Business Requirements Document. SR BX Ratification Lump Sum Payment

Transcription

1 Business Requirements Document SR BX Ratification 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 History Version Issue Date Changes 1.0 8/27/18 Initial Draft 1.1 9/10/18 Added Functional Requirements-JRE 1.2 9/17/18 Added R0015-JRE 1.3 9/18/18 Updated JRE 1.4 9/19/19 Clarified some requirements-nadine 1.5 9/24/18 Clarified more requirements with Jaime - Nadine Document Approvals Role Name Signature Date Associate Vice President Peggy Arrivas & Systemwide Controller

3 Table of Contents 1 Overview Product/Solution Scope Business Requirements... 7

4 1 Overview Produce a one-time ratification lump sum payment to eligible members of bargaining unit BX as specified in the collective bargaining agreement ratified on August 24, Background On August 24, 2018, the BX bargaining unit ratified an agreement with the UC. According to the terms of the Collective Bargaining agreement with BX, all eligible BX unit employees will receive a one-time, non-retirement eligible ratification lump sum payment. Payments are due to the eligible employees on 11/1/2018 for Monthly paid employee and on 11/14/18 for BiWeekly paid employees. 1.2 Objectives Generate one-time ratification lump sum payments as per the BX collective bargaining agreement ratified on August 24, Related Projects & Dependencies One-Time ratification lump sum payments for eligible appointments as of October 1, 2018 must be made on November 1, 2018 (MO) or November 14, 2018 (BW). One-Time ratification lump sum payments for appointments submitted after October 1, 2018 but before November 1, 2018 must be made on December 1, 2018 (MO) or December 5, 2018 (BW). Payments issued to separated employees will be mailed to last known address.

5 1.4 Stakeholders Acronym Description Role * Authorize Has 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 X Jaime Espinoza Principal Analyst X X X X Amy Lee Labor Relations X X X Elizabeth Burkart IT Business Analyst X X X Rebecca McLeland ITSS Business Analyst X X X 1.5 Proposed Strategy The one-time ratification lump sum program should accomplish the following: Generate a $ non-base building, non-ucrp eligible lump sum payment for eligible ASE employee in accordance with each of the following eligibility criteria: o o Be appointed to a BX bargaining unit covered title code for any period of time between, August 22, 2018 and October 31, Sum of BX bargaining unit covered appointment(s) must equal twenty five percent (25%) or greater. EEs with eligible appointments as of October 1, 2018 are to be paid on November 1, 2018 (MO) or November 14, 2018 (BW) EEs with eligible appointments submitted after October 1, 2018 but before November 1, 2018 must be made on December 1, 2018 (MO) or December 5, 2018 (BW). A One-Time (FT) Transaction will be used to generate payment. DOS/EARN code LSN will be used for One-Time transaction so payment will not be subject to retirement deduction.

6 Employee s current Job/Title code will be used for One-Time transaction. Charge payments to current Employees against current FAU(s). Charge payments to separated employees against the last FAU(s) on file and mail to the last known address. Produce a report detailing Employee s Eligibility for Ratification Lump Sum Payment with the following information: Employee Name Employee ID # Eligible job(s)/appointment(s) Title/Job Code Appointment/Job Number Job/ Appointment Begin Date Job/ Appointment End Date Appointment/Job Percentage EEs on an approved LWOP should be flagged on Warning and Control report. MO and BW EEs receiving a lump sum on 11/1/18 or 11/14/18, respectively, should not be considered for a lump sum payment on subsequent runs of the one-time program. 1.6 Glossary Term UCOP BX ASE FT UCRP Description University of California Office of the President Non-Senate Instructional Unit Academic Student Employees in the BX bargaining unit One-Time Payment Transaction University of California Retirement Program

