Kansas Department of Administration - SHARP Customer Service
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SHARP Hours:
Mon-Fri: 7AM-6PM
Sat: 1PM-9PM
Sun: 1PM-6PM

SHARP Help Desk:
785-368-8000
Option 1 (SHARP)
*Listen for options.

 

SHARP Messages

Available Calendar Years: Current Year,2012 2011, 2010, 2009, 2008, 2007

PDF Archives: 2006, 2005, 2004, 2003, 2002, 2001


Current Calendar Year 2013:

#

Message

Date

1036

Vacation Leave Overage Reminder – Entry Required this Week

06/10/2013
1035

Purchase Orders and P-Card Subject Areas now available in the Data Warehouse

06/07/2013
1034

Time and Labor: Holiday Warning Upon Timesheet Submit / Approval

05/30/2013
1033

Data Warehouse/Business Intelligence is Available!

05/30/2013
1032

Correction to Payroll Informational Circular 13-P-021

05/15/2013
1031

New Document Posted on SHARP Website - SHARP/SMART Browser Compatibility Document

05/06/2013
1030

Payroll Services Moving to a New Location

05/02/2013
1029

Issue has been Identified in Employee Self-Service with using the Update W-4 Federal Tax Data Process

04/25/2013
1028

Procedures for Timesheet Corrections for Pay Affecting and Non-Pay Affecting Adjustments; New Payroll Adjustments e-mail Address

04/25/2013
1027

Vacation Leave Overage Instruction Documents Updated

04/24/2013
1026

Vacation Overage Message Posted on State Employee Services Website

04/24/2013
1025

SHARP 2007 Data Archive this Weekend: Beginning at 6:00 p.m. on Friday, April 12, 2013 until 1:00 p.m. on Saturday, April 13, 2013

04/09/2013
1024

Data Warehouse will be Unavailable for all Subject Areas beginning today 3/27/2013 for maintenance

03/27/2013
1023

Data Warehouse will be Unavailable for all Subject Areas beginning 3/27/2013

03/25/2013
1022

Updated Payroll Procedures Posted to Payroll Services Website

03/20/2013
1021

For Information Only - Skylight Financial Update

03/19/2013
1020

Daylight Saving Time Implemented

03/05/2013
1019

Reported Time Approved Message Update / Manager Timesheet Approval Steps Reminder

03/01/2013
1018

Time and Labor: Time Reporter Data Effective Dates

02/27/2013
1017

Time and Labor: Deny Button

02/27/2013
1016

Inclement Weather Declaration: Shawnee County 6AM-10AM Tuesday, 02/26/13

02/26/2013
1015

Electronic W-2 Information Available Through Employee Self Service

02/25/2013
1014

Job Postings Website and HTML Coding

02/25/2013
1013

Inclement Weather Declaration: Certain Counties (Northwest, Southwest, North Central, and South Central)

02/24/2013
1012

2012 Total Compensation Statements are now available online

02/22/2013
1011

Important Steps for Completing Payroll Processing Today. Additional Time Administration Run will Occur Today at 2:30 PM

02/22/2013
1010

UPDATE: Inclement Weather Declaration (All Kansas Counties) Extended Until 10:00 AM Friday 02/22/2013

02/21/2013
1009

Inclement Weather Declaration All Kansas Counties from 6AM Thu - 6AM Fri

02/20/2013
1008

SHARP Upgrade Payroll information

02/20/2013
1007

Instructions for Correcting Time that has already been approved/submitted

02/20/2013
1006

Time and Labor Reports

02/18/2013
1005

Critical: Need to Delete Browser Cache Prior to logging into Employee Self-Service or SHARP 9.1to Store Browser History again after the required Browser Cache Delete for SHARP 9.1

02/14/2013
1004

How to Store Browser History again after the required Browser Cache Delete for SHARP 9.1

02/13/2013
1003

SHARP Open at 7:00 am on February 13, 2013

02/12/2013
1002

Critical: Delete browser cache prior to logging into SHARP or Employee Self Service on Wednesday, 02/13/2013

02/12/2013
1001

SHARP Upgrade to 9.1: Subject Area Availability in Data Warehouse

02/08/2013
1000

SHARP and Employee Self-Service will be unavailable starting at 6:00 pm today Friday, February 8th through Wednesday morning, February 13th

02/08/2013
999

Off-Cycle ‘A’ for pped 2/2/13 is tonight – Cutoff is 6pm!

