Overview:



BPA – ORP Reporting

Overview: Reporting and payment of Optional Retirement Program deductions from employee’s paycheck. Money is sent to companies and state reimbursement is processed. Checks have to be sent no later than the third day after payday.

|Responsible Person |Seq. |Action |Comments |

|Payroll Supervisor |1 |Gives Payroll Assistant payroll printouts for ORP/Tax Shelter employee deductions and |Reports broken down by 6%,1.19% and 1.31% |

| | |state matching benefits | |

|Payroll Assistant |2 |Runs 6% state reimbursement report for ORP companies |This includes Alpine and RGC employees by company |

|Payroll Assistant |3 |Prepares check request to ORP companies for state matching figures |Taken off of 6%, 1.31% & 1.19% printouts |

|Payroll Assistant |3a |Check request is taken to Accounting for processing | |

|Accounting Assistant |3b |Brings checks down to Payroll Asst after they are signed | |

|Payroll Assistant |4 |These checks are combined with the employee deduction checks that the Payroll Supervisor| |

| | |initiates on her check request | |

|Payroll Assistant |4b |Billings are matched to printouts and adjusted with any dollar amount changes or |New employees and employees changing companies |

| | |employee changes (new hire, terminations, transfers) Checks are matched to billings and |have to be adjusted each month. Amounts vary |

| | |printouts |according to salary changes and computer |

| | | |calculations |

|Payroll Assistant |4c |Checks and billings must be mailed to each company within 3 days after payday | |

|Payroll Assistant |5 |Electronic E-Remits are done for some companies online then the checks are mailed with |Current companies that are processed by E-Remit |

| | |the confirmation printout |are ING, Lincoln, TIAA and VALIC |

|Payroll Assistant |6 |6% reimbursement is done on a Texas Multi-Vendor Voucher Detail excel spreadsheet |Taken off of 6% report run in #2 |

| | | |Alpine & RGC are listed separately |

|Payroll Assistant |6a |USAS Specialist in Accounting receives reimbursement | |

|Payroll Assistant |7 |Balance 6%,1.19% & 1.31% figures with Payroll Supervisors payroll Total By Accounts |If these do not match, need to find out why and |

| | |spread sheet |adjust |

|Payroll Assistant |8 |Take figures off of the payroll Labor Distribution by Account Report (440), benefit |This spreadsheet is used to balance each month and|

| | |account 121380, object code 1986,1987,1988 for Alpine and 170470, same obj codes for RGC|for the Annual ORP Report due in Nov to THECB. |

| | |These are broken down and put on ORP Totals By Month spreadsheet Totals on spreadsheet |List is kept of 6% employees for Alpine & RGC to |

| | |should equal the computer checks copy totals |use for this breakdown that is done manually each |

| | | |month |

|Payroll Assistant |9 |Individual spreadsheets are kept for each company by 8.5% employees and 6% employees. |These figures are all taken off of printouts |

| | |Figures are taken off of the individual printouts for each company and put on |manually each month |

| | |appropriate spreadsheet. Contribution percentages must equal correct percentages of |Very time consuming and subject to human error |

| | |salary on spreadsheet | |

|Payroll Assistant |9a |Second page of this spreadsheet has individual employees listed and are checked off each|If an employee changes companies, this needs to be|

| | |month for head count purposes for Annual Report |noted on old company sheet and new company sheet |

| | | |so employee will not be counted twice |

|Payroll Assistant |10 |“Totals From ORP Sheets for FY __” spreadsheet is done at the end of the fiscal year to|These figures are taken off of “ORP By Month” |

| | |get figures for Annual Report |spreadsheet and individual company spreadsheet |

Shadow Systems: 6% Employee List, Computer Check Request Sheet, ORP Totals By Month spreadsheet, Multi Vendor Voucher Detail, ORP Co Monthly Totals spreadsheet

Document Decisions:

Document Business Process Improvements: Need to have reports generated from system. Too many spreadsheets and lists are involved. Too many manual entries involved each month.

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