7 2 Product/Solution Scope 2.1 Included in Scope All EEs in PPS & UCPATH with BX Covered job/appointment code(s). 2.2 Excluded from Scope All EEs in PPS & UCPATH without BX Covered job/appointment code(s). 2.3 Assumptions & Constraints ID Description Each location will review and sign off on list of eligible employees Each location will remove any pay transactions generated due to Summer Session Appointments. 2.4 Outstanding Items ID Description 3 Business Requirements 3.1 Functional Requirements Req ID Requirement Type Requirement Description R0001 Eligibility Select Eligible Employees for processing based on EDB data. EDB Criteria: The employee must have appointment(s) in BX: a. For any period of time between August 22, 2018 and October 31, b. EDB Title Unit Code BX and Appointment Representation Code C. c. Sum of Appointment(s) Percentage over appointments satisfying (a) and (b) greater or equal to 25%. R0002 One-time Process For Monthly paid EEs with eligible appts as of 10/1/18, The one-time process should create FT transactions to be paid on November 1, 2018 Priority [L/M/H] Comments

8 R0003 One-time Process For BiWeekly paid EEs with eligible appts as of 10/1/18, The one-time process should create FT transactions that must be paid on November 14, R0004 One-time Process For Monthly paid EEs with eligible appts established on the EDB 10/2/18 through 10/31/18, The one-time process should create FT transactions to be paid on December 1, Appointments could be late retroactive appointments. R0005 One-time Process For BiWeekly paid EEs with eligible appts established on the EDB 10/2/18 through 10/31/18, The one-time process should create FT transactions to be paid on December 5, Appointments could be late retroactive appointment. R0006 One-time Process Prorate the payment across FAU based on EDB data Prorate the $ payment across the FAUs from the employees Current EDB distributions associated with Appointment Title Unit Code BX and Appointment Representation Code C. 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 (flat dollar amount), the declining balance method (subtract against the total payment) should be used to calculate each prorated amount. Current refers to the distributions that are current in the EDB backup that is loaded before the one-time is run. Charge payments to separated employees against the last FAU(s) on file in the EDB distributions associated with BXC and mail to the last known address. R0007 One-time Process Create Output Files Lump Sum Payment Transactions Warnings and Controls Report Tab delimited report No Costing file

9 R0008 One-time Process Lump Sum Transactions Generate a one-time pay transaction for each FAU having EARN/DOS code LSN and pay period end date October 30, 2018 (for pay transactions paid November 1 or 14, 2018). R0009 One-time Process Lump Sum Transactions Generate a one-time pay transaction for each FAU having EARN/DOS code LSN and pay period end date November 29, 2018 (for pay transactions paid December 1 or 5, 2018). R0010 One-time Process Employee s current Job/Title code should be used on the one-time pay transaction(s). EEs with no active eligible appointments on EDB but has earnings under eligible title code, flag on W&C report. Create a trans for each FAU? Maxine says yes. Current refers to the distributions that are current in the EDB backup that is loaded before the one-time is run. R0011 One-time Process Output Transactions are placed in a separate file based on the pay cycle to be paid. Any errors encountered should be output to the Warnings and Control report with the appropriate message. R0012 One-time Process Tab Delimited File Columns of the tab delimited file should consist of: Employee Name Employee ID Employment Status Code Eligible job(s)/appointment(s) o Job/Appointment # o Title/Job Code o Job/Appt. Begin Date o Job/Appt. End Date o Job/Appt. Percentage The column headers should be: EMPLOYEE NAME EMP ID

10 STATUS JOB/APPOINTMENT # JOB/TITLE CODE JOB/APPT BEGIN DATE JOB/APPT END DATE JOB/APPOINTMENT % R0013 One-time Process Warning & Control Report: o EEs deemed eligible for a lump sum and on an approved LWOP (EDB0144 = N) should be flagged and listed on the W & C report. These EEs should not be included in the one-time pay transactions **Lump Sum will need to be paid manually when EE returns to pay status. R0014 One-time Process MO and BW EEs receiving a lump sum on 11/1/18 or 11/14/18, respectively, should not be considered for a lump sum payment on subsequent runs of the one-time program. R0015 One-time Process Warning & Control Report: EEs receiving earnings under an eligible job/title code in the following Pay periods but not having an appointment on the employee data base should be flagged and listed on the W & C report: *MO pay period end dates: 8/31/18, 9/30/18 or 10/31/18 *BW pay period end dates: 8/25/18, 9/8/18, 9/22/18, 10/6/18, 10/20/18 or 11/3/18 If EE has any eligible appt. on EDB but at least one has no active distributions, flag emp on W&C report with message Emp appears eligible for payment but missing FAU info