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Session 1020 Multiple Jobs Processing in HRMS 8 - Part I March 20, 2001 Dave Dresselhouse PeopleSoft Agenda This is a 2-part presentation... Part I (2:30 - 3:30) Multiple Jobs Basics / Overview HRMS Payroll for North America Pension Administration Break (3:30 - 3:45)

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slide1

Session 1020Multiple Jobs Processing in HRMS 8 - Part I

  • March 20, 2001
  • Dave Dresselhouse
  • PeopleSoft
agenda
Agenda
  • This is a 2-part presentation...
  • Part I (2:30 - 3:30)
    • Multiple Jobs Basics / Overview
    • HRMS
    • Payroll for North America
    • Pension Administration
  • Break (3:30 - 3:45)
  • Part II (3:45 - 4:45)
    • Benefits Enrollment and Deductions
    • Benefits Administration / Eligibility
multiple job basics overview

PeopleSoft HRMS Product Line

Employee

Company: University

Position: Professor

Paid: Weekly

Job: #1

Company: University

Position: Researcher

Paid: Weekly

Job: #2

Company: University

Position: Dean

Paid: Monthly

Job: #3

Company: Hospital

Position: Physician

Paid: Monthly

Job: #4

Researcher

Dean

Physician

Time

Multiple Job Basics / Overview

All jobs don’t have to be “concurrent”:

Professor

multiple job basics overview4

PeopleSoft HRMS Product Line

PERSONAL_DATA

EMPLOYMENT

Empl_Rcd: #0

EMPLOYMENT

Empl_Rcd: #1

EMPLOYMENT

Empl_Rcd: #2

EMPLOYMENT

Empl_Rcd: #3

JOB

Effdt: 1/1/98

Action: HIR

JOB

Effdt: 4/1/98

Action: HIR

JOB

Effdt: 6/1/98

Action: HIR

JOB

Effdt: 2/1/99

Action: HIR

JOB

Effdt: 2/1/99

Action: XFR

JOB

Effdt: 12/31/98

Action: TER

JOB

Effdt: 8/1/99

Action: DTA

Multiple Job Basics / Overview

Representation of multiple jobs in the database:

multiple job basics overview5

PeopleSoft HRMS Product Line

Multiple Job Basics / Overview

Why Use Multiple Jobs?

  • Concurrent employment in multiple companies (or legal entities) within a corporation/organization
    • Jobs for different FEINs need to be kept separate
  • Need to distribute expenses differently for each job held in a single company
    • e.g. Salary and Benefits expenses
  • If Benefits eligibility can vary by job, or group of jobs
  • Pension Administration requires multiple jobs
slide6

PeopleSoft HRMS

PeopleSoft HRMS

peoplesoft hrms enhancements

PeopleSoft HRMS

PeopleSoft HRMS Enhancements

What’s new in HRMS?

  • “Primary/Secondary” Job Indicator
  • FTE tracking/visibility across multiple jobs
  • Job inquiry across multiple jobs
  • Benefit Record assignment
  • Reports respond to “Primary Job”
primary secondary job indicator

PeopleSoft HRMS

Primary/Secondary Job Indicator
  • Established on the Job record
    • Effective dated
    • Used mostly for reporting
    • Real-World implementation requires that we allow more than one primary job as an exception
      • Due to security implementations
      • On-Line warning
      • Audit report
cross job fte tracking

PeopleSoft HRMS

Cross-Job FTE Tracking
  • Visibility of totals across all jobs as of Effective Date
    • Standard Hours
    • FTE
    • Note that totals are not stored
inquiry across multiple jobs

PeopleSoft HRMS

Inquiry Across Multiple Jobs
  • View of “non-sensitive” data for all jobs as of Effective Date
benefit record program assignment

PeopleSoft HRMS

Benefit Record / Program Assignment
  • Benefit_Rcd# = Empl_Rcd# relationship broken
  • Benefit Record can be directly entered in normal page flow
  • Benefit Record for a job can be changed at any time
  • Benefit Program is not required if all jobs in Benefit Record are managed by “Other” pay systems
hrms reports

PeopleSoft HRMS

HRMS Reports
  • All reports that derive data from one job have been modified to respect the new “Job Indicator” field
  • In the case of “overlapping” primary jobs:
    • Lowest Active Empl_Rcd is used
    • If all jobs are terminated:
      • Lowest Empl_Rcd is used
slide13

PeopleSoft Pension Administration

PeopleSoft Pension Administration

peoplesoft pension administration enhancements

PeopleSoft Pension Administration

PeopleSoft Pension Administration Enhancements
  • Enhanced Multiple Job functionality affects four major areas of Pension Administration:
    • Alias resolution
    • Plan Eligibility
    • Consolidations
    • Service
alias resolution

