Business Requirements Document. SR IX 2017 Lump Sum Payment

Transcription

1 Business Requirements Document SR IX 2017 Lump Sum Payment

2 Document Information Document Attributes ID Owner Author(s) Contributor(s) Information SR Payroll Coordination & Tax Services Jaime Espinoza Amy Lee Revision istory Version Issue Date Changes 1.0 2/21/17 Initial Draft 1.1 3/16/17 B. Burkart suggested updates 1.2 3/21/17 B. Burkart worked on 1.3 Service and Payout Year dates and prepared document for 3/22 discussion /22/17 B. Burkart updated proration logic, then updated in meeting with Jaime /6/17 B. Burkart updated dates in R /11/17 M. Gerber added estimated employee counts per location /12/17 B. Burkart updated R0005, R0007, and tab delimited file column description. Document Approvals Role Name Signature Date Associate Vice President Peggy Arrivas & Systemwide Controller SR IX 2017 Lump Sum 2

3 Table of Contents 1 Overview Product/Solution Scope Business Requirements... 7 SR IX 2017 Lump Sum 3

4 1 Overview Produce a one-time lump sum payment for Payout Year 2017 to eligible members of bargaining unit IX as specified in the collective bargaining agreement, effective February 26, Background Effective February 26, 2016, the IX entered into a collective bargaining agreement with the UC. According to the terms of the Collective Bargaining agreement with IX, all eligible NSF IX unit employees who have an active bargaining unit appointment during the payout year will receive a one-time, non-retirement eligible lump sum payment equal to five percent (5%) of base earnings in the bargaining unit for service year July 1, 2015 June 30, Objectives Generate a one-time lump sum payment for payout year 2017 as per collective bargaining agreement with the IX bargaining unit, effective February 26, Related Projects & Dependencies Service Year (used for calculating the lump sum payment): Monthly earnings that were earned from pay period of 7/1/15 7/31/15 through pay period of 6/1/16 6/30/16 Biweekly earnings that were earned from pay period of 07/05/15 07/18/15 through pay period of 06/19/16 07/02/16 PayOut Year (used for determining employee eligibility): Monthly earnings that were earned from pay period of 07/01/16 07/31/16 through pay period of 6/1/17 6/30/17 Biweekly earnings that were earned from pay period of 07/03/16-07/16/16 through pay period of 06/18/17 07/01/17 One-Time Lump sum payments must be made as follows: June 1, 2017 for semester paid employees. July 1, 2017 for quarter paid employees. SR IX 2017 Lump Sum 4

5 1.4 Stakeholders Acronym Description Role * Authorize as ultimate signing authority for any changes to the document R Responsible Responsible for creating this document A Accountable Accountable for accuracy of this document (e.g. project manager) S C I Supports Consulted Informed Provides supporting services in the production of this document Provides input Must be informed of any changes Name Position * R A S C I Shaun Ruiz Payroll Coordinator X X Jaime Espinoza Principal Analyst X X Amy Lee Labor Relations X X X Elizabeth Burkart Business Analyst X X Mary Meyer ITS Programmer X X Maxine Gerber ITS Programmer X X 1.5 Proposed Strategy The one-time Lump Sum program should accomplish the following: Determine if employees on list(s) provided by location had bargaining unit earnings during the Payout Year as described in the Related Projects section. Generate a lump sum payment for all eligible NSF employees (Instructional Faculty and Non-Faculty employees in the IX bargaining unit) equal to five percent (5.0%) of actual base pay earnings for the service year period: July 1, 2015 to June 30, 2016 for monthly earnings, and July 5, 2015 to July 2, 2016 for BW earnings. Not consider payments associated with a Summer Session Appointment (title code 1550, Lecturer in Summer Session) or Summer Salary (DOS Code SSC or SST) when determining eligibility and also when calculating the lump sum payment. For calculating the lump sum amount for Monthly paid NSFs, consider actual base pay earnings paid beginning with MO pay period ending 7/31/15 and ending with MO pay period ending 6/30/16. For calculating the lump sum amount for BiWeekly paid NSFs, consider actual base pay earnings paid beginning with BW pay period ending 7/18/15 and ending with BW pay period ending 7/2/16. Generate a FT Transaction with DOS code LSN (not subject to retirement deductions). Generate a FT Transaction with title code 3999 (not subject to IX dues & fees deductions). SR IX 2017 Lump Sum 5

6 Generate a FT Transaction with a Pay Period End date of 5/30/17 for semester paid locations and with a Pay Period End date of 6/29/17 for quarter paid locations. Charge payments to FAU(s) based on the employee s most recent earnings. Produce a report detailing the calculation of the Lump Sum per the functional requirements. Produce a Costing file. 1.6 Glossary Term UCOP IX NSF Description University of California Office of the President Non-Senate Instructional Unit Instructional Faculty and Non-Faculty employees in the IX bargaining unit 2 Product/Solution Scope 2.1 Included in Scope All employees on eligible list produced by UCOP Academic Personnel and verified by location. 2.2 Excluded from Scope Title Code 1550 and DOS Codes SSC & SST are excluded for the purpose of determining employee eligibility and calculating the lump sum amount. Late pay for prior months that was earned before July 2015 should not be included in the lump sum calculation. astings is out of scope. UCPAT 2.3 Assumptions & Constraints ID Assumption / Constraint Academic Personnel will produce a list of eligible employees at each location Each location will review and sign off on list of eligible employees The one-time program will only calculate a payment for employees on list provided by location This population is not expected to have unrepresented dues (GTN 075). owever, if these happen to be deducted from the lump sum, corrections should be handled manually by the location. SR IX 2017 Lump Sum 6

