Kansas SHARP Blog

#905 Reminder: HOT TOPIC! SHARP Subject Areas and Dashboards

2011-04-26T15:36:00.002-05:00

REMINDER: DATA WAREHOUSE USERS

The SHARP (HCM) data warehouse subject areas and dashboards will be unavailable beginning at 7:00 AM Wednesday, April 27^th for maintenance. The maintenance is expected to take the rest of the week and through the weekend. We will notify you in a follow-up message when it becomes available again.

Sincerely,

SHARP Team

#905 HOT TOPIC! SHARP Subject Areas and Dashboards

2011-04-25T15:14:00.002-05:00

ATTENTION: DATA WAREHOUSE USERS

Sincerely,

SHARP Team

#904 Vacation Overage Message Posted on State Employee Services Website

2011-04-21T15:11:00.000-05:00

Vacation Overage Message Posted on State Employee Services Website
We have just posted the following Vacation Overage message on the State Employee Services website www.kansas.gov/employee beneath the “Important Notices” section.

The Department of Administration, Division of Personnel Services, is providing you this notice in the event you wish to refer your employees to the website for information on this topic.
“The last day to use vacation leave that is over the maximum is Saturday, June 11, 2011*. Read More…..

*Vacation Overage Information

Classified employees, and unclassified employees who follow Executive Order 04-13, and whose vacation balance is, or soon will be, over the maximum: You must use your excess vacation leave by Saturday, June 11, 2011 (or a preceding work day, such as Friday, if you do not work Saturdays).

If you are unable to take the excess vacation leave, your Human Resource or Payroll office will ensure up to 40 hours of vacation leave that is over the maximum allowed is converted to sick leave at the end of the fiscal year.

The hours you accrue during the 05/29/11 - 06/11/11 pay period are not affected.

The table below outlines the accumulation limits based on your length of service if you are a classified employee, or an unclassified employee who follows Executive Order 04-13. If you are unsure if you fall into this category, contact your Human Resources office for assistance as your maximum accumulation may differ.

Length of Service	Maximum Accumulation
Less Than 5 Years	144
5 Years and Less Than 10	176
10 Years and Less Than 15	208
15 Years and Over	240

Leave balances are viewable in the View Leave Balances section of State of Kansas Employee Self Service. However, please note that Vacation Leave Overages, if applicable, are not displayed separately from the Vacation Ending Balance.

If you have questions, please contact your Human Resource or Payroll office.”

#903 SHARP (including Self Service) is available again (4/20/2011)

2011-04-20T13:31:00.001-05:00

SHARP, including Self Service, is available again. Thank you for your patience.

#903 SHARP (including Self Service) will be taken down from approximately 1:00 - 1:30 PM today (4/20/2011)

2011-04-20T11:01:00.002-05:00

The SHARP System (including Employee Self Service) will be taken down from approximately 1:00 - 1:30 PM today (4/20/2011) to resolve browser issues that are being experienced by employees in an agency while using Employee Self Service.

We will notify you as soon as the system becomes available after 1:30.

We apologize for any inconvenience this may cause.

#902: Workers Compensation Efficiencies

2011-04-15T08:56:00.001-05:00

Workers Compensation Efficiencies

We have been notified that there has been an increase in the number of adjustments needed for employees receiving workers compensation wage replacements. The reason for the delay can be attributable to the timing of payments of wage reimbursements.

The following information was developed by the State Self Insurance Fund (SSIF) in the hopes of expediting workers compensation payments, which in turn should allow for more timely workers compensation timesheet defaults (WCH/WCE codes in timesheets).

The State Self Insurance Fund (SSIF) is responsible for entering disability payment for employees that are taken off work or given restrictions by an authorized treating physician that the employer is not able to accommodate due to a compensable work comp injury. To ensure this is done in a timely manner, we need participation from injured workers as well as all agency personnel. Please see below for what is needed from the injured worker and the agency to enable SSIF to accomplish this task timely.

· Injured worker must request a written work status that provides 24 hour per day restrictions from the authorized treating physician at each and every appointment. This work status also needs to include the appointment date/time for the follow-up visit.

· Injured worker must deliver the work status to their agency immediately after the appointment or immediately the next morning.

· Agencies must notate on the work status if the restrictions can or cannot be accommodated and beginning what date that the restrictions can or cannot be accommodated.

· The notated work status then needs submitted immediately to SSIF by fax (785-296-6995) or e-mailed directly to the appropriate adjuster.

Please remember, if an injured worker has an appointment with the authorized treating physician on the last Friday of the pay period and we don’t receive the work status until late in the day, or until Monday, the workers compensation hours will not be in SHARP until the day after the adjuster enters the workers compensation pay for that pay period.

This process will provide the assigned SSIF Adjuster the information needed to enter the workers compensation hours Tuesday through Friday during the week prior to pay calc week so agency time keepers can see the workers compensation hours when they enter time/leave during the payroll calculation week.

#901: SHARP will be unavailable April 15-17

2011-04-06T11:07:00.003-05:00

The SHARP system will be unavailable beginning at 6:00 p.m. on Friday, April 15, 2011 and may not be available again until 1:00 p.m. on Sunday, April 17, 2011. The Department of Administration will be archiving historical data in the SHARP system related to calendar year 2005. SHARP system tables being archived include employee timesheet information, W-2 data, paycheck data, employee payroll balances, and selected other payroll-related data.
If the archive process completes early enough on Saturday, April 16, 2011, the SHARP system may be available sometime in the afternoon. However, agencies should plan for the system to be unavailable on this day. Once the archive is complete, the data for calendar year 2005 in the tables noted above will no longer be available in the SHARP database.
Please note the KPAY318 report uses data stored in the balance tables affected by the archive process. Therefore, you will no longer be able to generate this report for calendar year 2005. If the agency needs a record of an employee's earnings, taxes and deductions for a particular year, it will be necessary for the agency to generate and print the KPAY318 report prior to the archive date for that year.

#900 HOT TOPIC! Data Warehouse is now Available

2011-04-01T12:55:00.002-05:00

Dear Colleague

The Data Warehouse link in SHARP and SMART is now available. The maintenance was done to reload some of the SMART (FMS) subject areas. These subject areas required a reload to either remove delete scenarios from the data warehouse (deleted distribution lines from a voucher in SMART appear in the data warehouse) or as part of the required resolution for an issue related to the Project Dimension. The following subject areas were reloaded:

· FMS - AP - KS Vouchers and Payments

· FMS - GL - Commitment Control Activity Log

· FMS - ESA - KS Expense Reports

FMS - GL - Commitment Control Budget Balances is still unavailable. We will notify you when it becomes available.

SMART Team

#900 Hot Topic! Data Warehouse Still Unavailable

2011-03-29T11:44:00.002-05:00

Data Warehouse Users:

The Data Warehouse link in SHARP and SMART is still unavailable for maintenance. We expect to have the work complete and the data warehouse ready to be available with current data Thursday. We will notify you in a follow-up message when it becomes available.

SMART Team

#900 Hot Topic! Data Warehouse Down at Noon Today

2011-03-25T08:32:00.002-05:00

Data Warehouse Users:

The Data Warehouse link in SHARP and SMART will be unavailable today (Friday, 3/25) beginning at 12:00 Noon for maintenance. The maintenance is expected to take all afternoon. We expect the data warehouse will be available again Monday (3/28) morning and we will notify you in a follow-up message when it becomes available.

SMART Team

#899 New Direct Deposit Payroll Warning Message displayed on Review Payroll Error Messages Page and on PAY011 Report

2011-03-23T14:27:00.002-05:00

New Direct Deposit Payroll Warning Message displayed on Review Payroll Error Messages Page and on PAY011 Report

In an effort to aid and facilitate compliance with 100% electronic payment for employee payroll, a new payroll warning message has been developed and will be generated during pay calc only when employees have a paysheet created but no direct deposit record established. The Message ID and Description shown below will be displayed on-line on the Review Payroll Error Messages page and also on the PAY011-Payroll Error Messages report.

Message ID:100005

Message Description: Direct Deposit Rcd Not Found

WARNING: No active direct deposit record exists for the employee.

As a reminder, agencies should continually monitor payroll error messages during calc week. Payroll error messages can be viewed on-line in SHARP using the following path: Payroll for North America>Payroll Processing USA>Review Processing Messages. Enter the payroll period ending date for the payroll period being calculated and click on the ‘Search’ box. Any employees in your agency with a payroll error message will then be listed. If this type of warning message occurs, agencies should proceed to set up a traditional direct deposit record for the employee or a Skylight paycard, if applicable, before final calc and confirm processes on Friday night of calc week.

#898 Data Warehouse link in SHARP and SMART is now available

2011-03-16T14:02:00.002-05:00

The Data Warehouse link in SHARP and SMART is now available.

Thank you for your patience.

#898 Data Warehouse Down at Noon Today

2011-03-16T11:32:00.002-05:00

The Data Warehouse link in SHARP and SMART will be unavailable today at Noon in order to finalize the rollout of a new subject area. The outage is expected to last approximately 1 hour. We will notify you in a follow-up message when the data warehouse becomes available again.

#897 Payroll Processing for 2011 Gift Cards

2011-03-11T10:41:00.002-06:00

Kansas Health Policy Authority (KHPA) HealthQuest has again implemented a program for plan year 2011 that includes the incentive of a $50 Gift Card for completing the HealthQuest Personal Health Assessment (PHA). As a reminder, the Gift Card Award is a taxable fringe benefit to the plan participant for the total of all gift cards selected by or for the plan participant and their eligible dependent(s). For State employees and their eligible dependents, the taxes on the fringe benefit income will be deducted from the participating employee’s paycheck based on the issue date of the employee e-mail and/or notification letter which provides the information for gift card redemption. Fringe Benefit Income is added to, and reported in, taxable gross wages on the W-2.

The ‘FBN’ earnings for the gift cards will be loaded directly to the employee paysheets for payroll processing. The ‘FBN’ earnings can be viewed on the employees paycheck beginning Wednesday morning following the first preliminary calc. In addition, agencies will continue to receive the KTECKHPA report in their agency mailbox on the MVS, also available on Wednesday morning following the first preliminary calc, which lists all employees in the agency who had ‘FBN’ earnings added to their paysheet for the biweekly pay period being processed. The first pay period for plan year 2011 gift cards that was processed in payroll was the pay period February 6, 2011 to February 19, 2011 paid March 4, 2011.

#896 Daylight Saving Time Implemented

2011-03-07T09:43:00.001-06:00

Daylight Saving Time Implemented

Clocks will be set ahead one hour at 2:00 AM Sunday, March 13, 2011, in observance of Daylight Saving Time.

If you have employees who work during this time, refer to Bulletin 96-01 Daylight Saving Time for information on how to record Daylight Saving Time in SHARP using earnings code DST.

You may access Bulletin No. 96-01 “Daylight Saving Time” at the Department of Administration, Division of Personnel Services Bulletins page: http://da.ks.gov/ps/documents/bulletins/

#895 KPAYWAGE and KPAY303 Report Availability

2011-03-01T15:09:00.002-06:00

Due to the timing of when SMART opened processing for transactions dated in March, the on-cycle KPAYWAGE report for the 2/19/11 pay period end date was created today instead of during processing on the evening of 2/28/2011. The report should now be available for downloading from each agency’s MVS mailbox.

For agencies who utilize the KPAY303 report, it is in the process of being created and will appear in agency MVS mailboxes with a date time stamp of later this afternoon.

#894 SHARP and Employee Self-Service available during normal business hours today

2011-02-23T07:08:00.003-06:00

SHARP and Employee Self-Service available during normal business hours today

The technical issues that required SHARP and Employee Self-Service to be taken down have been resolved. The systems were restored back to 6:00 a.m. on Tuesday, February 22nd. As a result all data entry that occurred yesterday was lost. We are sorry for the rework this is going to cause your agency. Please let staff in the Division of Personnel Services or Division of Accounts and Reports know if there is anything we can do to assist you.

As stated in yesterday's SHARP message the Job Data cutoff and the first preliminary pay calculation are rescheduled for tonight (Wed, Feb. 23rd); therefore if you have data that needs to be entered for cutoff, you now have until 6PM tonight.

# 893 SHARP System Still Down - Tuesday Night Batch Jobs Rescheduled for Wednesday Night

2011-02-22T16:41:00.002-06:00

Due to continued technical issues, SHARP will remain down tonight. The nightly batch jobs have been cancelled for this evening. As a result, the Job Data cutoff and the first preliminary pay calculation has been rescheduled for Wednesday night; therefore if you have data that needs to be entered for cutoff, you now have until 6PM Wednesday night.