PeopleSoft Pension Administration

Alias Resolution
  • Multiple Concurrent Jobs processing requires new method for resolving Database Aliases
    • In earlier releases, Aliases were resolved on Job 0
    • For Multiple Concurrent Jobs enhancement it was necessary to establish the employee’s Primary Job in order to resolve Aliases
      • User-defined criteria for Active Job and Eligibility are used to identify Primary Job
alias resolution16

PeopleSoft Pension Administration

Alias Resolution
  • Primary Job for Pension can be directly specified
    • Effective Dated
alias resolution17

PeopleSoft Pension Administration

Alias Resolution
  • Primary Job is determined in the following order of precedence:
    • Override Job (user defined)
    • Lowest Eligible Active Job
    • Lowest Eligible Job
    • Lowest Active Job
    • Lowest Job
plan eligibility

PeopleSoft Pension Administration

Plan Eligibility
  • Plan Eligibility
    • First, an eligibility timeline is established for each job
    • Using individual job eligibility timelines, a blended timeline of eligible and non-eligible status periods, is created across multiple jobs
    • Based on the blended timeline, appropriate definitions are applied
multiple jobs eligibility timeline
Multiple Jobs Eligibility Timeline

PeopleSoft Pension Administration

Example

Mary Complex:

5 Multiple Jobs

Plan: USPEN3

2/24/84 - 8/4/87

and

12/14/87 - 7/15/92

Then a blended timeline is created.

= Eligible

= Ineligible

‘84 ‘86 ‘88 ‘90 ‘92 ‘94 ‘96 ‘98 ‘00

Job

0

1

2

3

4

5

Let’s look at the rest of Mary’s Job History

First, an Eligibility Timeline is created for each job.

Job 3 is Salary Plan & Ineligible

Blended ELIGIBILITY TIMELINE

multiple jobs consolidated earnings
Multiple Jobs Consolidated Earnings

PeopleSoft Pension Administration

$15,600

7,800

24,960

$48,360

Annualized

‘ 91 ‘92 ‘93 ‘94 ‘95 ‘96 ‘97 Earnings

Job

0

1

2

3

4

$

$

15,600

7,800

24,960

45,000

39,000

2,782

48,360

41,114

24,148

9,377

0

0

Job 3 is Salary Plan: No Eligible Earnings

multiple jobs service
Multiple Jobs: Service

PeopleSoft Pension Administration

Job 3 is a

Salary Plan:

No Eligible

Service

‘ 91 ‘92 ‘93 ‘94 ‘95 ‘96 ‘97

Job

0

1

2

3

4

5

Job 5 Begins After 1997

Service

1

1

.083

0

0

.25

.622

Multiple Jobs: Service / Eligible Jobs Only

slide22

PeopleSoft Payroll for North America

PeopleSoft Payroll for North America

peoplesoft payroll for north america enhancements

PeopleSoft Payroll for North America

PeopleSoft Payroll for North America Enhancements
  • What’s new in Payroll for North America?
    • Improved “Single Check” processing
    • Additional balance keys
    • Improved General Deductions enrollment and processing
    • FICA status tracked at the Job level
improved single check processing

PeopleSoft Payroll for North America

Improved “Single Check” Processing
  • Combine as many jobs as possible onto a single check
    • Increases accuracy of Tax withholding - prevents under-withholding
    • Reduced processing costs associated with the production, distribution and reconciliation of “extra” checks
    • Less confusing to the employee
improved single check processing25

PeopleSoft Payroll for North America

Improved “Single Check” Processing
  • Which jobs can be combined?
    • Same Company
    • Same Pay Period End Date
    • Either On or Off Cycle
    • Same FLSA Period
    • All paysheets created and ‘OK to Pay’
    • Same or Different Benefit Records
    • Same or Different Paygroups, aligning Pay End Dates
improved single check processing26

PeopleSoft Payroll for North America

Employee

Company: University

Position: Professor

Paid: Semi-M (SM1)

Empl_Rcd: #0

Benefit_Rcd: #0

Company: University

Position: Researcher

Paid: Semi-M (SM1)

Empl_Rcd: #1

Benefit_Rcd: #1

Company: University

Position: Dean

Paid: Monthly (MO1)

Empl_Rcd: #2

Benefit_Rcd: #2

Company: Hospital

Position: Physician

Paid: Monthly (MO2)

Empl_Rcd: #3

Benefit_Rcd: #3

$

$

$

$

Improved “Single Check” Processing

Release 7.X

Pay End: 3/31/2001

improved single check processing27

PeopleSoft Payroll for North America

Employee

Company: University

Position: Professor

Paid: Semi-M (SM1)

Empl_Rcd: #0

Benefit_Rcd: #0

Company: University

Position: Researcher

Paid: Semi-M (SM1)

