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Oregon University System Payroll Process Redesign. December 6-8, 2010 Corvallis. Facilitated by: Sustainability Partners Int’l. Perfect Payroll Process – Hourly – Pass 1. Tuesday. Wednesday. Thursday. Friday. ElectronicTime collection. ElectronicSup’r approval.

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oregon university system payroll process redesign

Oregon University SystemPayroll Process Redesign

December 6-8, 2010

Corvallis

Facilitated by:

Sustainability Partners Int’l

perfect payroll process hourly pass 1
Perfect Payroll Process – Hourly – Pass 1

Tuesday

Wednesday

Thursday

Friday

ElectronicTime collection

ElectronicSup’r approval

Feed T/E into P/R; Calculate

Audit of payroll data

Paycheck/Direct Deposit

30 min

24 hrs

60 min

4 hrs

Overnight/

12 hrs

  • Assumptions:
  • All time collection is electronic (computer, swipe, phone)
  • Time collection system helps sup’r with OT, vacation, leave
  • Employees & sup’rs comply with deadlines & correct
  • Bank contract – overnight deposit
  • No system failures
  • Mandated Direct Deposit or debit cards
  • Electronic notification
lag payroll faculty pass 1
Lag Payroll – Faculty – Pass 1

Day 1

Day 2

Day 3 & 4

Day 4

Day 5

Online time entry/ leave reporting

Electronicworkflow approval

Payroll processes review/correction

Payroll sends ACH file to bank

Payday!

Benefits

Garnishments

Calc

FMLA tracking

  • Assumptions:
  • Time & Attendance system w/ electronic signature
  • 100% Direct Deposit
  • Online check stubs
  • Compliant faculty / approvers
  • No errors, adjustment, late paperwork
  • ACH file transferred by campus directly to bank
perfect payroll process hourly pass 2
Perfect Payroll Process – Hourly – Pass 2

Tuesday

Wednesday

Thursday

Friday

Electronic Time collection

Electronic Sup’r approval

Feed T/E into P/R; Calculate

Audit of payroll data

Paycheck/Direct Deposit

30 min

24 hrs

Overnight/

12 hrs

60 min

4 hrs

  • System generates req’d pmts on req’d schedule
  • IRS,
  • Health,
  • Etc.

Approve pmts; send to vendor

Qtly/Annual P/R system generates 941/942,

W-Q, W-2, etc.

  • Assumptions:
  • All time collection is electronic (computer, swipe, phone)
  • Time collection system helps sup’r with OT, vacation, leave
  • Employees & sup’rs comply with deadlines & correct
  • Bank contract – overnight deposit
  • No system failures
  • Mandated Direct Deposit or debit cards
  • Electronic notification
lag payroll faculty pass 2
Lag Payroll – Faculty – Pass 2

Day 1

Day 2

Day 3 & 4

Day 4

Day 5

Online time entry/ leave reporting

Electronic workflow approval

Payroll sends ACH file to bank

Payroll processes review/ correction

Payday!

Central:

Taxes, PEBB, etc.

FMLA tracking

Benefits

Garnishments

Calc

Campus:

Garnishments; Internal Deductions

  • Assumptions:
  • Time & Attendance system w/ electronic signature
  • 100% Direct Deposit
  • Online check stubs
  • Compliant faculty / approvers
  • No errors, adjustment, late paperwork
  • ACH file transferred by campus directly to bank
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