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
Zero penalties assessed for FY 2007-2008.
Action
Goal met
Zero penalty goal has been met.
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
Zero penalties assessed for FY 2007-2008
Action
Goal met
Zero penalty goal met.
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
Student Adjustment
Students have adjusted to Direct Deposit of wages to HigherOne. Reissue of lost or destroyed checks eliminated.
Action
Educate student employees
Assist students with option of sending wages to a separate account from their refund.
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 check stubs provided to employees creating savings in regard to personnel, equipment and associated printing costs.
Criterion
Online Access
Provide online access to all employees, regardless of location of access.
Finding
Printing Reduced
Effective 4/1/08 check stubs are no longer printed for students. 5-6 students have come in to request a stub and were instructed on how they can print their current and past stubs on SamWeb. Cut printing of check stubs by an average of 1300 per pay period.
Action
Promote Paperless Access
Continue to promote paperless stub access through Payroll website, giving instructions through website and pay period email.
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
Printing Reduced
Currently printing less than 60 (on average) employee pay checks each pay period.
Action
Continue Reduction Effort
Provide deliberate promotion of direct deposit benefits to those that still receive paper checks.
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
New Hire Orientation
Brochure designed to address common questions that new employees have. Attend New Hire orientations with Human Resources regarding payroll issues. Also, one on one orientation with new hires as needed.
Action
Orientation participation
Payroll has fully integrated into new employee orientation.
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
Staff training
Power Point training presentation can be customized to a group, department or individual.
Action
Training on demand
Modules have been generated and customized presentations have begun with departments.
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
Contact reduction
Letter sent to employee regarding fluctuation in pay check reduced phone calls associated with inquiries.
Action
Employee response
Employees notifications have been well received. Modification to the text has been made based on residual questions received.