PROCESSES Benefits Risk Labor Workforce Planning Payroll CalPERS Invoices
Benefits notifies Payroll
of any notices and
invoices in CalPERS.
No Risk duties No Labor duties No WFP duties Payroll may receive invoices directly from CalPERS in addition to the ones
forwarded from Benefits. Payroll
processes CALPERS invoices.
Service/Disability
Retirement Process
Benefits processes
employee service
purchase requests.
(SERVICE ONLY)
Risk Processes Paperwork for
Disability Retirements
No Labor duties No WFP duties Payroll processes Employer Paid Member Contributions and reports to
CalPERS for those who qualify.
Payroll will answer employee
questions pertaining to Employer
Paid Member Contributions reported
to CalPERS. This includes salary
adjustments, final pay, reportable
compensation, calculations, etc.
Industrial Disability
Retirement (IDR)
Process
Benefits is notified by
Risk and Benefits
indicates leave type in
CalPERS.
Risk processes all necessary
documentation for CalPERS and
the City. HR works with
employee on IDR retirement
process and submission. HR
notifies the employee's
department and payroll of
separation dates and instructs
the department to process a
Personnel Action Entry. HR
processes Advanced Disability
payments and enters into
MUNIS monthly.
No Labor duties No WFP duties Payroll confirms last working day when Risk inquires.
Employer Paid Member
Contribution Reporting
(EPMC)
Benefits provides
employee with EMPC
form. Once completed by
employee, form is sent
back to Benefits to
confirm status, then
forwarded to Payroll.
No Risk duties No Labor duties No WFP duties Payroll processes EPMC and reports to CalPERS for those who qualify.
Payroll will answer employee
questions pertaining to EPMC
reported to CalPERS. This includes
salary adjustments, final pay,
reportable compensation,
calculations, etc. Payroll also
provides responses to CalPERS on
questions related to EPMC.
CalPERS Emails -
Request for Information
Benefits compiles
requested documents,
submits salary schedules,
submits job descriptions,
reviews reciprocity
questions, and confirms
CalPERS status with
CalPERS representatives.
No Risk duties No Labor duties No WFP duties Payroll addresses issues and questions pertaining to
overreporting, incorrect salary being
reported, reportable compensation,
payroll errors, and contributions
reported. Payroll will also make the
necessary adjustments in CalPERS
after reviewing all pertinent
information.
Classic/PEPRA
Verification
Benefits verifies and
enters into MUNIS.
No Risk duties No Labor duties No WFP duties No Payroll duties Reciprocity
Benefits completes
paperwork and reports to
CalPERS.
No Risk duties No Labor duties No WFP duties No Payroll duties Overpayments
No Benefits duties No Risk duties No Labor duties No WFP duties Payroll works with employees on repayment plans. They will work
with the various departments,
unions, or City Attorney's office as
needed.
HUMAN RESOURCES PAYROLL PROCESSING DUTIES/RESPONSIBILITIES Attachment H
Personnel Action Entry
Benefits adds benefit
deductions for all City
employees. Accrual Types
and Tables are defaulted
when job class is entered
in the Employee Job
Salary screen. Conducts
full review at step 30 of
PAE Workflow.
No Risk duties No Labor duties WFP initiates personnel
actions for employees
who have
interdepartmental
actions. For new hires,
WFP updates Employee
Master Main then
releases PAE for
departments to
complete. WFP reviews
Employee Job Salary
records and Employee
Master main records
during PAE Workflow.
Payroll does not initiate Personnel
Action Entries. Payroll is the final
approver of Personnel Action Entries
prior to posting to payroll. Items
reviewed include bargaining unit,
income tax withholding, direct
deposits, union dues, garnishments,
CalPERS purchase of Service Credit,
accrual balances (transfers &
populations), and processes the retro
calculation if the Personnel Action
Entry is back dated.
Gap Payments
Benefits enters the
following information in
Gap log: leave start and
end dates, expected
return date, confirmation
if employee is already
returned to work, and if
employees need to use
accruals while they are
out on leave. Notifies
Payroll.
Risk enters the dates and hours
the employee was off work due
to injury or illness and what
forms of workers' compensation
disability payments, if any, they
received during the pay period
being processes, and sends to
Payroll. Risk keeps a log.
No Labor duties No WFP duties Payroll adjusts in payroll warrant after receiving report from
Benefits/Risk.
