Maintain strong relationships with various state and federal agencies.
Objective
Federal Compliance
100% compliance with reporting deadlines as provided by federal law.
Indicator
Penalties - Federal
Failure to provide accurate data in a timely manner produces penalties with interest charges.
Criterion
Zero penalties assessed
Payroll will produce all required documents/reports in an accurate manner and submit said documents as prescribed by federal authorities.
Finding
Zero federal penalties assessments
Zero penalties assessed for 2006-2007.
Action
Strategy for subsequent years determined (federal)
Increased demand for reports and documents require the use of electronic notification, both in house and through federal govt supported email notifications systems.
Objective
State Compliance
100% compliance with reporting deadlines as provided by state law.
Indicator
Penalties - State
Failure to provide accurate data in a timely manner produces possible penalties and public notification of failure to comply.
Criterion
Zero penalties assessed
Payroll will produce all required documents/reports in an accurate manner and submit said documents as prescribed by state authorities.
Finding
Zero state penalties assessed
No penalties were assessed for 2006-2007.
Action
Strategy for subsequent years determined (state)
Increased demand for reports and documents require the use of electronic notification, both in house and through statt govt supported email notification systems.
Goal
Utilize Technology
Utilize available technology to enhance payroll processes.
Objective
Student Payroll
Convert student payroll to Higher One through the Bearkat OneCard process.
Indicator
Higher One Acknowledgement
Confirmation from Higher One that wages have been posted electronically to all student accounts.
Criterion
Payroll File
Originally sent as "refunds", payroll will be acknowledged as wage payments on the Higher One System.
Finding
Conversion Complete
As of December 2006 all student payroll is processed through Higher One as wages.
Action
Student HigherOne Project complete
Implementation has been successful
Objective
Garnishments
Reduce number of vendor checks generated to Texas Child Support on behalf of employees
Indicator
Reduce Checks Printed For Child Support Purposes
Reduce the volume of checks printed for child support payments.
Criterion
Reduce vendor checks
Achieve less than 50 vendors receiving printed checks for garnishment purposes.
Finding
Expertpay web based access
Utilizing online, electronic, state supported deposit method will reduce volume of checks printed.
Action
Utilize Expertpay
Utilize web-based ExpertPay to process child support payments without additional charge to SHSU. Payment and associated files will be made electronically. Process complete.
Objective
Online Check Stubs
Secure online check stubs via Sam Web to faculty, staff and students.
Indicator
Reduce Volume Of Printed Stubs
Reduce volume of printed chec stubs provided to employees createing savings in regard to personnel, equipment and consumables.
Criterion
Online Access
Provide online access to all employees, regardless of location of access.
Finding
Improved access
Increased off site activity by all status of employees demands a more efficient manner to provide access to financial information.
Action
Generate online pay stubs
Work with Computer Services to produce a secure online version of employee pay stubs.
Objective
Faculty And Staff Payroll
Continue to encourage Direct Deposit and maintain less that 100 employees receiving paper checks.
Indicator
Reduce Printed Check Count
Reduce volume of printed checks for payroll purposes.
Criterion
Reduce printing
Achieve less than 100 employees receiving printed checks.
Finding
Promote Participation
Annual participation drives and new employee notification lacking.
Action
Publicize direct deposit
Infuse direct deposit materials into new employee orientation and perform annual drives to encourage participation.
Objective
International Employee Taxation
Utilize Glacier Software systems to accurately tax international employees.
Indicator
Properly Tax International Employees
Provide international employees with documentation necessary for SHSU to properly tax and, subsequently, the employee to report said tax to proper authorities.
Criterion
Provide proper tax documentation
At calendar year end close, provide 1042-s and/or W-2's to all international employees that have completed appropriate documentation for proper taxation.
Finding
International Employee tax complications
The taxation of international employees differs based on country of origin. Glacier Software is a web-based program that allows SHSU to maintain current tax law as it applies to international employees.
Action
Require participation
All international employees must provide information to the Payroll Office for entry into the Glacier System. An appt will be set for each new hire to facilitate this process.
Goal
Employee Support
Provide support to university employees in both their personal employment issues and their professional tasks as related to Payroll.
Objective
Orientation
Establish orientation for new employees entering the university.
Indicator
Employee Relationships
Create a "name-based" relationship with new employees providing them with a specific Payroll Office employee to contact with questions.
Criterion
Increased accuracy - orientation
Communication will reduce the amount of errors that are seen in regard to paperwork at employment, resulting in fewer returns to Human Resources for correction.
Finding
Employee information overload
Employees are often overwhelmed with the information at the point of employment. Documents are completed incorrectly and must be returned to Human Resources for correction, thus delaying the process of payment.
Action
Incorporate Payroll segment in New Emp Orientation
Whether by group or individual appt, new employees will be given a person to work with in Payroll that will assist in completion of necessary employment documents. Results include reduction of returned items to Human Resources for correction.
Objective
Training
Establish both general and specific training for staff members in relations to Payroll tasks.
Indicator
Error Reduction
Provide training as needed or requested by departments in payroll specific tasks, thereby reducing the time and personnel involved in correcting error items.
Criterion
Increased accuracy - training
Training will reduce the amount of errors that are received in regard to paperwork submitted by departments. It will reduce the volume of paperwork returned to Human Resouces for correction.
Finding
Training opportunities
Diverse employment situations across campus require a variety of training support. Utlizing specific training when areas are idetified as weak will support employee efficiency.
Action
Notify regarding availability of training
Utilize Computer Services Information Resource Update and email services to notify departments of training availability. Contact depts directly where deficiencies are noted and set training class.
Objective
Employee Notification
Provide detailed information regarding events that impact the net amount of an employee's check.
Indicator
Contacts Received
Proactive notification of fluctuations in an employee's check will reduce the amount of calls received by the Payroll office for this purpose.
Criterion
Contact reduction
Early notification should reduce the number of inquiring phone calls and emails by approximately 5%.
Finding
Net changes prompts contact
Employees first response to a change in net pay is to contact the Payroll Office for answers.
Action
Written notification
Written notification sent along with the employee check stub will provide information regarding any change to their net.