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 | Contact reduction Letter sent to employee regarding fluctuation in pay check reduced phone calls associated with inquiries. |
| Action | Employee response Employees notifications have been well received. Modification to the text has been made based on residual questions received. |
| 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 | New Hire Orientation Brochure designed to address common questions that new employees have. Attend New Hire orientations with Human Resources regarding payroll issues. Also, one on one orientation with new hires as needed. |
| Action | Orientation participation Payroll has fully integrated into new employee orientation. |
| 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 | Staff training Power Point training presentation can be customized to a group, department or individual. |
| Action | Training on demand Modules have been generated and customized presentations have begun with departments. |
| 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 Zero penalties assessed for FY 2007-2008. |
| Action | Goal met Zero penalty goal has been met. |
| 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 Zero penalties assessed for FY 2007-2008 |
| Action | Goal met Zero penalty goal met. |
| 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 | Printing Reduced Currently printing less than 60 (on average) employee pay checks each pay period. |
| Action | Continue Reduction Effort Provide deliberate promotion of direct deposit benefits to those that still receive paper checks. |
| 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 check stubs provided to employees creating savings in regard to personnel, equipment and associated printing costs. |
| Criteria | Online Access Provide online access to all employees, regardless of location of access. |
| Finding | Printing Reduced Effective 4/1/08 check stubs are no longer printed for students. 5-6 students have come in to request a stub and were instructed on how they can print their current and past stubs on SamWeb. Cut printing of check stubs by an average of 1300 per pay period. |
| Action | Promote Paperless Access Continue to promote paperless stub access through Payroll website, giving instructions through website and pay period email. |
| 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 | Student Adjustment Students have adjusted to Direct Deposit of wages to HigherOne. Reissue of lost or destroyed checks eliminated. |
| Action | Educate student employees Assist students with option of sending wages to a separate account from their refund. |