We will send a message as soon as we know that SHARP is available. If the system continues to be down on Wednesday, we will reassess the nightly batch schedule. Thank you for your continued patience.

#892 SHARP System will be taken down immediately due to technical issues

2011-02-22T13:14:00.003-06:00

SHARP System will be taken down immediately due to technical issues

The Division of Information Systems and Communications has notified us that due to technical difficulties the SHARP system needs to be taken off-line immediately. We will notify you as soon as the system becomes available

We apologize for the short notice, and for any inconvenience this may cause.

#891 MVS Users: Mainframe (MVS) not available today (02/21/11) from noon – 1PM to access SHARP Reports

2011-02-21T12:05:00.002-06:00

The MVS will not be available today (02/21/11) from noon – 1PM. You should be able to log back into the MVS using Core FTP to retrieve Centrally run SHARP reports after 1PM.

You should continue to be able to log into SHARP during the MVS outage.

We apologized for the short notice.

#890 SHaRP Batch Processing (Including Off Cycle Run ‘B’ for pped 01/22/11) Delayed Due to Inclement Weather

2011-02-02T14:12:00.001-06:00

The SHaRP Batch processing originally scheduled for Wed. night, Feb 2nd has been delayed until Thursday night, Feb. 3rd due to the Inclement Weather declarations issued for Feb. 1st and 2nd.

The online SHaRP Run ‘B’ off-cycle Cutoff for pay period end date (pped) 01/22/11 has been extended to 6:00pm on Thurs., Feb. 3rd. On-line payroll adjustments entered by the new cutoff will be processed overnight Thurs, Feb. 3rd. The check date for the payroll off-cycle Run ‘B’ for pped 01/22/11 will continue to be 02/7/11.

#889 Inclement Weather Declared: Shawnee County For Wednesday, February 2, 2011

2011-02-01T15:47:00.000-06:00

Governor Sam Brownback has declared Inclement Weather for Wednesday (12:00 AM, Midnight, Wednesday, 02/02/2011 through 11:59 PM Wednesday, 02/02/2011) for benefits eligible non-essential State of Kansas Executive Branch employees, who work in Shawnee County.

A reassessment of the weather conditions will be made at a later time to determine if this declaration will be extended. Listen to local radio and television for additional information.

Note: This declaration does not include employees in the Board of Regents, Regents Institutions, the Judicial Branch, nor the Legislative Branch of Government. Their designated representative will make a separate declaration for those employees if appropriate.

Appointing authorities in offices located outside Shawnee County have the option to declare Inclement Weather for those counties.

In the event of a Declaration of Inclement Weather, state government closes for non-essential state employees during the period of Inclement Weather. Benefits eligible non-essential employees who are scheduled to work shall be placed on Inclement Weather Leave.

The following information addresses how the Inclement Weather Policy relates to SHARP Time and Leave and SHARP Time and Labor.

Record leave for Time and Leave benefits eligible non-essential employees, who were originally scheduled to report to work while the Inclement Weather Policy is invoked, with IWN (Inclement Weather - Non-exempt) or IWE (Inclement Weather - Exempt).

Record leave for Time and Labor benefits eligible non-essential employees, who were originally scheduled to report to work while the Inclement Weather Policy is invoked, with IWN (Inclement Weather).

Both non-exempt and exempt employees record this leave in .25 increments. Classified temporary employees do not receive Inclement Weather pay.

Employees who work during the period of Declared Inclement Weather shall record hours worked as they normally would had there not been a Declaration of Inclement Weather.

Employees who received prior approval for authorized leave during the period covered by the Declaration of Inclement Weather shall record the leave they originally requested (such as sick or vacation leave) instead of IWN or IWE.

A copy of the Inclement Weather Policy may be viewed at the SHARP Customer Service Documents website www.da.ks.gov/sharp/documents and the Department of Administration/Personnel-Related Documents website: http://da.ks.gov/ps/documents/

#888 Inclement Weather Declared Shawnee County from Midnight, 12:01 AM Tuesday, 02/01/2011 through 11:59 PM Tuesday, 02/01/2011

2011-01-31T16:50:00.000-06:00

Governor Sam Brownback has declared Inclement Weather from , 12:01 AM Tuesday, 02/01/2011 through 11:59 PM Tuesday, 02/01/2011 for benefits eligible non-essential State of Kansas Executive Branch employees, who work in Shawnee County.

A reassessment of the weather conditions will be made at a later time to determine if this declaration will be extended. Listen to local radio and television for additional information.

Note: This declaration does not include employees in the Board of Regents, Regents Institutions, the Judicial Branch, nor the Legislative Branch of Government. Their designated representative will make a separate declaration for those employees if appropriate.

Appointing authorities in offices located outside Shawnee County have the option to declare Inclement Weather for those counties.

In the event of a Declaration of Inclement Weather, state government closes for non-essential state employees during the period of Inclement Weather. Benefits eligible non-essential employees who are scheduled to work shall be placed on Inclement Weather Leave.

The following information addresses how the Inclement Weather Policy relates to SHARP Time and Leave and SHARP Time and Labor.

Record leave for Time and Leave benefits eligible non-essential employees, who were originally scheduled to report to work while the Inclement Weather Policy is invoked, with IWN (Inclement Weather - Non-exempt) or IWE (Inclement Weather - Exempt).

Record leave for Time and Labor benefits eligible non-essential employees, who were originally scheduled to report to work while the Inclement Weather Policy is invoked, with IWN (Inclement Weather).

Both non-exempt and exempt employees record this leave in .25 increments. Classified temporary employees do not receive Inclement Weather pay.

Employees who work during the period of Declared Inclement Weather shall record hours worked as they normally would had there not been a Declaration of Inclement Weather.

Employees who received prior approval for authorized leave during the period covered by the Declaration of Inclement Weather shall record the leave they originally requested (such as sick or vacation leave) instead of IWN or IWE.

A copy of the Inclement Weather Policy may be viewed at the SHARP Customer Service Documents website www.da.ks.gov/sharp/documents and the Department of Administration/Personnel-Related Documents website: http://da.ks.gov/ps/documents/

#887 2010 Total Compensation Statements Available in Employee Self-Service

2011-01-31T14:03:00.002-06:00

The 2010 Total Compensation Statements are now available online. Employees can view their statements by signing into Employee Self Service on the State Employee Services page at http://www.kansas.gov/employee/.

Statements are available for all benefits eligible employees excluding employees at Regents Institutions. The Regents Institutions will provide the information directly to their employees. However, if one of your agency employees was also employed by a Regents Institution during 2010, the online statement will include those earnings.

The 2010 Total Compensation Statement shows wages paid in 2010 (paycheck issue dates January 8, 2010– December 24, 2010). The statement does not replace W-2 forms or other income tax related information and is not intended for use in tax preparation.

Agencies may also use SHARP reporting capabilities to print a Total Compensation Statement for individual employees. The report displays both the employee’s direct and indirect compensation. The report is located at Workforce Administration>Workforce Reports>Total Compensation Statement. If you print a report for an employee please give the employee a copy of the “Total Compensation Statement Information Form.” It lists examples of the types of pay and employer contributions that may be included in their statement and is posted at http://da.state.ks.us/sharp/documents/.

#886: Inclement Weather Information

2011-01-28T09:14:00.001-06:00

The following message pertains to Inclement Weather that was previously declared for Shawnee County. We apologize for the delay in being able to provide this information.

Inclement Weather was declared from 6:00 AM Tuesday, 01/11/2011 through 9:00 AM Tuesday, 01/11/2011, and from 6:00 AM Thursday, 01/20/2011 through 10:00 AM Thursday, 01/20/2011 for benefits eligible non-essential State of Kansas Executive Branch employees, who work in Shawnee County.

Note: This declaration does not include employees in the Board of Regents, Regents Institutions, the Judicial Branch, nor the Legislative Branch of Government. Their designated representative will make a separate declaration for those employees if appropriate.

Appointing authorities in offices located outside Shawnee County have the option to declare Inclement Weather for those counties.

In the event of a Declaration of Inclement Weather, state government closes for non-essential state employees during the period of Inclement Weather. Benefits eligible non-essential employees who are scheduled to work shall be placed on Inclement Weather Leave.

The following information addresses how the Inclement Weather Policy relates to SHARP Time and Leave and SHARP Time and Labor.

Record leave for Time and Leave benefits eligible non-essential employees, who were originally scheduled to report to work while the Inclement Weather Policy is invoked, with IWN (Inclement Weather - Non-exempt) or IWE (Inclement Weather - Exempt).

Record leave for Time and Labor benefits eligible non-essential employees, who were originally scheduled to report to work while the Inclement Weather Policy is invoked, with IWN (Inclement Weather).

Both non-exempt and exempt employees record this leave in .25 increments. Classified temporary employees do not receive Inclement Weather pay.

Employees who work during the period of Declared Inclement Weather shall record hours worked as they normally would had there not been a Declaration of Inclement Weather.

Employees who received prior approval for authorized leave during the period covered by the Declaration of Inclement Weather shall record the leave they originally requested (such as sick or vacation leave) instead of IWN or IWE.

A copy of the Inclement Weather Policy may be viewed at the SHARP Customer Service Documents website www.da.ks.gov/sharp/documents and the Department of Administration/Personnel-Related Documents website: http://da.ks.gov/ps/documents/

#885 Position Management Data Warehouse Subject Area is live!

2011-01-21T14:53:00.000-06:00

Dear Colleague
We are pleased to announce that the following subject area is now available in the data warehouse:

HCM – Workforce – KS Position Management

• Data extracted on a biweekly basis.
• Contains “snapshots” of Position data as of each pay period end date, which provides the ability to perform historical comparisons
• Data available is based on Departmental security

Example Metrics:
• As of Pay Period End Date 6/13/2009 we had 100 active, classified positions compared to Pay Period End Date 6/12/2010 where we have 95 active, classified positions
• Comparison of the number of filled versus vacant positions as of a given pay period end date

Data Warehouse Extras!

• Employee Job - About (pdf) - Describes the Employee Job subject area in more detail, provides a comparison to the Workforce Profile subject area, and gives request writing information, resource links, and contact information
• Employee Job - Sample Reports (pdf) - Screen prints of Employee Job reports you can build and customize
• Employee Job - Mapping to SHARP (xls) – Map the data in Employee Job to SHARP pages and fields

• Workforce Profile - About (pdf) - Describes the Workforce Profile subject area in more detail, provides a comparison to the Employee Job subject area, and gives request writing information, resource links, and contact information
• Workforce Profile Sample Reports (pdf) - Screen prints of a Workforce Profile reports you can build and customize
• Workforce Profile Mapping Document (xls) – Map the data in Workforce Profile to SHARP

• Coming Soon ! Position Data – About – Describes the Position Data subject area in more detail and gives request writing information, resource links and contact information.
View the documents above on the SHARP Data Warehouse page, where you can also find communications, resources, tips, access, and training.

#884 2011 Payroll Calculation Tool

2011-01-07T14:36:00.000-06:00

A payroll calculation tool for 2011 has been posted to the Access Kansas web page (www.accesskansas.org/employee) to assist agencies and employees with different payment and benefit paycheck scenarios. The tool is available under the heading Employee Self Service. You can open the tool by clicking on “Payroll Calculation” using a computer that has the Microsoft Excel application. Basic instructions as well as field descriptions are included within the tool.
For anyone who previously utilized this tool in 2010, a new field was added for 2011. To allow for wages that are not subject to KPERS upon termination, the Data Entry page includes a new field labeled, “Additional Pay Not Subject to KPERS.” The addition of this field will allow for correct calculations of retirement and tax amounts on final paychecks for employees who became KPERS members after June 30th, 1994.

Questions about the use of this tool can be directed to Sunni Zentner by e-mail, Sunni.Zentner@da.ks.gov.

#883 Impact of 2011 Tax Changes on Employee Paychecks

2011-01-07T02:28:00.005-06:00

Impact of 2011 Tax Changes on Employee Paychecks
The changes authorized by the Tax Relief Act of 2010 have been implemented in SHaRP effective 1/1/11. These changes include the elimination of the Advance Earned Income Credit, the elimination of the Making Work Pay tax credit (that was included in the 2010 Federal tax tables), and the reduction of the employee OASDI rate to 4.2%.

Employees will see the impact of these changes on their paychecks for 2011 beginning with the paycheck dated 1/7/11. The impact for an individual employee will be based on the employee’s federal tax status, number of exemptions, and gross earnings and may result in higher or lower Federal taxes in 2011 based on these factors.

