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ASPIRE PAYROLL OVERVIEW

Future Status of PC Payment System and Aspire Payroll Update by BUREAU OF STATE PAYROLLS November 2006. ASPIRE PAYROLL OVERVIEW. People First (PF) System will remain “System of Record” for HR reporting

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ASPIRE PAYROLL OVERVIEW

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  1. Future Status of PC Payment System and Aspire Payroll UpdatebyBUREAU OF STATE PAYROLLSNovember 2006

  2. ASPIRE PAYROLL OVERVIEW • People First (PF) System will remain “System of Record” for HR reporting • PF system contains HR data (vacant position information, leave, rate of pay, benefits selections, etc). • HR reports will be generated from PF system not Aspire. • New positions will need to be added to and configured in PF system and Aspire. • Aspire will become the “System of Record” for Financial reporting • Aspire contains the official Financial data (actual dollars spent on salary and benefits). • Aspire Positions = Multiple Rows of Financial Data • Aspire will provide the ability for agencies to define an unlimited number of funding/budget sources per position. • Agency Live in Aspire • When an agency is live in Aspire, PF system does not need to contain any Aspire Chart of Account (COA) data for payroll processing. • Aspire will contain all necessary COA data for posting payroll to the General Ledger (GL). The COA data will be housed in the Payroll Processing tables (ADML 31). • PF system will be modified to eliminate the entry and display of FLAIR Account Code values. • BOSP will continue to require a valid FLAIR Account Code – “default” account codes will be used. • File 13 will contain the default FLAIR Account Code. • Employees that have multiple payments from one agency, within a specific pay period, will only receive one warrant and it will contain the default FLAIR Account Code. • Organization Codes • There is currently no systematic solution planned to keep the PF system FLAIR Org Code in sync with the Aspire Org Code. • Agencies may change their PF system FLAIR Org Code to align with their Aspire Org Code but should consider the affect to the sort order of their warrants and BOSP reports. • Additional Information • For those agencies not yet live in Aspire, payroll will post to FLAIR using the FLAIR Account Codes in PF system. These agencies will also post in Aspire at a Fund Level. • Aspire will provide PF system a position file generated from the data in the ADML 31 tables nightly. • Attached is the Tentative Agency Wave Rollout Schedule. Source: Bureau of State Payrolls As of September 2006

  3. FUTURE OF PC PAYMENT SYSTEM Overview: The Personal Computer (PC) Payment System is a Microsoft Access application originally developed by the Bureau of State Payrolls to facilitate electronic submission of non-recurring and Criminal Justice Incentive Program (CJIP) payments. Background: The PC Payment System was to have been shut down and/or its use significantly limited once agencies went live on the People First System in 2004. However, the Bureau of State Payrolls (BOSP) has had to continue to permit agencies and Convergys/People First System to use the PC Payment System for a variety of reasons. • Current Status of PC Payment System: • For now, agencies can continue to use the system for non-recurring payments. Examples of non-recurring payments include sick/annual leave payouts, termination pay, etc. • Effective July 2006, the People First CJIP Change Order system went live. This system is now used by agencies, instead of the PC Payment System, for entering CJIP change orders. BOSP is still the system of record for CJIP payments. • Future Status of PC Payment System: • Convergys/People First System must build payment mechanisms for Pretax Benefit refunds, adoption benefits, and disability payments before the PC Payment System can be shut down and/or its use significantly limited. • We estimate that it could be another year or more before we get close to significantly limiting the use of our PC Payment System. • Conclusion: • Agencies should routinely use the Convergys/People First System whenever possible to make payments and deductions they want processed. • Agencies can use our On Demand System to make any non-recurring payments. • Although we are aware that some agencies still prefer to use the PC Payment System to make non-recurring payments, this option may eventually not be available in the future. Source: Bureau of State Payrolls As of September 2006

  4. ROLL OUT SCHEDULE

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