19-P-019 Payroll Processing Date Changes for the March 23, 2019 Pay Period End Date Due to the SHARP FLUID Upgrade (March 1, 2019)
Informational Circular No.: 19-P-019
Effective Date: March/April 2019
Contact Name: Earl Brynds
Ph: (785) 296-5376
Email: Earl.Brynds@ks.gov
Approval: Nancy Ruoff (Original Signature on File)
Summary: SHARP FLUID Upgrade and Impact on Payroll Processing Dates in March/April 2019
The Department of Administration is pleased to announce that the SHARP system is being upgraded to a new user interface called FLUID. FLUID will modernize both the navigation and ‘look and feel’ of SHARP. However, the functionality of the SHARP pages (the actions you take when you reach a certain page) is not changing.
Upon logging into SHARP following the upgrade, users will land on a SHARP Homepage containing various tiles. Users will click on the specified tiles to navigate to the desired links on that Homepage. Also, from the SHARP Homepage, users can navigate to either the Payroll, Time and Labor or Workforce Administration Homepages. From the desired Homepage, users will click on the specified tiles and navigate to the appropriate SHARP pages using the left side navigation links. SHARP users can get a Sneak Peek of FLUID at: https://www.admin.ks.gov/offices/personnel-services/sharp/fluid-9-2-training
Fluid Sneak Peak
This informational circular also covers key dates and Payroll/Time and Labor changes in SHARP as a result of the transition to the SHARP FLUID upgrade. On-cycle and off-cycle dates have been changed in March/early April in order to accommodate the transition to FLUID. Please review carefully the information contained in this circular.
Due to the SHARP FLUID upgrade, scheduled to begin Friday night, March 29, 2019, 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.
Agencies should also be aware that additional maintenance is required in mid-March in preparation for the upgrade. SHARP and Employee Self Service will be closed beginning 7:00 AM on Saturday, March 16 through 7:00 PM on Saturday, March 16 due to scheduled maintenance. Agencies are strongly encouraged to notify employees of the dates and times that Employee Self Service will be unavailable to ensure that employees plan ahead for timely access to electronic W-2s.
In addition, SHARP monthly maintenance will begin at 6:00 PM on Saturday, March 23 and continue through 6:00 PM on Sunday, March 24 (or earlier). However, Employee Self Service will remain open for the entire duration of the monthly maintenance timeframe. Agencies should plan accordingly since the following week will be a shortened week for calculating paychecks.
Friday, March 22, 2019
Payday for the payroll period ending March 9, 2019.
First opportunity for Time and Labor interface agencies to have time and labor (INF42/KAGYTL42) files for the period ending March 23, 2019 submitted to the Department of Administration for processing by 5:00 PM on March 22, 2019. (These files would normally be due Monday, March 25, 2019.) Last opportunity to submit files will be noon on Monday, March 25, 2019.
Regents’ Run C off-cycle payroll files for the period ending March 9, 2019 must be received by the Department of Administration by 4:00 PM on March 22, 2019.
Monday, March 25, 2019
Time and Labor interface agencies can submit time and labor (INF42/KAGYTL42) files for the period ending March 23, 2019 to the Department of Administration for processing by noon to be processed at 12:30 p.m. on March 25, 2019.
NOTE: Terminations and Retirements must be entered by 6:00 PM on March 25, 2019 and reported time must be submitted (and approved if applicable) by 5:30 PM in order for leave payouts to be calculated correctly.
Paysheets for the on-cycle payroll for the period ending March 23, 2019 will be created on Monday, March 25, 2019. (Paysheets would normally be created on Tuesday, March 26, 2019.) For SHARP agencies, all job actions (i.e., FLSA Status change) must be entered by 6:00 PM on March 25, 2019 in order to be reflected on the paysheets for this period.
The first on-cycle preliminary pay calculation for the period ending March 23, 2019 will also occur March 25, 2019. For SHARP agencies, all employees’ reported time must be entered (and approved if applicable) into SHARP by 5:30 PM. After Time Administration runs at 5:30 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 March 23, 2019.
The Run C off-cycle for the period ending March 9, 2019 will be processed March 25, 2019. 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 5:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run C off-cycle will be dated March 28, 2019.
Tuesday, March 26, 2019
The second on-cycle preliminary pay calculation for the period ending March 23, 2019 will occur March 26, 2019.
Regents’ on-cycle files for the period ending March 23, 2019 must be received by the Department of Administration by 4:00 PM on March 26, 2019.
Wednesday, March 27, 2019
Final pay confirmation for the on-cycle payroll for the period ending March 23, 2019 will occur March 27, 2019. For SHARP agencies, all employees’ payable time must be approved, by 6:00 PM on March 27, 2019 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on March 27, 2019 in order to be reflected in the final paycheck created for the employee.
Thursday, March 28, 2019
The Regents’ on-cycle payroll files for the period ending March 23, 2019 will be processed on this date.
Regents’ Run A off-cycle payroll files for the period ending March 23, 2019 must be received by the Department of Administration by 4:00 PM on March 28, 2019. (These files would normally be due Friday, March 29, 2019.)
Friday, March 29, 2019
The Run A off-cycle for the period ending March 23, 2019 will be processed March 29, 2019. (This off-cycle would normally be scheduled for Monday, April 1, 2019.) 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 5:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run A off-cycle will be dated April 5, 2019. NOTE: This off-cycle is the final payroll cycle run before the FLUID upgrade begins.
The Regents’ Run A off-cycle payroll files for the period ending March 23, 2019 will also be processed on this date.
Saturday, March 30, 2019
SHARP system and Employee Self Service shut down. Transition to FLUID begins.
Sunday, March 31, 2019
SHARP system and Employee Self Service closed. Transition to FLUID continues.
Monday, April 1, 2019
SHARP FLUID system and Employee Self Service open to core users only for validation.
No batch jobs processing.
Tuesday, April 2, 2019
SHARP FLUID system and Employee Self Service open to all users.
Beginning Tuesday, April 2, 2019 batch jobs will return to the normal payroll processing schedule. Attached is a partial calendar for the months of March/April 2019, which highlights key payroll processing activity for these months. 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 https://www.admin.ks.gov/resources/informational-circulars.
NTR:ewb
Attachment
Printable Version of 19-P-019