#882: Form W-4 for 2011

2011-01-03T13:54:00.000-06:00

The IRS has released the 2011 Form W-4, Employee’s Withholding Allowance Certificate. As noted in Informational Circular 11-P-019, IRS regulations continue to require employees claiming exempt status from federal tax withholding (for income earned in the United States) to file a new W-4 form annually. Employees are eligible for the exempt status if the following criteria are met: 1) the employee had no income tax liability in the previous year, and 2) the employee anticipates no income tax liability in the upcoming year.

Agency personnel are reminded that the KPAY320 which ran on the night of December 20, 2010 inserted (for employee’s claiming exemption in 2010 who have not filed a new W-4 for 2011) a 01/01/2011 effective-dated row in the employee’s Tax Data record indicating a marital status of ‘single’ with zero exemptions. Agencies should refer to Informational Circular 11-P-019 for additional information pertaining to Forms W-4 processing for exempt employees.

The 2011 Form W-4 is immediately available at the IRS website at http://www.irs.gov/pub/irs-pdf/fw4.pdf and soon at the Accounts and Reports website at http://www.da.ks.gov/ar/payroll/

#881: Job Data & T&L/T&Lbr Must be Entered/Approved by 6PM Tonight / Off-cycle Tonight (Monday, 12/27/10)

2010-12-27T08:27:00.000-06:00

Monday, December 27, 2010

Paysheets for the on-cycle payroll for the period ending December 25, 2010 will be created on Monday, December 27, 2010. All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on December 27, 2010 in order to be reflected on the paysheets for this period. (Paysheets would normally be created on Tuesday, December 28, 2010.)

The first on-cycle preliminary pay calculation for the period ending December 25, 2010 will also occur December 27, 2010, rather than Tuesday, December 28, 2010; therefore, for Time and Leave agencies, all employees’ time and leave data must be entered into SHARP and designated ‘OK to Process’ by 6:00 PM in order for a paycheck record to be created. For Time and Labor agencies, all employees’ reported time must be entered into SHARP by 3:30 PM. After Time Administration runs at 3:30 PM, payable time must be approved by 6:00 PM on December 27, 2010 in order for a paycheck record to be created.
The Run C off-cycle for the period ending December 11, 2010 will be processed December 27, 2010. SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run C off-cycle. Paychecks for the Run C off-cycle will be dated December 30, 2010.

Tuesday, December 28, 2010

The second on-cycle preliminary pay calculation for the period ending December 25, 2010 will occur December 28, 2010.
Final chance to update addresses for W-2 purposes.
Wednesday, December 29, 2010

The third on-cycle preliminary pay calculation for the period ending December 25, 2010 will occur December 29, 2010.
Regents’ on-cycle payroll files for the period ending December 25, 2010 are due to the Department of Administration by 4:00 PM on December 29, 2010. (These files would normally be due Thursday, December 30, 2010.)

Thursday, December 30, 2010

Final pay confirmation for the on-cycle payroll for the period ending December 25, 2010 will occur December 30, 2010. (Final pay confirmation would normally occur Friday, December 31, 2010). For Time and Leave agencies, all employees’ time and leave records must be ‘OK to Process’, and for Time and Labor agencies, all employees’ payable time must be approved, by 6:00 PM on December 30, 2010 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on December 30, 2010 in order to be reflected in the final paycheck created for the employee.

#880: Problem with On-Cycle Paysheets generated for the 12/11/10 PPED last night

2010-12-15T13:32:00.004-06:00

Problem with On-Cycle Paysheets generated for the 12/11/10 PPED last night

Incorrect or missing paycheck calcs for the 12/11/10 PPED on-cycle have been identified for employees with Additional Pay lines on paysheets created last night. All paysheets will be rerun during tonight’s batch schedule. Therefore, any Job Data changes made today which have an effective date less than or equal to December 11, 2010 will be reflected on the paysheets run tonight. Agencies should carefully review the paycheck calculations on their PAY002 report available tomorrow morning.
We apologize for any inconvenience this has caused.

#879: Employee Self Service unavailable evening of Saturday, December 11, 2010

2010-12-10T13:52:00.004-06:00

Due to routine maintenance, Employee Self Service will not be available on Saturday, December 11, 2010, from 8:00 p.m. until noon on Sunday, December 12, 2010 . Also, the online job application process will not be available during this time.

We apologize for any inconvenience and appreciate your patience during this maintenance period.

#878: KPAYWAGE reports

2010-12-01T16:13:00.001-06:00

Due to the altered payroll processing schedule during the week of the Thanksgiving holiday, the KPAYWAGE report for pped 11/13/2010, off-cycle B, was generated during the afternoon today. The KPAYWAGE for off-cycle C will be processed this evening. Please be aware that your agency could have two KPAYWAGE reports that have today’s time stamp, but the reports will contain data for two different off-cycle payrolls.

We apologize for any inconvenience this has caused.

#877: Employees claiming exemption from Federal Withholding/Discontinuing the advance payments of the earned income credit (EIC)

2010-12-01T11:35:00.003-06:00

Pursuant to IRS regulations, all employees claiming an exemption from federal withholding must file a new W-4 each calendar year. To facilitate this requirement, email notifications were sent today (December 1^st) to all SHARP employees who are exempt from federal withholding in 2010. For agency payroll/human resource staff, a new work list has been created that will identify these employees to agency staff. A worklist was sent today to the agency staff that has been designated as the “agency payroll workflow administrator” through the SHARP security roles. The worklist can be accessed two ways in SHARP: from the Home page, click on Worklist under the Menu on the left side of the screen, or click on Worklist on the top right side of the screen next to Home. For each employee on the worklist with a date of December 1, 2010, your agency should contact the person to ensure the appropriate action is taken so that the desired tax status is in effect for 2011. For more information about this topic, please see Informational Circular No. 11-P-017 issued November 29, 2010 available on the Accounts and Reports website at: http://www.da.ks.gov/ar/infocirc/fy2011/IC11p017.htm.

As noted in the informational circular, the Education Jobs Act of 2010 repealed the ability for employees to receive the advance payments of the earned income tax credit (EIC) through their paycheck for tax years beginning after December 31, 2010. An e-mail notification was also sent to employees claiming the EIC in calendar year 2010 advising them of this change.

Agency staff should remind all employees to review their withholding allowances and file an updated Form W-4 if their withholding allowances have or will change.

If your agency has no employees claiming an exemption from federal withholding and/or advanced EIC, the worklist will be empty.

You may contact Jennifer Holthaus at (785) 368-6313 if you have any questions about this message.

#876: HOT TOPIC! New Subject Area is Now Available in the Data Warehouse

2010-11-18T10:33:00.001-06:00

Dear Colleague

We are pleased to announce that the following subject area is now available in the data warehouse:

HCM – Workforce – Workforce Profile

· Data extracted nightly

· Contains “snapshots” of Employee Job data as of each pay period end date, which provides the ability to perform historical comparisons

· Data available is based on Departmental security

Example Metrics:

· As of Pay Period End Date 6/13/2009 we had 100 active, classified employees compared to Pay Period End Date 6/12/2010 where we have 95 active, classified employees

· Comparison of the number of job actions as of a given pay period end date (hires, demotions, terminations, retirements)

· View your employee’s previous Job Code, Department, Position, Salary Plan

Up Next for SHARP Data Warehouse!

HCM – Workforce – KS Position Management

Data Warehouse Extras!

· Employee Job - About (pdf) - Describes the Employee Job subject area in more detail, provides a comparison to the Workforce Profile subject area, and gives request writing information, resource links, and contact information

Employee Job - Sample Reports (pdf) - Screen prints of Employee Job reports you can build and customize
Employee Job - Mapping to SHARP (xls) – Map the data in Employee Job to SHARP pages and fields
Workforce Profile - About (pdf) - Describes the Workforce Profile subject area in more detail, provides a comparison to the Employee Job subject area, and gives request writing information, resource links, and contact information

· Coming Soon ! Workforce Profile Sample Reports (pdf) - Screen prints of a Workforce Profile reports you can build and customize

· Workforce Profile Mapping Document (xls) – Map the data in Workforce Profile to SHARP

View the documents above on the SHARP Data Warehouse page, where you can also find communications, resources, tips, access, and training.

Note: The following dimension are undergoing an update and will not produce reliable results. We expect this to be fixed soon and will send an additional communication when they are ready for use: Department Group, Salary Grade Group, Jobcode Group, Promotion Group, Age Group.

#875: Update - SHARP on-cycle for 11/13/10 PPED completed

2010-11-17T10:14:00.002-06:00

The batch cycle for the first preliminary calculation for the on-cycle payroll for the period ending November 13, 2010 has now completed and all reports are available on agency MVS directories. We apologize for any inconvenience this has caused.

875: SHARP on-cycle for 11/13/10 PPED

2010-11-17T10:13:00.002-06:00

The batch cycle for the first preliminary calculation for the on-cycle payroll for the period ending November 13, 2010 is still in process. We anticipate the batch processing will be complete sometime this morning. Another message will be sent out when the batch process is complete.

The ‘C’ off-cycle for the period ending October 30, 2010 which processed last night is complete.

#874: Job Data & T&L/T&Lbr Must be Entered/Approved by 6PM Tonight / Off-cycle Tonight (Monday, 11/15/10)

2010-11-15T08:15:00.005-06:00

Monday, November 15, 2010
Paysheets for the on-cycle payroll for the period ending November 13, 2010 will be created on Monday, November 15, 2010. All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on November 15, 2010 in order to be reflected on the paysheets for this period. (Paysheets would normally be created on Tuesday, November 16, 2010.)

The first on-cycle preliminary pay calculation for the period ending November 13, 2010 will also occur November 15, 2010, rather than Tuesday, November 16, 2010; therefore, for Time and Leave agencies, all employees’ time and leave data must be entered into SHARP and designated ‘OK to Process’ by 6:00 PM in order for a paycheck record to be created. For Time and Labor agencies, all employees’ reported time must be entered into SHARP by 3:30 PM. After Time Administration runs at 3:30 PM, payable time must be approved by 6:00 PM on November 15, 2010 in order for a paycheck record to be created. Please note that there will be only two SHARP on-cycle preliminary payroll calculations for the pay period ending November 13, 2010.

The Run C off-cycle for the period ending October 30, 2010 will be processed November 15, 2010. SHARP agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run C off-cycle. Paychecks for the Run C off-cycle will be dated November 18, 2010.

Tuesday, November 16, 2010
The second on-cycle preliminary pay calculation for the period ending November 13, 2010 will occur November 16, 2010.

Regents’ on-cycle payroll files for the period ending November 13, 2010 are due to the Department of Administration by 4:00 PM on November 16, 2010. (These files would normally be due Thursday, November 18, 2010.

Wednesday, November 17, 2010
Final pay confirmation for the on-cycle payroll for the period ending November 13, 2010 will occur November 17, 2010. (Final pay confirmation would normally occur Friday, November 19, 2010). For Time and Leave agencies, all employees’ time and leave records must be ‘OK to Process’, and for Time and Labor agencies, all employees’ payable time must be approved, by 6:00 PM on November 17, 2010 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 17, 2010 in order to be reflected in the final paycheck created for the employee.

Thursday, November 18, 2010
The Regents’ on-cycle files for the period ending November 13, 2010 will be processed.
Regents’ Run A off-cycle payroll files for the period ending November 13, 2010 must be received by the Department of Administration by 4:00 PM on November 18, 2010. (These files would normally be due Friday, November 19, 2010.)

Friday, November 19, 2010
The Run A off-cycle for the period ending November 13, 2010 will be processed November 19, 2010. (This off-cycle would normally be scheduled for Monday, November 22, 2010.) Paychecks for the Run A off-cycle will be dated November 24, 2010

#873: Hot Topic! Data Warehouse is Available

2010-11-09T14:44:00.001-06:00

Data Warehouse Users:

The Data Warehouse link in SHARP and SMART is now available. The critical issue with the General Ledger dashboard is fixed.

Data Warehouse Team

#873: Hot Topic! Data Warehouse Down at 1:30 PM Today

2010-11-09T13:20:00.002-06:00

Data Warehouse Users:

The Data Warehouse link in SHARP and SMART will be unavailable this afternoon starting at 1:30 PM in order to fix a critical issue with the General Ledger dashboard. The outage is expected to last approximately 30 minutes. We will notify you in a follow-up message when the data warehouse becomes available again.

