SACS Reaffirmation
| Objective | Employee Notification | |
| Provide detailed information regarding events that impact the net amount of an employee's check. Associated Goals: Employee Support |
| Indicator | Contacts Received Proactive notification of fluctuations in an employee's check will reduce the amount of calls received by the Payroll office for this purpose. |
| Criteria | Contact reduction Early notification should reduce the number of inquiring phone calls and emails by approximately 5%. |
| Finding | Net changes prompts contact Employees first response to a change in net pay is to contact the Payroll Office for answers. |
| Action | Written notification Written notification sent along with the employee check stub will provide information regarding any change to their net. |
| Objective | Orientation | |
| Establish orientation for new employees entering the university. Associated Goals: Employee Support |
| Indicator | Employee Relationships Create a "name-based" relationship with new employees providing them with a specific Payroll Office employee to contact with questions. |
| Criteria | Increased accuracy - orientation Communication will reduce the amount of errors that are seen in regard to paperwork at employment, resulting in fewer returns to Human Resources for correction. |
| Finding | Employee information overload Employees are often overwhelmed with the information at the point of employment. Documents are completed incorrectly and must be returned to Human Resources for correction, thus delaying the process of payment. |
| Action | Incorporate Payroll segment in New Emp Orientation Whether by group or individual appt, new employees will be given a person to work with in Payroll that will assist in completion of necessary employment documents. Results include reduction of returned items to Human Resources for correction. |
| Objective | Training | |
| Establish both general and specific training for staff members in relations to Payroll tasks. Associated Goals: Employee Support |
| Indicator | Error Reduction Provide training as needed or requested by departments in payroll specific tasks, thereby reducing the time and personnel involved in correcting error items. |
| Criteria | Increased accuracy - training Training will reduce the amount of errors that are received in regard to paperwork submitted by departments. It will reduce the volume of paperwork returned to Human Resouces for correction. |
| Finding | Training opportunities Diverse employment situations across campus require a variety of training support. Utlizing specific training when areas are idetified as weak will support employee efficiency. |
| Action | Notify regarding availability of training Utilize Computer Services Information Resource Update and email services to notify departments of training availability. Contact depts directly where deficiencies are noted and set training class. |
| Objective | Federal Compliance | |
| 100% compliance with reporting deadlines as provided by federal law. Associated Goals: Governmental Relationships |
| Indicator | Penalties - Federal Failure to provide accurate data in a timely manner produces penalties with interest charges. |
| Criteria | Zero penalties assessed Payroll will produce all required documents/reports in an accurate manner and submit said documents as prescribed by federal authorities. |
| Finding | Zero federal penalties assessments Zero penalties assessed for 2006-2007. |
| Action | Strategy for subsequent years determined (federal) Increased demand for reports and documents require the use of electronic notification, both in house and through federal govt supported email notifications systems. |
| Objective | State Compliance | |
| 100% compliance with reporting deadlines as provided by state law. Associated Goals: Governmental Relationships |
| Indicator | Penalties - State Failure to provide accurate data in a timely manner produces possible penalties and public notification of failure to comply. |
| Criteria | Zero penalties assessed Payroll will produce all required documents/reports in an accurate manner and submit said documents as prescribed by state authorities. |
| Finding | Zero state penalties assessed No penalties were assessed for 2006-2007. |
| Action | Strategy for subsequent years determined (state) Increased demand for reports and documents require the use of electronic notification, both in house and through statt govt supported email notification systems. |
| Objective | Faculty And Staff Payroll | |
| Continue to encourage Direct Deposit and maintain less that 100 employees receiving paper checks. Associated Goals: Utilize Technology |
| Indicator | Reduce Printed Check Count Reduce volume of printed checks for payroll purposes. |
| Criteria | Reduce printing Achieve less than 100 employees receiving printed checks. |
| Finding | Promote Participation Annual participation drives and new employee notification lacking. |
| Action | Publicize direct deposit Infuse direct deposit materials into new employee orientation and perform annual drives to encourage participation. |
| Objective | Garnishments | |
| Reduce number of vendor checks generated to Texas Child Support on behalf of employees Associated Goals: Utilize Technology |
| Indicator | Reduce Checks Printed For Child Support Purposes Reduce the volume of checks printed for child support payments. |
| Criteria | Reduce vendor checks Achieve less than 50 vendors receiving printed checks for garnishment purposes. |
| Finding | Expertpay web based access Utilizing online, electronic, state supported deposit method will reduce volume of checks printed. |
| Action | Utilize Expertpay Utilize web-based ExpertPay to process child support payments without additional charge to SHSU. Payment and associated files will be made electronically. Process complete. |
| Objective | International Employee Taxation | |
| Utilize Glacier Software systems to accurately tax international employees. Associated Goals: Utilize Technology |
| Indicator | Properly Tax International Employees Provide international employees with documentation necessary for SHSU to properly tax and, subsequently, the employee to report said tax to proper authorities. |
| Criteria | Provide proper tax documentation At calendar year end close, provide 1042-s and/or W-2''s to all international employees that have completed appropriate documentation for proper taxation. |
| Finding | International Employee tax complications The taxation of international employees differs based on country of origin. Glacier Software is a web-based program that allows SHSU to maintain current tax law as it applies to international employees. |
| Action | Require participation All international employees must provide information to the Payroll Office for entry into the Glacier System. An appt will be set for each new hire to facilitate this process. |
| Objective | Online Check Stubs | |
| Secure online check stubs via Sam Web to faculty, staff and students. Associated Goals: Utilize Technology |
| Indicator | Reduce Volume Of Printed Stubs Reduce volume of printed chec stubs provided to employees createing savings in regard to personnel, equipment and consumables. |
| Criteria | Online Access Provide online access to all employees, regardless of location of access. |
| Finding | Improved access Increased off site activity by all status of employees demands a more efficient manner to provide access to financial information. |
| Action | Generate online pay stubs Work with Computer Services to produce a secure online version of employee pay stubs. |
| Objective | Student Payroll | |
| Convert student payroll to Higher One through the Bearkat OneCard process. Associated Goals: Utilize Technology |
| Indicator | Higher One Acknowledgement Confirmation from Higher One that wages have been posted electronically to all student accounts. |
| Criteria | Payroll File Originally sent as "refunds", payroll will be acknowledged as wage payments on the Higher One System. |
| Finding | Conversion Complete As of December 2006 all student payroll is processed through Higher One as wages. |
| Action | Student HigherOne Project complete Implementation has been successful |