Empl_Rcd: #1

Benefit_Rcd: #1

Company: University

Position: Dean

Paid: Monthly (MO1)

Empl_Rcd: #2

Benefit_Rcd: #2

Company: Hospital

Position: Physician

Paid: Monthly (MO2)

Empl_Rcd: #3

Benefit_Rcd: #3

$

$

Improved “Single Check” Processing

Release 8.X

Pay End: 3/31/2001

improved single check processing28

PeopleSoft Payroll for North America

$

$

$

$

$

$

$

$

$

Improved “Single Check” Processing

Release 8.X / 7.X Comparison

Pay End

Jobs Paid

7.X Checks

8.X Checks

3/15/2001

Semi-Monthly

Empl_Rcd 0, BenefitRcd 0

Empl_Rcd 1, BenefitRcd 1

3/31/2001

Monthly

Semi-Monthly

Empl_Rcd 0, BenefitRcd 0

Empl_Rcd 1, BenefitRcd 1

Empl_Rcd 2, BenefitRcd 2

Empl_Rcd 3, BenefitRcd 3

improved single check processing29

PeopleSoft Payroll for North America

Pay

Sheet

Pay

Sheet

Pay

Sheet

Paygroup

A

Paygroup

B*

Paygroup

C

Consolidated

Pay Sheet

*Primary

Improved “Single Check” Processing
  • Controls single check processing when ‘Single Check for Multiple Jobs’ flag is checked
  • Identifies Paygroup where paysheets will be consolidated
  • Determines General Deduction processing

Primary Pay Group

improved single check processing30

PeopleSoft Payroll for North America

Improved “Single Check” Processing
  • How do you enable “Single Check” processing?
    • Company Table - “Single Check for Multiple Jobs”
    • Employees must be assigned to a Primary Paygroup
      • Even if all jobs are in the same paygroup!
      • Should be most frequently-paid pay group for the employee
additional balance keys

PeopleSoft Payroll for North America

Additional Balance Keys
  • Additional keys were added to the Balance tables
    • Finer level of detail to support multiple jobs
      • Earnings - Now tracked byJob (Empl_Rcd)
      • Deductions - Now tracked by enrollment (Benefit Record)
    • No change to General Deductions
      • General Deductions are no longer job-specific
improved general deduction enrollment

PeopleSoft Payroll for North America

Improved General Deduction Enrollment
  • Disconnect General Deductions from Benefit Programs
    • General Deductions no longer defined in a Benefit Program
      • Defined at the Company level
    • Enrollments no longer posted at the Job level
      • Employee is enrolled at the Company level
      • All jobs in the same Company share the same enrollment
      • No need to maintain enrollments as jobs come and go
improved general deduction enrollment33

PeopleSoft Payroll for North America

Improved General Deduction Enrollment

Release 8.X / 7.X Comparison

Enrollments

Company

Jobs

7.X

8.X

University

Empl_Rcd 0, BenefitRcd 0

Parking

Parking

Empl_Rcd 1, BenefitRcd 1

Parking

Empl_Rcd 2, BenefitRcd 2

Parking

Hospital

Empl_Rcd 3, BenefitRcd 3

Parking

Parking

improved general deduction processing

PeopleSoft Payroll for North America

Improved General Deduction Processing
  • Union Dues and Multiple Jobs
    • General Deduction can be flagged as “Union Dues”
    • Union Dues are deducted only if a job enrolled in the Union is being paid on the check
improved general deduction processing35

PeopleSoft Payroll for North America

Improved General Deduction Processing
  • Deduction Frequency
    • Can now specify whether deduction should be taken from every check, or just one particular check
    • If not taken on each check…
      • Taken on Primary Paygroup check
      • If no Primary Paygroup, taken on check with highest paygroup priority of all paygroups the employee participates in
fica status tracking

PeopleSoft Payroll for North America

FICA Status Tracking
  • FICA Status can be identified for each Job
    • Moved from Fed_Tax_Data to Job
    • Employee can hold a mix of FICA Exempt/Non-Exempt jobs
issues

PeopleSoft HRMS Product Line

Issues
  • Known Issues in PeopleSoft8
    • HRMS - none
    • Pension - none
    • Payroll for North America
      • “Single Check” setting cannot be overridden at the employee level
      • Difficulty adding/changing multiple tax locations in the same state
      • Difficulty with General/Benefit deduction overrides
slide38

PeopleSoft HRMS Product Line

  • End of Part I - Multiple Jobs in HRMS
  • Part II - Detailed look at Base Benefits, Benefits Administration and Deduction Calculation for Multiple Jobs
slide39

Session 1020Multiple Jobs Processing in HRMS 8 - Part I

  • March 20, 2001
  • Dave Dresselhouse
  • PeopleSoft