Data Warehouse Team

#872: Discretionary Day Reminder - Self Service

2010-11-05T15:07:00.001-05:00

Discretionary Day Reminder - Self Service

The Discretionary Day reminder message will be posted on the Important Notices section of the State Employee Services page www.kansas.gov/employee/ within the next several days.

Human Resource staff and Timekeepers that have questions about the message may contact Brent Smith, Department of Administration, at brent.smith@da.ks.gov.

Following is a copy of the Self Service Discretionary Day message:

“What is the last day to use my 2010 Discretionary Day?* more…

*For eligible employees whose last workday of a week is Friday, the last day to use the 2010 Discretionary Day is Thursday, December 23, 2010 (Friday December 24^th is the Officially Observed Holiday). For employees whose last workday of a week is Saturday, the last day to use the 2010 Discretionary Day is Friday, December 24, 2010. Please check with your supervisor when scheduling your discretionary day.

You can determine if you still have an available Discretionary Day by looking on the View Leave Balances page in the Employee Self Service Center located at www.kansas.gov/employee/ (click on the Self Service icon located in the Featured Sites area). If you see the words “Discretionary Day is Available” on your View Leave Balances page, you still have a Discretionary Day available (for Non-Regent employees).

A complete list of Executive Branch Holidays, including Discretionary Day usage dates, is located at www.da.ks.gov/ps/subject/holiday.htm (Note: Multiple years are listed).

Check with your agency Human Resource Office if you have questions.”

Update: #871: Data Warehouse Updates

2010-11-04T11:00:00.002-05:00

The subject areas below have finished running and are now available.

• HCM - Workforce - Employee Job (including the Human Resources dashboard)

• HCM - Workforce – Time and Labor

Thank you for your patience!

From: Scott, Kristine [PE]
Sent: Thursday, November 04, 2010 9:43 AM
To: 'Sharp Information'
Subject: #871: Data Warehouse Updates

The Data Warehouse team will be completing data load processes for the Employee Job and Time and Labor Subject Areas today. Please be advised that data in the subject areas listed below will not produce results until the data loads are completed.

Please refrain from reporting in these subject areas until further notice. We will send a new message when these subject areas are available.

• HCM - Workforce - Employee Job (including the Human Resources dashboard)

• HCM - Workforce – Time and Labor

Thanks for your patience!

#871: Data Warehouse Updates

2010-11-04T09:42:00.002-05:00

Please refrain from reporting in these subject areas until further notice. We will send a new message when these subject areas are available.

• HCM - Workforce - Employee Job (including the Human Resources dashboard)

• HCM - Workforce – Time and Labor

Thanks for your patience!

#870: 12-12-10 Open Enrollment (OEB) Row in Job Data

2010-11-04T09:12:00.003-05:00

Benefits data is currently processing in SHARP for state employees for the 2011 plan year. A Job Data row dated 12-12-10 is being added to benefits eligible employees whose salary tier level changed in 2010 and affected their Benefits Program eligibility. An employee’s salary tier may have changed due to pay rate changes during 2010. As a reminder, benefit program salary tiers are as follows: FT 1 = less than $27,999; FT 2 = $28,000 - $48,000; FT 3 = over $48,000.
A Job Data row is also being added for employees who are currently enrolled in HealthyKids benefit program codes. These employees have to reapply each year (since their circumstances may have changed) and those who are approved will be loaded back into HealthyKids benefit codes.

An effective dated row of December 12, 2010, with an action/reason code of DTA/OEB (Data Change/Open Enrollment-Ben Prgm Chng) will be added to the job data of affected employees. Also, the Elig Config 2 field will change to reflect the new Benefit Program assignment for the 2011 plan year. These rows are in the process of being added.
At a later date, a new row will be added to the Benefit Program Participation page with the new Benefit Program code for affected employees. The effective date of this row will also be December 12, 2010.

Any effective dated changes made to the Position Data of affected employees dated prior to December 12, 2010, should automatically update this 12-12-10 open enrollment row. However, you should verify this after entering the position change.

If an agency needs to make a job data change to one of these employees prior to the 12-12-10 row, please send your request to sharp@da.ks.gov It is important that the information on this data row is accurate and reflects any prior job data changes.

#869: Hot Topic! Data Warehouse Down at Noon Today

2010-11-03T09:46:00.002-05:00

Data Warehouse Users:

The Data Warehouse link in SHARP and SMART will be unavailable today at noon in order to finalize the rollout of a new subject area, FMS – AR – KS Deposits. The outage is expected to last approximately 30 minutes. A reminder will be sent just prior to the data warehouse becoming unavailable. We will notify you in a follow-up message when the data warehouse becomes available again.

Data Warehouse Team

#868: Daylight Saving Time Ends - November 7, 2010

2010-11-02T15:08:00.002-05:00

Daylight Saving Time Ends - November 7, 2010

The following information is designed to assist timekeepers with entering time for 40 hour FLSA per week non-exempt employees whose shift includes 2:00a.m. on Sunday, 11/07/2010 (the ending of daylight saving time). The information is set up in Question (Q) and Answer (A) format.

Q. Is there a Bulletin that addresses Daylight Saving Time?

A. Yes, Bulletin No. 96-01; however it addresses the institution of

Daylight Saving Time which occurs in April; it does not cover the ending of Daylight Saving Time.

Q. Should we use the DST (Daylight Saving Time) earnings code to report hours worked on Sunday 11/07/2010?

A. No, this code is used in April when Daylight Saving Time is instituted.

Q. When does the time actually change?

A. Clocks are set back one hour at 2:00a.m. Sunday, 11/07/2010.

Q. Will the hours worked result in Overtime (OTP) or Compensatory Time Earned (CME) and how should the time worked be reported? The example below assumes an employee's workday includes 2:00a.m. Sunday.

A1. If an employee is on a 12:01a.m.-12:00a.m. workweek, this change will not affect them until the end of the week beginning 11/07/2010. These hours are recorded at the 1.0 rate of pay (for example REG 9 hours if the employee worked 9 hours during the specified shift on Sunday). The employee could adjust his/her work schedule for the rest of the workweek or potentially receive overtime (OTP)/compensatory time earned (CME) at the end of the 11/07/2010-11/13/2010 workweek. Remember that overtime is not reported until an employee has met his or her FLSA threshold (40 hours for a regular non-exempt employee).

A2. If the employee is on a 7:01a.m.-7:00a.m workweek, this change will affect the employee's workweek that started 10/31/2010. If the employee does not adjust his/her work schedule prior to 7:00a.m. Sunday, 11/07/2010, then the employee could potentially receive OTP/CME for the 10/31/2010 workweek (prior to the beginning of the new workweek). Remember that overtime is not reported until an employee has met his or her FLSA threshold (40 hours for a regular non-exempt employee).

If you have questions regarding how to record Daylight Saving Time, Timekeeping and HR Staff may contact Brent Smith at brent.smith@da.ks.gov.

#867: LearningQuest Changes

2010-10-28T15:10:00.002-05:00

LearningQuest is in the process of transitioning to a new account management system. All of the changes necessary to complete this transition for State of Kansas payroll deductions/remittances have been completed centrally and no action is necessary on the part of agencies or employees.

Agency HR/Payroll personnel should be aware that a recent communication from LearningQuest was received by some State of Kansas employees currently participating in LearningQuest. The mailing, titled “Plan Enhancements Require New Consent for Payroll” indicates that the employee must complete the form and submit it to their employer’s payroll office by December 1, 2010 in order to update the bank routing number and ensure continuation of the employee’s existing payroll deduction.

No action is required by the employee or the agency for continuation of the employee’s current LearningQuest deduction. If the employee is interested in changing the amount of their current LearningQuest deduction, they should complete and submit the LearningQuest Payroll Deduction Change Form located at http://www.da.ks.gov/ar/forms/LearningQuest.pdf.

#866: Corrected KPAYWAGE and KPAYGL5C

2010-10-28T10:42:00.002-05:00

Corrected KPAYWAGE and KPAYGL5C

The re-run KPAYWAGE reports and KPAYGL5C files per SHARP message #863 are completed. To assist agencies, the Date/Time stamps for each of the files posted to the agency MVS directories are listed below along with the corresponding pay period end date. Please note that the KPAY303 files are still in the process of being re-run. The Date and Time Stamp information for the re-run KPAY303 files will be provided via an Infolist message when the process is completed.

KPAYGL5C files:

Pay Period End Date: File Name with Date and Time Stamp:

06/12/2010 (1 off cycle) KPAYGL5C.D1025.T132824

06/26/2010 KPAYGL5C.D1025.T134601

07/10/2010 KPAYGL5C.D1025.T141025

07/24/2010 KPAYGL5C.D1025.T142939

08/07/2010 KPAYGL5C.D1025.T145939

08/21/2010 KPAYGL5C.D1025.T154521

09/04/2010 KPAYGL5C.D1025.T160421

09/18/2010 KPAYGL5C.D1025.T163349

10/02/2010 KPAYGL5C.D1025.T170816

KPAYGL5C files for SRS only:

Pay Period End Date: File Name with Date and Time Stamp:

06/12/2010 (1 off cycle) KPAYGL5C.D1025.T132824

06/26/2010 KPAYGL5C.D1025.T135837

07/10/2010 KPAYGL5C.D1025.T141801

07/24/2010 KPAYGL5C.D1025.T144739

08/07/2010 KPAYGL5C.D1025.T151757

08/21/2010 KPAYGL5C.D1025.T155242

09/04/2010 KPAYGL5C.D1025.T162226

09/18/2010 KPAYGL5C.D1025.T165655

10/02/2010 KPAYGL5C.D1025.T171515

KPAYWAGE Reports:

Pay Period End Date (Plus Run Cycle): Report Name with Date and Time Stamp:

06/12/2010 Off-Cycle C KPAYWAGE.D1026.T092912

06/26/2010 On-Cycle KPAYWAGE.D1026.T111421

06/26/2010 Off-Cycle A KPAYWAGE.D1026.T112211

06/26/2010 Off-Cycle B KPAYWAGE.D1026.T112805

06/26/2010 Off-Cycle C KPAYWAGE.D1026.T113406

07/10/2010 On-Cycle KPAYWAGE.D1026.T132700

07/10/2010 Off-Cycle A KPAYWAGE.D1026.T134039

07/10/2010 Off-Cycle B KPAYWAGE.D1026.T134708

07/10/2010 Off-Cycle C KPAYWAGE.D1026.T135255

07/24/2010 On-Cycle KPAYWAGE.D1026.T152553

07/24/2010 Off-Cycle A KPAYWAGE.D1027.T085741

07/24/2010 Off-Cycle B KPAYWAGE.D1027.T090427

07/24/2010 Off-Cycle C KPAYWAGE.D1027.T091547

08/07/2010 On-Cycle KPAYWAGE.D1027.T103126

08/07/2010 Off-Cycle A KPAYWAGE.D1027.T104507

08/07/2010 Off-Cycle B KPAYWAGE.D1027.T105111

08/07/2010 Off-Cycle C KPAYWAGE.D1027.T105701

08/21/2010 On-Cycle KPAYWAGE.D1027.T121329

08/21/2010 Off-Cycle A KPAYWAGE.D1027.T122107

08/21/2010 Off-Cycle B KPAYWAGE.D1027.T122659

08/21/2010 Off-Cycle C KPAYWAGE.D1027.T133644

09/04/2010 On-Cycle KPAYWAGE.D1027.T150853

09/04/2010 Off-Cycle A KPAYWAGE.D1027.T151641

09/04/2010 Off-Cycle B KPAYWAGE.D1027.T152241

09/04/2010 Off-Cycle C KPAYWAGE.D1027.T152829

09/18/2010 On-Cycle KPAYWAGE.D1027.T155036

09/18/2010 Off-Cycle A KPAYWAGE.D1027.T155852

09/18/2010 Off-Cycle B KPAYWAGE.D1027.T160448

09/18/2010 Off-Cycle C KPAYWAGE.D1027.T161037

10/02/2010 On-Cycle KPAYWAGE.D1027.T174150

10/02/2010 Off-Cycle A KPAYWAGE.D1028.T081021

10/02/2010 Off-Cycle B KPAYWAGE.D1028.T081629

10/02/2010 Off-Cycle C KPAYWAGE.D1028.T082730

#865: Update - Data Warehouse: Payroll Other Earnings Subject Area Now Available

2010-10-26T08:36:00.002-05:00

Dear Colleague

The issue with following subject area has been fixed. This subject area is now available for use:

· HCM – Compensation – Payroll Other Earnings (including the Payroll Earnings dashboard) - Last Updated Saturday, 10/23/2010 1:45:50 PM

Sincerely yours

Data Warehouse Team

#865: Data Warehouse Load Processes Under Way

2010-10-25T12:52:00.002-05:00

Dear Colleague

The data warehouse team will be completing some data load processes during the afternoon today. Please be advised that data in the subject areas listed below will not produce results for the next few hours. Please refrain from reporting in this subject areas until further notice. We will send a new message when the data updates are complete.