7 2.3.5 Semester locations include: 1. UCB and UCM 2. Law Schools at UCD, UCLA & UCI 3. UCD School of Veterinary Medicine * Employee home department will be used by the locations to identify law schools and School of Veterinary Medicine. This does not need to be determined programmatically. The lists of eligible employees will be separated by semester and quarter from locations that have both. 2.4 Outstanding Items ID None Description 2.5 Potential Impact: An approximate breakdown of the number of eligible employees at each location is as follows: Berkeley 27 San Francisco 00 Davis 07 Los Angeles 21 Riverside 07 San Diego 09 Santa Cruz 04 Santa Barbara 05 Irvine 12 Merced 02 ASUCLA 00 3 Business Requirements 3.1 Functional Requirements Req ID Requirement Type Requirement Description Priority [L/M/] R0001 Employee eligibility Employee lists will be provided as a for lump sum starting point, and will serve as input into the one-time process. Each employee on the list(s) should be examined to see if they had eligible earnings during the specified payout year. Comments SR IX 2017 Lump Sum 7

8 R0002 Employee eligibility for lump sum Employee eligibility is not dependent on employment status (active, separated, inactive, etc.) R0003 R0004 Employee eligibility for lump sum Employee eligibility for lump sum Employees on Leave without Pay will be flagged on the Warnings report. No payment will be received until they return from leave. Earnings must reflect bargaining unit IX Covered, excluding title code 1550 Earnings with the following DOS codes will be used to determine employee eligibility: All in-unit regular earnings - Includes regular and on call. Excludes overtime, shift differential, specialty pay. (Technical note: pay category = N), except DOS codes SSC and SST R0005 R0006 Employee eligibility for lump sum Lump Sum Calculation Employees are eligible only if they have earnings which meet the following date criteria: The earliest MO pay cycle end included for employee eligibility is 7/31/16 (begin date 7/1/16). The latest MO pay cycle end included for employee eligibility is 6/30/17 (begin date 6/1/17). The earliest BW pay cycle end included for employee eligibility is 7/16/16 (begin date 7/3/16). The latest BW pay cycle end included for employee eligibility is 7/1/17 (begin date 6/18/17). The one-time process should calculate lump sum payment amounts for each eligible employee (based on eligibility requirements above). The payment should be calculated as five percent (.05) of the eligible earnings. SR IX 2017 Lump Sum 8

9 R0007 Lump Sum Calculation To be eligible for inclusion in the lump sum calculation, earnings must meet the following criteria: 1. Earnings must reflect IXC, excluding title code 1550 R0008 Lump Sum Calculation 2. All in-unit regular earnings (includes regular and on call; excludes overtime, shift differential, specialty pay. Technical note: pay category = N), excluding DOS codes SSC and SST, should be included in the lump sum calculation. 3. Earnings that meet this criteria should be included in the calculation: a. The earliest BW pay cycle end included in the calculation is 7/18/15 (begin date 7/5/15). b. The latest BW pay cycle end included in the calculation is 7/2/16 (begin date 6/19/16). c. The earliest MO pay cycle end included in the calculation is 7/31/15 (begin date 7/1/15). d. The latest MO pay cycle end included in the calculation is 6/30/16 (begin date 6/1/16). Prorate the payment across the FAUs in the most recent earnings. Prorate the payment across the FAUs from the employee s most recent earnings associated with Appointment Title Unit Code IX and Appointment Representation Code C (title code 1550 and DOS codes SSC and SST are excluded). In case of rounding off differences among prorated amounts for an employee which can lead to the sum of the prorated amounts being less than the total payment, the declining balance method (subtract against the total payment) should be used to calculate each prorated amount. R0009 One-Time Process Create 4 Output Files: Lump Sum Payment Transactions SR IX 2017 Lump Sum 9

10 R0010 One-Time Process Output Warnings and Controls Report Tab delimited report Standard Costing Transactions File (for input to PPP960 Lump Sum Transactions Generate an FT transaction for each FAU as follows: DOS code LSN Pay period end date May 30, 2017 for semester paid locations and pay period end date June 29, 2017 for quarter paid locations. Distribution Unit Code (EDB2059) in FT transaction should be blank. Appointment Type (EDB2020) in FT transaction should be 5. R0011 R0012 One-time process Output One-Time Process Output Title code 3999 should be used on the FT transaction so that it will map to the 99 bargaining unit and the payment will not be subject to union deductions, per the contract. Any errors encountered should be output to the Warnings and Control report with the appropriate message. Tab Delimited File Columns of the tab delimited file should consist of: Employee Name (EDB0105) (header Employee Name) Employee ID (header Emp ID) Employment status Pay Period End Date of eligible earnings used to calculate the lump sum amount (header PPE) Base Earnings for Pay Period (Base Earnings) Calculated Lump Sum Amount by pay period (Lump Sum (5%)) Total Base Earnings for all pay Periods (total line) Total Calculated lump sum amount (on total line) R0013 One-Time Process Output SR IX 2017 Lump Sum 10 Standard Costing File For each FT transaction, create a standard costing transaction.

11 R0014 One-Time Process Output All transactions will be processed together regardless of the employee s primary pay cycle. R0015 One-Time Process FT transactions from the one-time process should be run into the following computes: Paid on June 1, 2017 for Semester paid location and Paid on July 1, 2017 for Quarter paid locations. Installation instructions, no coding SR IX 2017 Lump Sum 11