HR107_Salary_Change_Controls



Application: HRMS

Module: Human Resources

Business Process: Hire Workforce

Requirement Number: HR107

Requirement Title: Ability to control when a Salary may be overridden on the Employee Record

Module Leads: Lina Simonu, Lisa Lagus

1. Requirement Description

Describe the requirement (gap). Include a description of the delivered PeopleSoft functionality.

Currently, when an employee is hired into APS, the Agency HR Specialist has the ability to indicate the employee’s compensation rate only if the employee is being hired into a Managerial or Variable Rate pay plan. For employees hired into a Step Plan, the Salary Plan, Grade, and Step defaults from the job code with the corresponding compensation rate, and only the Step may be changed on the employee record. In addition, there is an approval process in place, however, the approval process does not deter an Agency HR Specialist from performing the transaction in APS and sending it to payroll to be paid, prior to its approval. PeopleSoft, allows the compensation rate to be overridden for any type of pay plan. The Salary Plan, Grade, and Step may also be changed on the employee Job record by the Agency HR Specialist.

2. Business Need

Provide a justification for the requirement. Include information about frequency, volume, number of users impacted, etc.

The Hire business process is performed at the agency level. In addition, all other job transactions including pay rate changes, promotions, position changes will continue to be performed at the agency level and the user has the same ability to override salary information. Therefore, a large volume of transactions may be performed and may not all be adequately audited, prior to payment being made. The post audit process will continue to include a review of all transactions by the Central DAS audit team.

3. Required By: (Y/N)

Federal ____ Agency _Y___ Bargaining Unit ____

State Statutory ____ State Regulatory ____ State Procedural ____

4. Requirement Priority

_Medium___ (High, Medium, Low – please see “Requirements Prioritization Criteria”)

5. Recommended Solution

Enter an “X” next to the appropriate category

______ Process Solution

___ Option Number

__X____ Application Modification

_1__ Option Number

6. Explanation for Recommendation

Provide reasons for recommendation. Please do not re-state the description of the solution itself.

Due to the fact that employee transactions are decentralized, only a post audit will occur, and these transactions impact employee pay, the HR module team recommends that an exception report be created to ensure audit of appropriate transactions occur in a timely manner. This will deter Agency HR Specialists from overriding compensation information when they are not authorized to do so.

7. Organizational Impact of Recommendation

Describe the changes to the organization that result from the recommended solution. Include a description of any role, process, statute, or bargaining unit agreement affected.

• Agency Payroll Specialists should assist in the audit of HR transactions impacting pay.

• Central HR Specialists need to audit HR transactions to ensure compensation rates are valid for non Step pay plan employees.

8. Process Solutions

Describe the possible Process Solutions. Include a description of impacts and benefits of each solution.

Option 1. Train the Agency HR Specialists to change salary information only when authorized. Manager and Variable Rate pay plan compensation information may continue to be entered. Step plan steps may be changed, as well. Use the General Comments page to indicate why salary information has been overriden to provide justification of the transaction for the audit team.

Option 2. Centralize employee transactions to reduce error.

9. Application Modifications

Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.

Option 1.

Modification Type (On-line, Batch, Interface, Report, Workflow): Report

Complexity (Easy, Medium, Difficult): Medium

Description: Create an exception report to be run by the auditors to identify if the Salary Plan, Grade, Step, and compensation rate do not match those on the job code and salary step tables. Also, provide the general comments, as Agency HR Specialists will indicate here if they received authorization and the reason for the exception. Managerial and Variable rate plans will need to be audited regardless, as they will continue to be setup with range plans that do not correspond to one step. Therefore the rates will vary. Central DAS audit needs to review these for accuracy as well, therefore they would also exist on the exception report. This report could be run daily or as needed to identify issues prior to payment being made through payroll.

Option 2.

Modification Type (On-line, Batch, Interface, Report, Workflow): On-line

Complexity (Easy, Medium, Difficult): Medium

Description: Gray out the Salary Plan and Grade fields, so they may not be changed for any employees. Only the step may be changed if the employee should not be paid at the default step for the job code. Create online PeopleCode controls to allow compensation entry based on the pay plan type. Only Manager and Variable Rate pay plans, or compensation for Uconn, Uconn Health Center, Judicial or Legislative agencies could then be changed. This modification may create performance issues as all agencies will be performing these transactions and triggering these edit controls.

Option 3.

Modification Type (On-line, Batch, Interface, Report, Workflow): Workflow

Complexity (Easy, Medium, Difficult): Difficult

Description: Configure workflow to require approvals of all job transactions, including hires, where the Step or Compensation rate has been overriden. Central DAS or Central Agency HR personnel would receive a notification email or worklist item indicating they needed to approve agency salary transactions, prior to payment being made through PeopleSoft payroll. Requiring approvals of all overriden transactions would be time consuming for Central DAS. Additional resources would need to be allocated to DAS, in order to ensure approvals were made in a timely manner to meet payroll processing deadlines.

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