02/08/2013
998

SHARP Updates (such as Job and Position Updates) This Week (02/04 -02/08)

02/04/2013
997

Reminder of Upcoming Payroll Processing Changes due to the SHARP 9.1 Upgrade

02/04/2013
996

HR/Payroll Checklist for SHARP Upgrade to 9.1

02/01/2013
995

IMPORTANT: No Job Posting Updates during the SHARP 9.1 Upgrade from Feb. 9-13, 2013

01/20/2013
994

Form W-4 for 2013

01/15/2013
993

Deposits to 2013 HSA Accounts at US Bank

01/02/2013
     
     
     
     
     
     
     
     
     

 

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Number: 1036

Sent:Monday, June 10, 2013 9:43 AM
Subject:[sharpinfolist] Vacation Leave Overage Reminder – Entry Required this Week

Vacation Leave Overage Reminder – Entry Required this Week
As a reminder, agencies transfer up to 40 hours of vacation overage to sick leave at the end of the fiscal year (06/08/2013) for employees whose vacation balance is over the maximum and who are covered by Kansas Administrative Regulation 1-9-4(a)(2) or Executive Order 04-13.
This is accomplished by entering the VOTTS - FYE Vac Overage XFR to Sick Time Reporting Code (TRC) and appropriate overage hours into the 05/26/13 - 06/08/13 timesheets. Do not enter the SLA TRC as it is not mapped to an earnings code so it will not update the sick balance if used. These entries can be entered (and approved if applicable) on the 05/26/13 - 06/08/13 timesheets anytime now through 3:30 PM Friday, 06/14/13, at the latest. Remember to review and approve the Payable Time after Time Administration runs. NOTE: Time and Labor Self Service agencies may want to hold off entering the VOTTS TRC until employees and managers no longer have access to the 05/26/13 - 06/08/13 timesheets (Employees no longer have access to them after 06/09/13 and managers loose access Tuesday night, 06/11/13). If you decide to enter the VOTTS TRC while employees/managers still have access, you may want to let affected employees know why the code is being entered on timesheets.
Refer to the SHARP Customer Service Center Documents page, http://www.da.ks.gov/sharp/documents/, for instructions on how to determine which employees are over the maximum, calculate the overage amount, and transfer the overage to sick leave. Look for the following links under the “Time and Labor Documents” section:

Vacation Overage Conversion Detailed Instructions (.pdf) (4/24/2013)
Vacation Overage Conversion General Instructions (.pdf) (4/24/2013)
If you have any questions about this SHARP process, you may send an email to brent.smith@ks.gov.

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Number: 1035

Sent:Friday, June 07, 2013 12:35 PM
Subject:[sharpinfolist] Purchase Orders and P-Card Subject Areas now available in the Data Warehouse

Two more subject areas are now available in the Data Warehouse!

  • KS Purchase Orders
  • KS P-Card

KS Expense is under-going data validation and Project Current Activities is undergoing assessment.
We will send out messages when these subject areas become available. You can also view the Home Dashboard notices section for announcements.

Thank you for your patience during this reload.
Business Intelligence/Data Warehousing Team

*If you experience any issues with the Data Warehouse, please log a ticket with the Service Desk and choose the Data Warehouse category.

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Number: 1034

Sent:Thursday, May 30, 2013 10:13 AM
Subject:[sharpinfolist] Time and Labor: Holiday Warning Upon Timesheet Submit / Approval

Time and Labor: Holiday Warning Upon Timesheet Submit / Approval

May 27, 2013 is the first holiday the Executive Branch has observed since going live with Oracle / PeopleSoft Time and Labor.

We wanted to let you know that when you and your employees Save for Later and check for errors or Submit the 05/26/13 – 06/08/13 timesheet, that the following warning message will display if there are hours recorded on the holiday: “Warning -- 2013-05-27 is scheduled as  a holiday (13504,3003). Reported Date is scheduled as a Holiday. Press OK to Save the Reported Time and return to Timesheet page. Press cancel to return to Timesheet page to save or change your Reported Time.”

NOTE: Managers and Timekeepers who Approve Reported Time will also receive this warning.

This is a delivered Oracle warning message. It lets us know that time is recorded on the holiday with Time recording codes such as HDC, HDP, etc.. When this message displays, you, your managers, and your employees should click Okay to continue the Save or Submit, or click cancel if they need to remove the hours from the holiday.

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Number: 1033

Sent:Thursday, May 30, 2013 9:33 AM
Subject:[sharpinfolist] Data Warehouse/Business Intelligence is Available!

After the SHARP upgrade, the Data Warehouse required an entire reload. We are pleased to announce that the Data Warehouse has been completely reloaded and is now available for the Subject Areas listed below:

  • AR -KS Deposits
  • AP -KS Vouchers and Payments
  • Commitment Control Activity Log
  • Commitment Control Budget Balances
  • Project Transactions
  • Employee Job
  • Time and Labor (Payable Time)
  • Payroll Other Earnings (All Regular and Other Earnings for all agencies are now in this Subject Area)

**Requests for Regular and Overtime that were previously built in Payroll Earnings will need to be rebuilt in Payroll Other Earnings using the regular and overtime Earnings Codes or Groups.
**The Payroll Earnings dashboard has been updated to pull data from Payroll Other Earnings.

