' should be used in place of 'VAC' for vacation leave. Regular hours will not display correctly on the paycheck for an exempt adjustment, but the amount will be correct.
Adjustments to paychecks with inactivated earnings codes (#4 under 'GENERAL') will error during the payroll process. The on-line system will not prevent agencies from requesting an adjustment to a paycheck containing an inactivated earnings code; however, the off-cycle payroll process will cause the paycheck to error. If an adjustment is required for these paychecks, complete the DA-180 form and send to Payroll Services for processing.
- Taxes - Taxes will be calculated at the rates in effect as of the paycheck date for the taxable grosses on the adjustment check. Preliminary pay calculations should be thoroughly reviewed so that adjustments are kept to a minimum. Adjustments should be processed in a timely manner to ensure that the adjustment is processed in the same calendar year as the paycheck being adjusted.