· HCM – Compensation – Payroll Other Earnings (including the Payroll Earnings dashboard) - Last Updated Monday, 10/11/2010 11:23:50 AM

Sincerely yours

Data Warehouse Team

#864: ASTRA website updates

2010-10-22T09:58:00.002-05:00

The ASTRA website has been updated with the new officers, new dates for 2011 and meeting notes (including SMART questions and answers) from the September meeting.

http://da.ks.gov/ar/forum/astra/

You can also sign up to receive meeting notices, etc.

#863: Re-creation of Corrected KPAYWAGE, KPAY303, KPAYGL5C Payroll Reports and Interfaces for FY11

2010-10-21T14:43:00.002-05:00

An Accounts and Reports informational circular will be published in the near future to discuss the details of the re-creation of the KPAYWAGE, KPAY303, and KPAYGL5C payroll reports and interfaces for FY11 due to programming changes to correct some identified issues with these previously run reports/interfaces. This message serves as an advance notice to alert agency functional and technical staff that the re-run reports will be coming soon and to allow time for agencies to plan in case agency process changes are necessary to accommodate these files.

After the circular is published, the reports and interfaces will be run in order beginning with the earliest FY11 pay period end date and moving forward to the most recent pay period end date and posted to the agency MVS directories. The reports and interfaces for several pay period end dates may be recreated on the same day. Therefore, agencies will have to review the Date/Time stamp on the file or open the file to determine the pay period end date of the data.

SHARP errors/Log In issue - Resolved

2010-10-14T14:43:00.002-05:00

Errors in SHARP have been resolved and the system should be working normally. Thank you for your patience.

Subject: SHARP errors/Log In issue

Users have reported errors in SHARP with running online reports, open enrollment, logging in, and client queries. Technical resources are working on the issue. We will send out another SHARP Infolist message when the issue is resolved. Thank you for your patience.

SHARP errors/Log In issue

2010-10-14T14:11:00.002-05:00

#861: SHARP will be unavailable October 15-17 - Data archive

2010-10-14T09:34:00.002-05:00

The SHARP system will be unavailable beginning at 6:00 p.m. on Friday, October 15, 2010 and may not be available again until 1:00 p.m. on Sunday, October 17, 2010. The Department of Administration will be archiving historical data in the SHARP system related to calendar year 2004. SHARP system tables being archived include employee timesheet information, W-2 data, paycheck data, employee payroll balances, and selected other payroll-related data.

If the archive process completes early enough on Saturday, October 16, 2010, the SHARP system may be available sometime in the afternoon. However, agencies should plan for the system to be unavailable on this day. Once the archive is complete, the data for calendar year 2004 in the tables noted above will no longer be available in the SHARP database.

Please note the KPAY318 report uses data stored in the balance tables affected by the archive process. Therefore, you will no longer be able to generate this report for calendar year 2004. If the agency needs a record of an employee's earnings, taxes and deductions for a particular year, it will be necessary for the agency to generate and print the KPAY318 report prior to the archive date for that year.

#860: Time and Labor Subject Area is live!

2010-10-14T08:34:00.003-05:00

Attention SHARP Data Warehouse Users:

The Time and Labor subject area is now available in the data warehouse. Please note that all HR Users and HR Power Users will see the link for the Time and Labor dashboard and HR Power Users will see the Time and Labor subject area listed in Answers. However, if your agency is not currently using Time and Labor, you will receive no results if you attempt to view the dashboard or write a request in Answers.

Detailed information on the statewide Time and Labor dashboard related to this subject area has been sent in a separate email to Time and Labor Agencies.

Up Next for SMART Data Warehouse!
· FMS – GL – Commitment Control Budget Balances
Up Next for SHARP Data Warehouse!
· HCM – Workforce – Workforce Profile

-Data Warehouse Team

#859: Data Warehouse Updates Complete

2010-10-12T08:22:00.003-05:00

Attention: DataWarehouse Users

Yesterday you received an email indicating that the data load processes for the payroll subject areas were running during the day. These data load processes are now complete.

· · HCM – Compensation – Payroll Earnings (including the Payroll Earnings dashboard) – Last Updated Monday, 10/11/2010 11:21:26 AM

· HCM – Compensation – Payroll Other Earnings (including the Payroll Earnings dashboard) – Last Updated Monday, 10/11/2010 11:23:50 AM

Sincerely yours

Data Warehouse Team

#858: Data Warehouse Updates

2010-10-12T08:21:00.001-05:00

Dear Colleagues

The data warehouse team will be completing some data load processes during the morning today. Please be advised that data in the subject areas listed below may not produce reliable results for the next few hours. Please refrain from reporting in these subject areas until further notice. We will send a new message when the data updates are complete.

· HCM – Compensation – Payroll Earnings (including the Payroll Earnings dashboard) – Last Updated Saturday, 9/25/2010 7:01:16 AM

· HCM – Compensation – Payroll Other Earnings (including the Payroll Earnings dashboard) – Last Updated Saturday, 9/25/2010 7:11:33 AM

Sincerely yours

Data Warehouse Team

#857: United Way/Community Health Charities Deduction Begin and End Dates for 2011

2010-10-07T13:21:00.002-05:00

The deduction END date on the general deduction page for 2010 United Way or Community Health Charities contributions for both the UTDXXX and UTFXXX deduction codes should be dated between December 12, 2010 and December 24, 2010 in order for the last 2010 deduction to be taken on the paycheck issued December 23, 2010. Agencies should verify the deduction end date for all employees enrolled in United Way and/or Community Health Charities to ensure deductions are taken correctly.

For calendar year 2011, agencies can enter a new row effective-dated between December 12, 2010 and December 25, 2010 in order for the first deduction for United Way or Community Health Charities for 2011 to be taken on the January 7, 2011 paycheck. If the deduction is to be taken over 26 pay periods, a deduction end date of December 11, 2011 should be entered. Agencies should enter the total pay period amount authorized by the employee when establishing the UTDXXX deduction code for 2011.

A new batch process will run the night of December 23, 2010 to establish the fee portion (deduction code UTFXXX) of the 2011 United Way/Community Health Charities deduction. The batch process will establish the UTFXXX deduction code with the same effective-date and deduction end date as the UTDXXX deduction code for 2011. This process will reduce the 2011 deduction amount (UTDXXX deduction code) by $.06 and create a UTFXXX deduction code which defaults to the Deduction Code table for a deduction of $.06; the sum of the UTDXXX and UTFXXX deduction codes for 2011 will match the employee’s authorized deduction amount. Agencies should verify the deduction/fees set up for all employees enrolled in United Way and/or Community Health Charities beginning Monday, December 27, 2010 to ensure both the UTDXXX and UTFXXX deductions are taken correctly.

Questions regarding this message should be directed to Janice Wolfley in Accounts and Reports, Payroll Services at telephone no. 785-296-3699 or via e-mail to: janice.wolfley@da.ks.gov.

#856: Data Warehouse Processes Complete

2010-09-30T12:50:00.002-05:00

Yesterday afternoon you received an email indicating that the FMS – AP – KS Vouchers and Payments, FMS – ESA – Project Transactions, and HCM- Workforce – Employee Job subject areas were processing data and that you should refrain from using them for reporting. These subject areas are now available for use. (Note: The Payroll subject areas were not affected and continue to be available for reporting.)

Please be sure to check the table on the Home dashboard page each time you use the data warehouse to verify the date that data was last updated.

The date last updated is shown below:

· FMS – AP - KS Vouchers and Payments subject area (including the Accounts Payable dashboard) – Last Updated 9/30/2010 7:59:53 AM

· FMS – ESA – Project Transactions subject area (including the Projects and Grants dashboard) – Last Updated 9/30/2010 9:57:23 AM

· HCM – Workforce – Employee Job subject area (including the Employee Job dashboard) – Last Updated 9/29/2010 11:28:51 PM

· HCM – Compensation – Payroll Earnings subject area (including the Payroll Earnings dashboard) – Last Updated 9/25/2010 7:01:16 AM

· HCM – Compensation – Payroll Other Earnings subject area (including the Payroll Earnings dashboard) – Last Updated 9/25/2010 7:11:33 AM

#855: Off-cycle 'A' KPAYWAGE report

2010-09-30T12:47:00.002-05:00

Due to the timing of when SMART opened processing for transactions dated in October, the off-cycle ‘A’ KPAYWAGE report for the 9/18/10 pay period end date will be run Friday morning, Oct. 1. The report should be available in the MVS mailboxes by 9:00 a.m. The remaining KPAYWAGE reports for the 9/18/10 PPED cycles will be run at the normally scheduled times. Also, please note that the off-cycle ‘A’ and ‘B’ KPAYWAGE reports will utilize the same Journal IDs.

We apologize for any inconvenience this has caused.

#854 HOT TOPIC! Data Warehouse Load Processes Under Way

2010-09-29T13:21:00.002-05:00

Dear Colleague

The data warehouse team will be completing some data load processes during the afternoon today. Please be advised that data in the subject areas listed below may not produce reliable results for the next few hours. Please refrain from reporting in these subject areas until further notice. We will send a new message when the data updates are complete.

· HCM – Workforce - Employee Job (including the Employee Job dashboard) – Last Updated Sunday, 9/26/2010 10:15:15 PM

· FMS – AP – KS Vouchers and Payments (including the Accounts Payable dashboard) – Last Updated Saturday, 9/25/2010 12:51:05 AM

· FMS – ESA- Project Transactions (including the Projects and Grants dashboard) – Last Updated Saturday, 9/25/2010 3:32:24 AM

Sincerely yours

Data Warehouse Team

#853 IMPLEMENATION OF ELECTRONIC PAY EFFECTIVE WITH OCTOBER 1, 2010 PAYCHECKS

2010-09-23T15:46:00.003-05:00

As a reminder and as noted in Accounts and Reports Informational Circular No. 11-P-005 dated August 20, 2010, employees who currently receive a paper paycheck must be transitioned to either traditional direct deposit or a Skylight paycard no later than Friday, September 24, 2010. All active and new employees who do not elect to have their payroll directly deposited to a traditional bank account will be required to establish a paycard account. Agencies are responsible for establishing the paycard account for their employees by the September 24, 2010 deadline. Two memorandums from the Director of Accounts and Reports and the Director of Personnel Services, the first including Instructions for the Transition of Employees to 100% Electronic Payment and the second directed to Employees Transitioned to the Paycard were provided to agency paycard contacts and agency Human Resource Managers on September 13, 2010.

Additional information regarding the Skylight paycard program, including the Skylight Financial On-Line Enrollment Guide, is available on the Accounts and Reports website at: http://www.da.ks.gov/ar/payroll/#Paycard .

#852 FYI: Data Warehouse Processes Complete

2010-09-20T10:05:00.002-05:00

Dear Colleague
The Data Warehouse processes referred to in Friday’s email completed running late Friday evening. You should now be able to use all subject areas. Please be sure to check the table on the Home page each time you use the data warehouse to verify that date that data was last updated.
For clarification on the current dates shown:

· FMS – AP - KS Vouchers and Payments subject area data was extracted from SMART on Thursday night, September 16^th and finished on Friday, September 17^th which is the date shown in the table. This subject area would not include changes made in SMART from Friday, September 17^th to today.

· HCM – Workforce – Employee Job subject area data was extracted from SHARP on Friday night, September 17^th and ran to completion.

Sincerely
SMART Team

#851 HOT TOPIC!: Data Warehouse Load Processes Under Way

2010-09-17T10:39:00.002-05:00

Dear Colleague

The data warehouse team will be completing some data load processes from last night’s batch run. Please be advised that data in the subject areas listed below may not produce reliable results for the next few hours. Please refrain from reporting in these subject areas until further notice. We will send a new message when the data updates are complete.
· HCM – Workforce - Employee Job (including the Employee Job dashboard)
· FMS – AP – KS Vouchers and Payments (including the Accounts Payable dashboard)
Sincerely yours
Data Warehouse Team

Update: #850: HOT TOPIC! Data Warehouse Processes Still Running

2010-09-10T14:52:00.001-05:00

Update:

The batch processes for the HCM – Workforce - Employee Job (including the Employee Job dashboard) subject area are complete.

