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Automated Payroll Graduate Tuition Waiver Processing


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Summary: 

This project encompasses the automation of Graduate level tuition waivers into the HRIS Payroll system and generation of Letters documenting approximate taxation per pay period, by employee. ASU processes upwards of 4000 Graduate Tuition Waivers over the course of the year for Summer, Fall, Winter and Spring semesters. Currently this process is handled outside the enterprise HRIS system, through a manual process that involves MS Access technology to generate the letters and manual data entry to the HRIS Additional Pay page for taxation.

Start Date: 
April 20, 2009
Go Live: 
November 17, 2009
End Date: 
December 31, 2009
Current Milestone: 
11/20/2009 - First deduction on payroll warrant (one pay period date late) - adjusted over 4 pay periods instead of 5
Stage: 
On track
People
Sponsor/Champion: 
Morgan Olsen, Executive Vice President and Chief Financial Officer
Lead Customer: 
Kevin Salcido, Interim Associate Vice Pres Human Resources
Project Manager: 
Clara Adams
Associate VP University Technology: 
John Rome
More Info
Source: 
Internal
Department: 
Business and Finance
Priority: 
Medium
Scope: 

Automated Payroll Tuition Waiver Processing

This project includes:

  • Add Retirees/Deceased employees from older systems than HRMS into PeopleSoft 
  • File interfaces - inbound
  • AP upload to HRIS Payroll system
  • XMLP letters to Employees identifying taxation per pay period 
All Milestones and Schedule: 
Business Analyst Description Completion Date
Clara Adams Review Functional Spec/Scope with Payroll Completed 4/13/2009
Clara Adams Review spec with Developer Completed 4/20/09
Clara Adams Build Lab project Completed 4/20/2009
Clara Adams Add Retirees and Deceased employees to PS Completed 5/04/2009
Duane Cluff Inbound file interfaces 10/2009
Kimberly Hundza Transactional automation to payroll - Additional Pay Records 10/2009
Kimberly Hundza Produce XMLP Letters for employees 10/2009
Kimberly Hundza Testing of Development work 5/11/2009 to 10/2009
Deliverables: 

Produce tuition waiver letters for those employees who will have taxation on upcoming paychecks.
Produce automated additional payment (AP) transactions for employees recieving tuition waiver taxation.

Risk & Threats: 

Not recieving correctly formatted files from all 3 universities in a timely and efficient manner.

Links
Tuition Waiver Taxation
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