  • Payroll Earnings (Historical only)

Subject Areas not listed above are still in the data validation process. You will see Dashboards and requests for them, but since they are turned off, you will receive an error if run them.

We will be sending out more messages when additional subject areas are available. You can also view the Home Dashboard notices section for announcements.

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Number: 1032

Sent:Wednesday, May 15, 2013 1:15 PM
Subject:[sharpinfolist] Correction to Payroll Informational Circular 13-P-021

Please note that the second paragraph of Payroll Informational Circular 13-P-021 that was posted this morning will be corrected to read as below:

An email will be sent to your agency staff with the [WF] Agy Payroll Administrator role in SHaRP, indicating that a KPAY210 has been placed in your agency’s MVS mailbox. This is the same role that receives W-4 changes and other SHARP payroll related workflow notices.  It is imperative that at least one employee from each agency has this role in order to receive the email so that the direct deposit information can be corrected in a timely manner.  In order to set up an employee with this SHaRP role, please reach out to your Agency SHARP Security Contact. If you don’t know who your contact is please check with staff in your agency’s human resource office.

This correction will be updated to the original circular posted on the web this morning.  We apologize for any inconvenience this may have caused.

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Number: 1031

Sent: Thursday, May 06, 2013 10:15 AM
Subject:[sharpinfolist] New Document Posted on SHARP Website - SHARP/SMART Browser Compatibility Document

A new resource document titled SHARP/SMART Supported Browser has been posted on the SHARP website at http://www.da.ks.gov/sharp/documents/SupportedBrowsers_ESS-SHARP-SMART_042613.pdf

This document outlines the details of supported browser applications that may be used by agencies in conjunction with SMART and SHARP.  It also includes information on clearing browser cache, allowing pop-up windows in PeopleSoft and a Frequently Asked Questions section.

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Number: 1030

Sent: Thursday, May 02, 2013 8:19 AM
Subject:[sharpinfolist] Payroll Services Moving to a New Location

Please be aware that Payroll Services, as well as all other former A&R offices, are moving to the Eisenhower State Office Building beginning next week.  The move is expected to be completed by May 15th.  Phone numbers and Fax numbers will remain the same for individuals in Payroll Services.  Please be aware that delays in responding to e-mails, phone calls, etc. may occur during the time of the move.  We apologize in advance for any inconvenience this may cause.

Effective 5/13/13 the new mailing address for Payroll Services will be:

Office of Systems Management – Payroll Services
Eisenhower State Office Building
Suite 300
700 SW Harrison Street
Topeka, KS 66603

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Number: 1029

Sent:Thursday, April 25, 2013 9:56 AM
Subject:[sharpinfolist] Issue has been Identified in Employee Self-Service with using the Update W-4 Federal Tax Data Process

Issue has been Identified in Employee Self-Service with using the Update W-4 Federal Tax Data Process 

There is an identified issue in Employee Self-Service when updating Federal Tax Data using the Update W-4 Federal Tax Data link that causes Payroll errors and blanks out the current employee State Tax data information.  This happens when the following occurs:
a. Employee accesses W-4 Federal Tax Data link in ESS and makes a change to W-4 Information.
b. Before hitting 'Submit', they blank out the year field on the line which reads:
           I claim exemption from withholding for the year xxxx and I certify that I meet.....
c. They hit submit and enter their confirmation password.
d. An error message appears stating that the year must be entered.
e. They enter the year.
f.  They hit submit and enter their confirmation password.
g. A message appears stating that Federal tax data has been created and to inform your payroll department to enter the state withholding data.

It is very important that employees do NOT blank out the year field on the line identified in b. above no matter what kind of change is being made or else their current State Tax Data will be blanked out and Payroll errors will occur.  The default year should be left populated as ‘2013’ in this field.

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Number: 1028

Sent:Thursday, April 25, 2013 9:18 AM
Subject:[sharpinfolist] Procedures for Timesheet Corrections for Pay Affecting and Non-Pay Affecting Adjustments; New Payroll Adjustments e-mail Address

Procedures for Timesheet Corrections for Pay Affecting and Non-Pay Affecting Adjustments; New Payroll Adjustments e-mail Address

1) A new Desk Aid and attachment have been posted to the Payroll Procedures website. The document, titled “Timesheet Corrections – Pay Affecting vs Non-Pay Affecting,” provides specific step-by-step instructions for agency staff in order to ensure that timesheet corrections are completed using the necessary steps required for the corrections to be picked up and processed through Time Administration.  All agency staff responsible for timesheet corrections should review and use these steps when making timesheet corrections in order to avoid any issues with corrections not getting picked up for processing. 