Dear Colleagues,

The data warehouse team will be completing some data load processes from last night’s batch run. Please be advised that data in the subject areas listed below may not produce reliable results for the next few hours. Please refrain from reporting in these subject areas until further notice. We will send a new message when the data updates are complete.

· HCM – Workforce - Employee Job (including the Employee Job dashboard)
· FMS – AP – KS Vouchers and Payments (including the Accounts Payable dashboard)

Data Warehouse Team

#850: HOT TOPIC! Data Warehouse Processes Still Running

2010-09-10T11:08:00.002-05:00

Dear Colleagues,

HCM – Workforce - Employee Job (including the Employee Job dashboard)
FMS – AP – KS Vouchers and Payments (including the Accounts Payable dashboard)

Data Warehouse Team

#849 KPAYWAGE and KPAYGL5C

2010-09-10T09:51:00.002-05:00

Because of a delay in payroll journal processing in SMART, the KPAYWAGE and KPAYGL5C that were run on 9/8/2010 in SHARP should not be used and have been rerun. The correct KPAYWAGE and KPAYGL5C will have a date stamp of 9/9/2010 in your MVS mailbox. Also, for SRS, the KPAYGL5C that was run on 9/9/2010 should not be used and has been rerun. The correct KPAYGL5C for SRS will have a date stamp of 9/10/2010.

We apologize for any inconvenience this has caused.

#848 SHARP Performance/Log In Issue

2010-09-09T14:21:00.001-05:00

Users have reported periodic slow response times or inability to log into SHARP. Technical resources are researching the issue. Thank you for your patience.

#847 KTECKHPA report from last night's batch schedule

2010-09-08T11:08:00.003-05:00

There was a problem processing the employee gift card file in last night’s batch schedule. Consequently, the process will be run at 3:00 this afternoon; the KTECKHPA report generated as a part of this process will be available in the agency MVS mailbox shortly thereafter. As a result of the gift card file being processed this afternoon, for the remainder of the day after 3:00 p.m. you will no longer be able to view on-line in SHARP the calculated check for any employee listed on the KTECKHPA report. However, a calculated check should be available for review on-line tomorrow morning which reflects the employee gift card amount.

We apologize for any inconvenience this has caused.

#846 Problems with some SHARP on-cycle reports on last night's batch schedule

2010-09-08T09:12:00.001-05:00

There was a problem with some of the SHARP on-cycle reports on last night’s batch schedule and they are being rerun this morning. The following reports are being rerun:

PAY008 – Deductions Not Taken
PAY002 – Payroll Register
KPAY286B – Outbound Payroll Management Reporting
Interface File

We apologize for any inconvenience this has caused.

#845 Slow Response Time - Job Data

2010-09-03T13:17:00.001-05:00

Users have reported periodic slow response times in SHARP, particularly in the Job Data area. Technical resources are researching the issue. Thank you for your patience.

#844 KPAYWAGE report for the 8/21/10 PPED on-cycle

2010-09-01T11:39:00.001-05:00

The KPAYWAGE report for the 8/21/10 PPED on-cycle has been rerun and is available now in the MVS mailboxes with a 9/1/2010 date stamp. Please ignore the KPAYWAGE report with the 8/31/2010 date stamp.

The payroll journals for the on-cycle and ‘A’ off-cycle for 8/21/10 PPED have the same accounting date of September 3, 2010. Due to the timing of when SMART opened processing for transactions dated in September, the on-cycle and ‘A’ off-cycle journals were processed together in SMART. On-cycle and ‘A’ off-cycle transactions have the same Journal IDs. Therefore when agencies compare the KPAYWAGE report to Journal totals in SMART, they will need to add the on-cycle and ‘A’ off-cycle KPAYWAGE reports together. The KPAYWAGE report for the ‘A’ off-cycle will be processed tonight and will be available tomorrow morning in the MVS mailboxes.

We apologize for any inconvenience this has caused.

#843: Electronic Payroll Options for State of Kansas Employees; Deadline for Employee Decision of Electronic Payment Option

2010-08-31T08:10:00.004-05:00

Electronic Payroll Options for State of Kansas Employees; Deadline for Employee Decision of Electronic Payment Option

The powerpoint presentation reviewing the electronic payroll options for employees of the State of Kansas has been posted to the Accounts and Reports website at the following link:

Electronic Payroll Options Powerpoint Presentation - A presentation of the electronic payroll options for employees of the State of Kansas

The information is available via the link above and at the Additional Employee Information heading at http://www.da.ks.gov/ar/payroll/#Paycard – which includes all of the information related to the State of Kansas Paycard Program.

Agencies are encouraged to share this information with their employees who are still in the process of making a decision regarding the transition to traditional direct deposit or the Skylight paycard. As noted in the presentation, the default payment method for State of Kansas employees who do not choose a form of electronic payment by Friday, Sept. 17^th will be the Skylight Paycard. Instructions will be provided to agency HR/Payroll staff regarding the necessary steps to transition any employees remaining undecided after Sept. 17^th to the Skylight paycard by the deadline of Sept. 24^th.

Payroll Services has scheduled additional Employee Informational meetings to present the information regarding the State of Kansas Electronic Payroll Options and the transition to electronic payment for all active employees on the following dates:

Friday, Sept. 3^rd 10:00am – 11:00am (Web Conference only)
Thurs, Sept. 9^th 10:00am – 11:00am (Rm 106 Landon State Office Building, Topeka, or via Web Conference)

These meetings are available for on-line attendance via the DimDim web conferencing tool.

Agencies outside of the Capital Complex are encouraged to arrange to broadcast the meeting via DimDim at an agency location more convenient for your employees or to provide the instructions for DimDim access to employees who require remote attendance for the meeting. Agencies are encouraged to use this as an opportunity to provide DA-184 forms for Direct Deposit sign-up and/or have staff available to assist with paycard sign-up immediately following the meeting.

Instructions for accessing via DimDim web conference:

Before the event:

The Division of Accounts and Reports will use the DimDim web conferencing tool to host Employee Paycard Informational Meetings. In order to connect to a DimDim web meeting, your PC must meet the following requirements:

* Be connected to the internet - preferably a high speed connection

* Have an internet browser (such as Internet Explorer) with pop-up blockers turned off

* Have the latest version of Adobe Flash Player (http://get.adobe.com/flashplayer/)

* Speakers must be turned on (and you may need to adjust the volume)

If you need assistance meeting these requirements, please contact your agency's technology support organization. The Division of Accounts and Reports will not be able to help troubleshoot technical issues the day of the event.

The presentation and other meeting materials will be posted to the Accounts and Reports website at (http://da.ks.gov/ar/payroll).

To connect to the event:

Please connect to the event 10 minutes prior to its scheduled start time. To attend a DimDim web meeting:

1. Go to the DimDim website: http://www.dimdim.com/

2.      Click on "Join Meeting" on the right-hand side of the page
3.      Enter the Meeting Room name: deptofadmin
4.      Click "Join"
5.      When the "Set Display Name" box displays, enter your name and agency number

6. Click "OK"

There will be no dial-in for the DimDim web meeting, since audio will be broadcast over the internet. During the event, all participants will be muted to preserve sound quality. You can submit questions and comments by typing them in the "Message" window and pressing the "Enter" key on your keyboard. Questions and comments are monitored throughout the event and will be addressed by the speakers during the appropriate portion of the meeting, time permitting.

Audio quality:

Occasionally, participants report the temporary loss of audio. Usually if this happens, sound is restored within seconds. If your audio is not immediately restored, try the following steps:

1. In the top left corner of the DimDim window, press the stop button next to Department of Administration. This turns off the audio being broadcasted by the presenter

Press the button again to restart audio

#842 Reports from last night's batch processing schedule

2010-08-26T09:24:00.002-05:00

There were some problems encountered during last night’s payroll processing and several reports had to be rerun. Please use the version of the following reports with the latest date and time stamp:

PAY002
PAY008
PAY010
PAY011
KPAY286A
KPAY286B
KPAY231
KPAY253
PER099

We apologize for any inconvenience this has caused.

#841 Paycard Presentation

2010-08-25T15:22:00.006-05:00

We apologize for the technical difficulties this afternoon that prevented the individuals viewing the Electronic Payment Presentation remotely via DimDim from being able to hear the audio for the presentation. Due to the technical difficulties we will be working to schedule an additional web-only meeting time to present this information in addition to the next session scheduled for Thurs, Sept. 9^th from 10a – 11a .

The presentation powerpoint will be posted on-line in the near future at www.da.ks.gov/ar/payroll. There is additional information at this link for both employees and employers regarding the State of Kansas paycard program.

Thank you for your understanding. We apologize for any inconvenience caused by the technical difficulties today.

#840 Data Warehouse: SHARP Subject Areas

2010-08-23T09:38:00.002-05:00

Data Warehouse: SHARP Subject Areas:
The data warehouse team recently discovered that there are missing values in the location code column (field) in the Human Resource subject areas. If you run or create a request in the data warehouse using the location code column it will result in blank location code values being assigned to employees who have the missing location codes assigned to the employee records. We have identified the solution to resolve this issue and the fix will be migrated to the SHARP subject areas based on the schedule provided below. The data in the SHARP subject area will be updated by open of business on the following dates:
Monday, August 23^rd - HCM – Workforce – Employee Job
Monday, August 30^th - HCM – Compensation – Payroll Earnings
Monday, August 30^th - HCM – Compensation – Payroll Other Earnings

#839 Employee Informational meetings for State of Kansas Paycard Program

2010-08-23T08:22:00.010-05:00

Payroll Services has scheduled Employee Informational meetings regarding the State of Kansas Paycard Program and the transition to electronic payment for all active employee payroll effective October 1st. The employee informational meetings will be held in Room 106, Landon State Office Building, Topeka on the following dates:

Wednesday, Aug. 25th 1:30p – 2:30p

Thursday, Sept. 9th 10:00a – 11:00a

These meetings will also be available for on-line attendance via the DimDim web conferencing tool. Agencies outside of the Capital Complex are encouraged to arrange to broadcast the meeting via DimDim at an agency location more convenient for your employees or to provide the instructions for DimDim access to employees who require remote attendance for the meeting.

Before the event:

Be connected to the internet – preferably a high speed connection
Have an internet browser (such as Internet Explorer) with pop-up blockers turned off
Have the latest version of Adobe Flash Player (http://get.adobe.com/flashplayer/)
Speakers must be turned on (and you may need to adjust the volume)

If you need assistance meeting these requirements, please contact your agency’s technology support organization. The Division of Accounts and Reports will not be able to help troubleshoot technical issues the day of the event.
The presentation and other meeting materials will be posted to the Accounts and Reports website at (http://da.ks.gov/ar/payroll).

To connect to the event:

Please connect to the event 10 minutes prior to its scheduled start time. To attend a DimDim web meeting:

1. Go to the DimDim website: http://www.dimdim.com/
2. Click on “Join Meeting” on the right-hand side of the page
3. Enter the Meeting Room name: deptofadmin
4. Click “Join”
5. When the “Set Display Name” box displays, enter your name and agency number
6. Click “OK”
There will be no dial-in for the DimDim web meeting, since audio will be broadcast over the internet. During the event, all participants will be muted to preserve sound quality. You can submit questions and comments by typing them in the “Message” window and pressing the “Enter” key on your keyboard. Questions and comments are monitored throughout the event and will be addressed by the speakers during the appropriate portion of the meeting, time permitting.

Audio quality:

Occasionally, participants report the temporary loss of audio. Usually if this happens, sound is restored within seconds. If your audio is not immediately restored, try the following steps:

1. In the top left corner of the DimDim window, press the stop button next to Department of Administration. This turns off the audio being broadcasted by the presenter

Press the button again to restart audio

#838 SMART Travel & Expense Module Integration with SHARP Information

2010-08-19T14:38:00.002-05:00

Important Information about how Employee Data in SHARP is used by the SMART Travel and Expense module

The Travel and Expense Module in SMART is used to compensate employees for out of pocket expenses related to travel, postage and other authorized expense types. Employee data from SHARP is automatically sent over to the Travel and Expense Module in SMART to populate workflow information, funding data and to identify what agency (business unit) an employee works for.

