Agenda Item
a. Payroll Update
Summary: Presented by: Mrs. Tasha Davis Mills, Chief Human Resources Officer, Division of Human Resources,
Mr. Byron Schueneman, Chief Financial Officer, Division of Finance
State of Pay
Human Resources Division
Data
What is working?
• Incentives were provided early for eligible staff:
• 11,113 – Retention Incentives
• 991 – New Hire Incentive
• 771 – Longevity Incentive
• The Employee Self-Service (ESS) portal provides employees the ability to review
the accuracy of their personal data, including pay grades and steps, and how-to
guides have been published.
• Increased payroll runs to mitigate paycheck issues
• Increased efficiency of data audits that have uncovered gaps in processing
• Employee training to mitigate pay issues
• Compensation and Finance/Payroll teams collaborate to resolve all pay issues in
a timely manner
Ongoing Challenges
• ERP platform and modules do not speak to each other
• Manual processes:
• Supplements for over 800 employees
• Updates and changes to employee profiles
• Maintenance
• Discrepancies were identified following the completion of the FY2025 salary roll
for each employee group impacting approximately 300 employees.
• Approximately 51 employees received duplicate paychecks, representing
approximately $155,888.85.
Payroll Processing
Finance Division
What is working with Payroll Processing?
Timeliness of direct deposits / checks.
Finance has processed what is set up in the system timely and accurately. Direct
deposits and checks have been processed for the primary semi-monthly payrolls
on or before pay day for all of FY25.
Payroll withholding remittances (state health, TRS/ERS/PSER, flexible benefits,
garnishments, 403b etc...)
Except for one 403b vendor (Fidelity), all payroll withholding remittances have
been processed timely for all of FY25.
Payroll withholding reporting and integrations
Except for one 403b vendor (Fidelity), all subsequent data files, demographic
reports, and payroll detail files have processed timely for all of FY25.
Challenges with Payroll Processing?
• Capturing hourly work, extra activity, and stipends.
• During the transition pay and time for summer work was outside of the Time &
Attendance portal.
• Now that we have transitioned completely, new processes have been established to
collect additional time within the system.
• Rely on payroll submissions from 150+ locations
• Rely on Time & Attendance to be properly set up for employees with extra activity.
• Leave balances.
• Vacation & sick leave are correct and up to date, struggling with personal / bereavement
• Excessive payroll processing.
• Two payrolls set up each day to account to address incorrect or missing pay.
• Processing time for each payroll warrant is excessive. Not set up to streamline a single
payment at a time.