Adjustments Before Tax
Log (ABT)
Benefits enters any catch-
up contributions or
refund requests from
benefit deductions in
Adjustments Before Tax
log for Payroll to process.
No Risk duties No Labor duties No WFP duties Payroll makes the necessary adjustments on employees'
paychecks.
Paycheck Discrepancies
No Benefits duties No Risk duties Labor only involved if employee complained or filed
grievance.
No WFP duties Payroll pays out to employee any
retro pays and adjusts hours worked,
updates fields in Employee Job Salary
such as existing pay code dollar
amounts, adds/deletes add pays or
base pays, end dates PC, dates, etc.
Pay Master
No Benefits duties No Risk duties No Labor duties No WFP duties Payroll updates Pay Master and creates new pay codes; mass imports
pay codes to employees. Payroll
confirms all paycodes are set up and
implemented according to CalPERS
Regulations and MOU provisions.
Deferred Comp
Employee signs forms
(new hires, deduction
change form, final
payout) provided by
Benefits. Benefits
processes by making
changes to deductions in
Munis.
No Risk duties No Labor duties No WFP duties No Payroll duties.
Deferred Comp Loans
Employees request loans
on Empower website.
Benefits processes
deduction code changes
in Munis.
No Risk duties No Labor duties No WFP duties No Payroll duties Attachment H
Patient-Centered
Outcomes Research
Institute (PCORI) Fee
Benefits requests Patient-
Centered Outcomes
Research Institute fee
calculation from Benefits
broker. They provide teh
invoice and fee details.
Benefits forwards the
invoice to Payroll for
processing.
No Risk duties No Labor duties No WFP duties Payroll pays the invoice.
Annual Salary &
Benefits Costs Memo
Benefits compiles data
from CalPERS and MOUs
to create an annual
Salary and Benefits Costs
Memo and submits to
the Chief Financial Officer
and Payroll division.
No Risk duties No Labor duties No WFP duties Payroll updates CalPERS rates for employee and employer deductions
(percentages); section 125 and 132
admin fees, group life insurance
rates, and group long term disability
rates.
Vacation Sellback
No Benefits duties No Risk duties During the month of October, Labor makes updates to
Payroll's Vacation Cash Out
form in accordance with the
bargaining unit MOU
provisions and provides it to
the Payroll.
No WFP duties Payroll uploads form to City Link and
notices departments. Employees
submit comleted forms to Payroll.
Payroll verifies employees meet all
requirements for cash out then
processes accordingly.
Part-Time Sick Leave
Hours in Accordance
with City Policy
#12.05.010
Benefits assignes accrual
banks to employees.
No Risk duties No Labor duties No WFP duties Payroll will adjust the amount of eligible sick leave hours as needed.
Memorandum of
Understanding (MOU)
Language Clarification
No Benefits duties No Risk duties Labor provides support on interpretation and intent of
Memorandum of
Understanding language, if
Payroll needs assistance.
No WFP duties Payroll verifies all information within
Tyler MUNIS is set up and
implemented according to MOU
provisions.
Implementation of
Successor
Memorandum of
Understanding
No Benefits duties No Risk duties When a new Memorandum of Understanding is adopted,
Labor will hold a meeting with
impacted HR divisions. Labor
will provide information on
any changes to pay and
benefits and provide
explanation of new
Memorandum of
Understanding language.
No WFP duties Payroll updates Tyler MUNIS and
confirms changes are implemented
according to the updated MOU
provisions.
Union Dues/Changes
No Benefits duties No Risk duties Will refer questions regarding dues or changes to dues from
employees to Union or Payroll.
No WFP duties Payroll reviews Personnel Actions to
confirm employees are in the correct
bargaining unit. Payroll processes
Authorization Union Dues forms
change requests.
Union Dues Increase
No Benefits duties No Risk duties Upon receiving notification from the Union about Union
dues increases, Labor drafts a
letter to notify Payroll. Labor
outlines the new increase and
its effective date in the letter.
No WFP duties Payroll implements the new dues
deductions.
Check off Union
member rosters
No Benefits duties No Risk duties HR receives roster from Operating Engineer's Local 3
with a list of all employees in
the bargaining unit. Labor
sends the roster to Payroll.
No WFP duties Payroll reviews the roster and
reconciles against payroll deductions.
Attachment H