Reports To:

• The ‘ReportsTo’ field in SHARP located in the Position Management module is used to populate the position number of the supervisor that is assigned to each specific position in SHARP. The ‘Reports To’ field in SHARP is used to populate the “Supervisor ID” field on the Organizational Data tab of expense user (employee) profile in SMART. The process that sends data from SHARP to SMART looks to see if there is an incumbent assigned to the ‘Reports to’ (supervisor) position number entered on the employee’s position in SHARP. If the supervisory position is filled, the Employee ID of the Supervisor is sent from SHARP to SMART to populate as the default Supervisor ID associated with the specific expense user’s (employee) profile in SMART.

• The ‘Reports To’ field in SHARP is not a required field so there may be cases where there is no default Supervisor ID to be sent to SMART. In order for employee expense payments to process correctly there MUST be a value in the Supervisor ID field in SMART. If the information doesn’t flow from SHARP because it doesn’t exist in SHARP, it must be maintained and entered directly in SMART. If there is not a Supervisor ID in SMART, expense documents will not be routed for approval.

• The employee’s expense document is routed to the employee that is associated with the Supervisor ID field on the Organizational Data tab in SMART as the first level of approval in the Travel and Expense workflow process. SMART automatically draws the email address it uses for notification from the Supervisor’s SHARP Employee Self-Service Profile.

• Some agencies do not want the actual supervisor of the employee to be responsible for approving the workflow transaction in the Travel and Expense module. Each agency has the option to change the Supervisor ID field in SMART on the organizational data tab (Supervisor Information Section) to the Employee ID of the individual that your agency wants to use as the approver in this step of the workflow approver process.

• IF THE AGENCY CHANGES THE SUPERVISOR ID FIELD ON THE ORGANIZATIONAL DATA PAGE IN SMART, IT CAN NEVER HAVE CHANGES TO THIS FIELD FLOW FROM SHARP AGAIN. ANY CHANGES TO SUPERVISOR ID WILL HAVE TO BE MAINTAINED IN BOTH SHARP AND SMART AS LONG AS THE EMPLOYEE WORKS FOR YOUR AGENCY. If an employee changes agencies, the new supervisor id will flow from SHARP once again, unless and until the supervisor id is updated in SMART.

Time and Labor Agencies Only:

The SHARP Time and Labor module also uses the Reports To field located in Position Management for e-mail notification (similar to workflow approval routings). Self Service Timesheet Security for managers in SHARP Time and Labor (TL) is tied to the Reports To field. If the Reports To field does not reflect the Position Number of the person responsible for approving electronic timesheets for employees who report to them, then the employee’s “Reported Time” cannot be approved by the Manager. In addition, the supervisor that is associated with the Reports To field will receive the e-mail notification associated with approving the employee’s timesheet. Agencies who use SHARP Time and Labor Self-Service functionality should ensure that they are taking this into consideration when determining what value should be entered in this field for both the Time and Labor module in SHARP and the Travel and Expense Module in SMART. Note that updates can be made directly in SMART if you need to have different values for each of these modules.

Department ID:

• The Default Department ID for Travel & Expense (T&E) transactions comes from the Department ID assigned to the employee's position in SHARP. The Department ID displays on the Organizational Data tab of the expense user (employee) profile in SMART. Some agencies do not want the Department ID from SHARP to be listed as the default Department ID in SMART. Each agency has the option to change the Department ID in SMART on the organizational data tab to the Department ID that your agency wants to use as the default Department ID chartfield for funding the expense report.

• IF THE AGENCY CHANGES THE DEPARTMENT ID FIELD ON THE ORGANIZATIONAL DATA PAGE IN SMART, IT CAN NEVER HAVE CHANGES TO THIS FIELD FLOW FROM SHARP AGAIN. ANY CHANGES TO DEPARTMENT ID WILL HAVE TO BE MAINTAINED IN BOTH SHARP AND SMART AS LONG AS THE EMPLOYEE WORKS FOR YOUR AGENCY. If an employee changes agencies, the new Department ID will flow from SHARP once again, unless and until the Department ID is updated in SMART.

Travel and Expense Module Reminders:

New Employees that have joined your Agency since May 2010:

In order to be able to process expense payments for any new employees that have joined your agency since role mapping was finalized you need to assign proxies to the expense payee (the employee). Individuals in your agency with the role of 'Agency T&E Workflow Maintainer' will be able to perform this function. There is a knowledge base article available to provide you with these instructions. It is Solution ID 519 - How do I enter a proxy in Travel and Expense for an Employee?
https://dahelpdesk.ks.gov/sd/SolutionsHome.sd

You may also refer to Lesson 2 - Maintaining Travel and Expense Workflow in the Web Based Training Course - DAAP316 Accounts Payable Workflow Maintenance. The course can be found on the SMART website at the following link:
http://www.da.ks.gov/smart/Training/CourseMaterials/WBT/WBTLaunchPages/DAAP316CoursePage.htm

You will also need to check to see if the employee is "valid for expenses", have your agency's Travel and Expense Maintainer perform the following steps:

1. Navigate to Travel and Expense>Manage Employee Information>Update Profile

2. Enter employee id and click search.

3. Click on the Organizational Data tab and view the "valid for expenses" field at the top of the page. This value must be ‘Yes’ in order to create expense documents.

For additional information you can also reference the job aid titled: Adding and Expense Payee located at: http://www.da.ks.gov/smart/Training/JobAid_AddingExpensePayee_20100720.doc

Employees with Multiple Employee Records in SHARP:

Many employees in SHARP have multiple employee records that either signifies the employee is currently working in multiple jobs or their work history is just spread over multiple employee records. Each individual employee record from SHARP is sent over to SMART and can be viewed on the Organizational Data tab of the expense user profile page. If your employee has multiple employee records in SMART you will see this reflected in the upper right hand corner of the Organizational Data tab on expense user (employee) profile in SMART. If an employee has only one employee record in SHARP it will say ‘First 1 of 1.’ If the employee has multiple employee records in SHARP it will say ‘First 1 of (displays the number of records the employee has). When processing the expense payment for your agency you need to be sure that the ‘Default Profile’ checkbox located on the Organizational Data page is clicked on next to the record that corresponds to your agency.

When updating data on the Organizational Data page for your employee you may receive errors that state the Business Unit and/or Department ID is invalid. The error may not be related to the data you have entered for your agency. Navigate through each of the records that are displayed for your employee and select the next valid department ID from the list of valid departments that are listed for the Business Unit/Department ID that was displayed as being in error.

Please note that Business Unit 15000 is not a valid Business Unit in SMART. If your employee has an employee record assigned to this Business Unit you will need to navigate to the record that is for Business Unit 15000, 33300 or 71300. Change the business unit to your agency’s business unit and choose a valid department for your agency. Please note this fix is only for these Business Units. Agencies should not change the Business Unit on records for any other agencies.

We have identified the issues surrounding these Business Units and are working towards a solution.

#837 Online Changes to the Department Budget Table

2010-08-17T09:22:00.003-05:00

Online Changes to the Department Budget Table

Time and Labor Agencies: When entering online changes to the Department Budget Table, please enter all changes on the Department Budget Earnings page only. Once the “Save” option is selected, the changes will automatically default over to the Deductions and Taxes pages. Making changes directly on the Deductions and Taxes pages is generating an update to the Override field on those pages and causing payroll processing errors.

Time and Leave Agencies: When entering online changes to the Department Budget Table, please enter all changes on the Department Budget Earnings page only unless agencies specifically intend to override funding for a particular deduction or tax on the Department Budget Deductions or the Department Budget Taxes pages.

Thank you for your attention to this issue.

#836 Disregard the KPAYWAGE report run 7/31/10 for the 7/24/10 PPED on-cycle

2010-08-02T09:49:00.005-05:00

Sent: Monday, August 02, 2010 9:49 AM
Subject: Disregard the KPAYWAGE report run 7/31/10 for the 7/24/10 PPED on-cycle

Please do not use the KPAYWAGE report run on 7/31/10. The KPAYWAGE report was inadvertently run on 7/31/10 and is not correct. The correct 7/24/10 PPED on-cycle KPAYWAGE report will be run on tonight’s batch schedule and will be available on the MVS tomorrow morning. Going forward, the on-cycle KPAYWAGE will be regularly scheduled to be available on Tuesday morning of pay week.

We apologize for any inconvenience this has caused.

#835 Adjustments May Be Included in On-cycle Paychecks

2010-07-20T15:20:00.002-05:00

Sent: Tuesday, July 20, 2010 3:20 PM
Subject: [sharpinfolist] Adjustments May Be Included in On-cycle Paychecks

Adjustments May Be Included in On-cycle Paychecks

Due to the recent implementation of SMART and integration with SHARP, policies regarding adjustment processing have been re-evaluated. In order to utilize the delivered PeopleSoft functionality and reduce the number of off-cycle transactions, Payroll Services is processing some SHARP adjustments directly on on-cycle paychecks. If your agency has recently submitted a payroll adjustment, the adjustment may have been included with the on-cycle check for the pay period ending 7/10/2010. Employees should be made aware that several types of paycheck adjustments (such as arrearages and overpayments) may be included in their on-cycle check and will be reflected in the totals on the paystub detail. If your agency has questions about a particular adjustment that is included on an on-cycle paychecks, please contact Joyce Dickerson at Joyce.Dickerson@da.ks.gov.

#834 Hot Topic! Data Warehouse with SHARP Subject Areas is Live Today

2010-07-19T11:08:00.003-05:00

Sent: Monday, July 19, 2010 11:08 AM
Subject: [sharpinfolist] Hot Topic! Data Warehouse with SHARP Subject Areas is Live Today

Data Warehouse SHARP Subject Areas are live today! Below is some important information as you begin reviewing and creating requests and dashboards in the data warehouse.

WHAT: Important Information for data warehouse SHARP Users and Power Users

· Log onto SHARP and click the “Data Warehouse” menu item at the bottom of the left menu navigation

HR Power Users in Phase I agencies should attend the HR Power User meeting on July 22. A communication outlining the roll-out approach of the data warehouse was sent to Agency Human Resource and Chief Financial Officers on July 16th. HR Power Users in agencies included in Phase I received an invitation to attend the meeting on July 22nd.

Data Warehouse team will make use of the Help Desk software program implemented with SMART to gain efficiencies in serving you. Search the Knowledge Base Articleshttps://dahelpdesk.ks.gov/sd/SolutionsHome.sd in the Help Desk Self-Service Center to find solutions to problems you encounter (this database can be searched by all end-users). Ask your agency SMART Help Desk Contacts or Liaisons to open Help Desk Tickets https://dahelpdesk.ks.gov/HomePage.do if you are a power user needing assistance with request creation or a user who needs a request created for you. Data warehouse related tickets will be routed directly to the data warehouse team.

Find job aids for the data warehouse on the Training Resources Page of the SMART website http://da.ks.gov/smart/Training/CourseMaterials/WBT/resources.html

Review online training materials for specific modules at http://da.ks.gov/smart/Training/CourseMaterials/SMARTCourseCatalog.htm

Additional Information: Important Tips When Using the Data Warehouse

· All data warehouse users will share a generic home dashboard which provides a table indicating the date and time that each subject area was last updated. Please be sure to check the status of each subject area to determine how often it is updated, the status of the most recent update to data, and date last updated to know when data is current.

· The Data Download link (to create a .csv file) discussed in training is not working and will produce an error message. The data warehouse team is working with the software vendor to fix issues with this link.

· When you click the Log Out link in the data warehouse, you will see a logout web page directing you to “click here” to sign back in. Please be aware that the State of Kansas has deactivated this link. All access to the data warehouse is controlled through security in SHARP (and in the near future, SMART). If you log out, you must return to SHARP to log back in to the data warehouse.

· If you run a request and it runs longer than 15 minutes, please utilize the Cancel link to stop the request. Power Users should add additional criteria to requests that run longer than 15 minutes to reduce the amount of data being pulled. Users in Phase I agencies should contact the Agency Power User who created the request if they experience run times greater than 15 minutes. Users in Phase II and Phase III agencies, should request a help desk ticket be logged (see information above) when requests written by the data warehouse team run longer than 15 minutes. The data warehouse team will be monitoring usage statistics and may intervene to stop long running requests if they jeopardize the response time for other users.

WHO IS AFFECTED:

· All data warehouse HR Users and HR Power Users

· Agency Technical Staff who support agency End-Users

HOW TO LEARN MORE: Open a Help Desk ticket https://dahelpdesk.ks.gov/HomePage.do You may also contact the SMART Help Desk between 7 a.m. and 6 p.m. at 785.368.8000, Option 2, and select “2” at the prompt.

#833 New KPAYWAGE report run schedule

2010-07-16T16:11:00.003-05:00

Sent: Friday, July 16, 2010 4:11 PM
To: Sharp Information
Subject: [sharpinfolist] New KPAYWAGE report run schedule
Importance: High

New KPAYWAGE report run schedule

Due to the timing for the SMART process that assigns Journal ID to payroll accounting transactions, it is necessary to change the run schedule for the KPAYWAGE report. Below is a schedule of when agencies currently receive the KPAYWAGE report in their MVS mailboxes and the new days to expect to receive the KPAYWAGE report. This new schedule takes effect immediately so the on-cycle 7/10/10 PPED KPAYWAGE that would have been available on Monday morning, July 19 will now be available on Tuesday morning, July 20 instead. Please also note that there are no changes to the current KPAYGL5C run schedule.

Payroll Cycle Current Schedule- KPAYWAGE Report Available New Schedule- KPAYWAGE Report Available

On-cycle Monday morning after pay confirm Tuesday morning after pay confirm

Off-cycle ‘A’ Tuesday morning after off-cycle ‘A’ Thursday morning after off-cycle ‘A’

Off-cycle ‘B’ Thursday morning after off-cycle ‘B’ Monday morning after off-cycle ‘B’

Off-cycle ‘C’ Tuesday morning after off-cycle ‘C’ Thursday morning after off-cycle ‘C’

#832 KPAYWAGE reports

2010-07-15T14:20:00.003-05:00

Sent: Thursday, July 15, 2010 2:20 PM
To: Sharp Information
Subject: [sharpinfolist] KPAYWAGE reports
Importance: High

KPAYWAGE reports

The problems with the KPAYWAGE report have been corrected. The following KPAYWAGE reports have been rerun and are now available in the agency MVS mailboxes with the following date/time stamps. Please note that your agency will only have a KPAYWAGE report for the cycle indicated if your agency had any payroll transactions for the cycle.

Pay Period End Date Date Time Stamp Begins With

6/12/10 off-cycle ‘C’ D0714 T15

6/26/10 on-cycle D0714 T16

6/26/10 off-cycle ‘A’ D0715 T08

6/26/10 off-cycle ‘B’ D0715 T09

6/26/10 off-cycle ‘C’ D0715 T10

Thank you for your patience while the problems were being corrected.

#831 Gift Card 'FBN' rows on 7/10/10 pay calc

2010-07-14T15:35:00.002-05:00

Sent: Wednesday, July 14, 2010 3:35 PM
Subject: [sharpinfolist] Gift Card 'FBN' rows on 7/10/10 pay calc
Importance: High

Gift Card ‘FBN’ rows on 7/10/10 pay calc

Payroll Services has determined that there is an issue with the gift card file processed last night. As a result, the gift card file for PPED 7/10/10 will NOT be processed in Payroll. The KTECKHPA report that was run on 7/13/10 for this file should be discarded and not used by agencies. The ‘FBN’ rows that were previously loaded to the paysheets for the 7/10/10 PPED will be backed out and will not be included on paychecks for the 7/23/10 check date. A corrected gift card file will be processed the next payroll period (PPED 7/24/10). We apologize for any inconvenience this has caused.

#830 KPAYGL5C

2010-07-13T15:00:00.004-05:00

Sent: Tuesday, July 13, 2010 3:00 PM
Subject: [sharpinfolist] KPAYGL5C

Payroll Services has corrected the problem with the KPAYGL5C for the on-cycle for the 6/26/10 PPED which resulted in rows being duplicated in the KPAYGL5C file. For those agencies that receive the KPAYGL5C file, the file was rerun on 7/9/10 and is now available in the agency MVS mailboxes. Thank you for your patience while this problem was being corrected.

#829 KPAYWAGE reports for 6/26/10 on-cycle and off-cycles are incorrect

2010-07-09T08:57:00.002-05:00

Sent: Friday, July 09, 2010 8:57 AM
Subject: KPAYWAGE reports for 6/26/10 on-cycle and off-cycles are incorrect

KPAYWAGE reports for 6/26/10 on-cycle and off-cycles are incorrect

Problems have been identified with the KPAYWAGE report run for the on-cycle payroll and off-cycle payrolls for pay period end date 6/26/10. The reports do not accurately reflect the funding that was used for agency payroll processing due to a sorting issue within the report. The KPAYWAGE report is being corrected and agencies will be notified when a corrected copy is available. We apologize for any inconvenience that has resulted from this issue.

#828 KPAYGL5C and KPAYWAGE

2010-07-08T09:23:00.002-05:00

Sent: Thursday, July 08, 2010 9:23 AM
Subject: KPAYGL5C and KPAYWAGE

Sharp Information:

KPAYGL5C and KPAYWAGE

Payroll Services has identified a problem with the KPAYGL5C for the on-cycle for the 6/26/10 PPED which resulted in rows being duplicated in the KPAYGL5C file. Therefore, the KPAYGL5C for the on-cycle will be rerun when the problem has been fixed. Please disregard the KPAYGL5C file dated 7/3/2010. Another message will be sent when the KPAYGL5C has been rerun. Also, the KPAYWAGE report for the ‘A’ off-cycle for the 6/26/10 PPED did not run. Agencies will be notified when this KPAYWAGE report is available. We apologize for any inconvenience this has caused.

#827 Pay Stub Changes

2010-07-01T15:38:00.002-05:00

Sent: Thursday, July 01, 2010 3:38 PM
Subject: Pay Stub Changes

Sharp Information:

A memorandum providing information on changes to the employee pay stub has been posted at the following link: http://www.da.ks.gov/sharp/documents/PaystubChanges070110.pdf

Please distribute this information to the employee’s in your agency.

Stay tuned to the Kansas SHARP Blog for lots of upcoming information!

2010-04-20T11:44:00.002-05:00

Hello SHARP Users!

After a long lull in the SHARP Blog we will be updating much more with very valuable information related to SMART/SHARP go-live, the new Data Warehouse, Time and Labor (for those specific agencies) and much much more!

Also use the SHARP Discussion Group to share information and questions with other users. This could be very valuable from creating reports in the datawarehouse to navigating new Time and Labor pages.

Remember to join the SHARP Infolist if you haven't, as we post pertinent information on the systems there!

Thanks!
Kristine

February SHARP Messages

2009-02-12T15:16:00.001-06:00

Here are the two SHARP messages sent out during the month of February. Please post any comments you may have to them in our comments section or you can discuss on the SHARP Discussion Group.

2008 Total Compensation Statements are Available Online 2/11/08
SHARP Programming Freeze for the Duration of the FMS Project 2/10/09

Happy Valentines Day!
SHARP Team

Happy New Year!

2009-01-07T08:45:00.000-06:00

Happy New Year SHARP Users!
We hope to have lots of information and updates to give you throughout this year. Stay tuned here and on the Discussion Group for information, questions, and comments!

January SHARP Messages:
SHARP Position Information Reminder
1/5/09

December SHARP Messages:
First Pre-Calc is Monday, 12/29/08
12/27/08
2009 Form W-5 Released
12/19/08
Employee Self Service – View Leave Balances
12/19/08
First Pre-Calc is Tonight, Monday, 12/15/08
12/15/08
One-time exception to minimum collection procedures for gift card arrearages < $25
12/2/08

Job Data & T&L Must be Entered by 6PM Tonight / Off-cycle Tonight (Monday, 11/17/08)

2008-11-17T14:57:00.001-06:00

Monday, November 17, 2008

All job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM in order to be reflected on the paysheets for this period.

All time and leave data should be entered into SHARP and designated ‘OK to process’ by 6:00 PM.

All off-cycle adjustments (and supplementals for the period ending November 1, 2008) must be entered by 6PM.

Read more for Payroll dates to come...

Monday Shout Out!

2008-11-17T10:52:00.001-06:00

Happy Monday Morning! So here is a question to start off your new work week!

What module of SHARP do you find the most confusing and what would you do to help other users like you to understand it better?

Post your answers in the comments section!!

Bright Idea Contest to name new FMS system!!

2008-11-13T10:56:00.000-06:00

Win a prize!

The State of Kansas recently began a 21 month project to implement a new Statewide Financial Management System. As part of this project we are have launched a contest to pick a new name for the financial management system. Additional details about the contest can be found at the following link. Entries can be submitted through close of business on Wednesday, November 19, 2008.

http://www.da.ks.gov/ar/fms/Documents/FMSFlyer.pdf

Payroll Adjustments for Retired/Terminated Employees who Received a Gift Card

2008-11-12T13:41:00.000-06:00

Important Information regarding Agency Payroll Adjustments for Retired/Terminated Employees who received a gift card:

Kansas Health Policy Authority (KHPA) is working to notify agencies that are required to process payroll adjustments for employees who selected a gift card prior to their retirement/termination. Informational Circular 09-P-005 located at http://www.da.ks.gov/ar/infocirc/fy2009/IC09p005.htm provides instructions for processing the necessary adjustments required to process the taxable fringe benefit income for employees who selected a gift card prior to their termination or retirement....Read More

FBN Earnings Code - Taxable Fringe Benefit

2008-11-10T14:27:00.000-06:00

Updated 11/7/08: FBN Earnings Code - Taxable Fringe Benefit

As a reminder: For all active employees who participated in the 2008 HealthQuest Personal Health Assessment, the taxable fringe benefit for the total of all gift cards selected by or for the plan participant and their eligible dependent(s) will appear on the 11/14/08 paycheck...Read the Message

October 31 SHARP Messages

2008-11-04T09:42:00.001-06:00

Just in case you missed them, we sent out two SHARP Infolist messages on Friday, October 31.

12-14-08 Open Enrollment (OEB) Row in Job Data
Benefits data is currently processing in SHARP for state employees for the 2009 plan year. A Job Data row dated 12-14-08 is being added to benefits eligible employees whose salary tier level changed in 2008 and affected their Benefits Program eligibility. An employee’s salary tier may have changed due to pay rate changes during 2008. As a reminder, benefit program salary tiers are as follows: FT 1 = less than $27,000; FT 2 = $27,000 - $47,000; FT 3 = over $47,000... Read the Message

KHPA Gift Card FBN Payroll Processing
As noted in previous communications, the Kansas Health Policy Authority (KHPA) HealthQuest implemented a program for plan year 2008 that included the incentive of a $50 Gift Card for completing the HealthQuest Personal Health Assessment (PHA)...Read the Message

Daylight Saving Time Ends - November 2, 2008

2008-10-29T10:29:00.000-05:00

The following information is designed to assist timekeepers with entering time for employees whose shift includes 2:00a.m. on Sunday, 11/02/2008(the ending of daylight saving time). The information is set up in Question (Q) and Answer (A) format.

Q. Is there a Bulletin that addresses Daylight Saving Time?
A. Yes, Bulletin No. 96-01; however it addresses the institution of Daylight Saving Time which occurs in April; it does not cover the ending of Daylight Saving Time.

Q. Should we use the DST (Daylight Saving Time) earnings code to report hours worked on Sunday 11/02/2008?
A. No, this code is used in April when Daylight Saving Time is instituted.

Q. When does the time actually change?
A. Clocks are set back one hour at 2:00a.m. Sunday, 11/02/2008.

Q. Will the hours worked result in Overtime (OTP) or Compensatory Time Earned (CME) and how should the time worked be reported? The example below assumes an employee's workday includes 2:00a.m. Sunday.
A1. If an employee is on a 12:01a.m.-12:00a.m. workweek, this change will not affect them until the end of the week beginning 11/02/2008. These hours are recorded at the 1.0 rate of pay (for example REG 9 hours if the employee worked 9 hours during the specified shift on Sunday). The employee could adjust his/her work schedule for the rest of the workweek or potentially receive overtime (OTP)/compensatory time earned (CME) at the end of the 11/02/2008-11/15/2008 workweek. Remember that overtime is not reported until an employee has met his or her FLSA threshold (40 hours for a regular non-exempt employee).

A2. If the employee is on a 7:01a.m.-7:00a.m workweek, this change will affect the employee's workweek that started 10/26/2008. If the employee does not adjust his/her work schedule prior to 7:00a.m. Sunday,11/02/2008, then the employee could potentially receive OTP/CME for the 10/26/2008 workweek (prior to the beginning of the new workweek). Remember that overtime is not reported until an employee has met his or her FLSA threshold (40 hours for a regular non-exempt employee).

If you have questions regarding how to record Daylight Saving Time, you may contact Brent Smith at brent.smith@da.ks.gov.

SHARP Message #745