The attachment, accessed at the bottom of the document, includes a list of all Time Reporting Codes (TRCs) that can be used to complete Non-Pay Affecting adjustments.  Attempting to use other TRCs for a non-pay affecting adjustment will result in an error.

2) A new e-mail address has been established for the submission of requests/questions related to payroll adjustments.  Effective immediately, please submit DA-180 forms, questions, etc. related to payroll adjustments to PayAdj@ks.gov.   The use of a common mailbox will allow for a more timely response to payroll adjustment issues during staff outages.

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Number: 1027

Sent:Tuesday, April 24, 2013 4:40 PM
Subject:[sharpinfolist] Vacation Leave Overage Instruction Documents Updated

Vacation Leave Overage Instruction Documents Updated

Personnel and Payroll Staff: As a reminder, agencies transfer up to 40 hours of vacation overage to sick leave at the end of the fiscal year (Pay Period Ending 06/08/2013) for those employees covered by Kansas Administrative Regulation 1-9-4(a)(2) or Executive Order 04-13.

The instructions for this process have been updated to reflect 2013 dates and are now posted on the SHARP Customer Service Center Documents page, under the “Time and Labor Documents” section. The documents are:

Vacation Overage Conversion Detailed Instructions (.pdf) (4/24/2013)
Vacation Overage Conversion General Instructions (.pdf) (4/24/2013)

If you have questions about this process, you may contact Brent Smith, Department of Administration, Office of Personnel Services, at brent.smith@ks.gov

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Number: 1026

Sent:Tuesday, April 24, 2013 3:38 PM
Subject:[sharpinfolist] Vacation Overage Message Posted on State Employee Services Website

Vacation Overage Message Posted on State Employee Services Website

The following Vacation Overage message has been posted on the State Employee Services website beneath the “Important Notices” section.

The Department of Administration, Office 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 8, 2013*. 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 8, 2013 (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 Personnel 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 05/26/13 - 06/08/13 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 Personnel 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. Self-service Time and Labor employees may also view leave balances under the Leave and Compensatory Time Balances section of timesheets. Please note that Vacation Leave Overages, if applicable, are not displayed separately from the Vacation Ending Balance.

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

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Number: 1025

Sent:Tuesday, April 09, 2013 9:21 AM
Subject:[sharpinfolist] SHARP 2007 Data Archive this Weekend: Beginning at 6:00 p.m. on Friday, April 12, 2013 until 1:00 p.m. on Saturday, April 13, 2013

The SHARP system will be unavailable beginning at 6:00 p.m. on Friday, April 12, 2013 until the regular time at 1:00 p.m. on Saturday, April 13, 2013 for agency users. However, SHARP Employee Self Service will continue to be available during this time frame.  The Department of Administration will be archiving historical data in the SHARP system related to calendar year 2007. SHARP system tables being archived include employee timesheet information, W-2 data, paycheck data, employee payroll balances, and selected other payroll-related data.  Once the archive is complete, the data for calendar year 2007 in the tables previously noted 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 2007. 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.

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Number: 1024

Sent:Wednesday, March 27, 2013 10:28 AM
Subject:[sharpinfolist] Data Warehouse will be Unavailable for all Subject Areas beginning today 3/27/2013 for maintenance

Data Warehouse will be Unavailable for all Subject Areas beginning today  3/27/2013 for maintenance

The Data Warehouse team is moving forward with the reload of data in the SHARP and SMART subject areas of the Data Warehouse starting today, Wednesday, March 27, 2013.  As stated in the earlier email we expect the entire process to take approximately a month.   However, we will restore subject areas as they become available.  If there are other agencies that did not contact us about reporting needs that will exist due to the data warehouse being down please go ahead and  email Kristine Scott at Kristine.scott@ks.gov  or  Sunni Zentner at sunni.zentner@ks.gov  so we can look for alternative solutions to get you by until the data warehouse becomes available.  If you have already contacted us we are working on finding solutions for you based on the information  you provided.

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Number: 1023

Sent:Monday, March 25, 2013 3:13 PM
Subject:[sharpinfolist] Data Warehouse will be Unavailable for all Subject Areas beginning 3/27/2013

The Data Warehouse team has now reached the point where we need to start loading SHARP 9.1 data into the Data Warehouse.  As noted in previous communications, because there are system tables that are shared across both SHARP and SMART this process will require the reloading of  all of the data in all subject areas of the data warehouse. We believe this process will take approximately a month but we will restore individual subject areas as the reloads are completed.  Due to the time it will take to complete the reload process, the goal is to begin this process at the close of business on Tuesday, March 26, 2013.

If taking the Data Warehouse system down starting this week will cause your agency issues with meeting reporting requirements we need to hear from you as soon as possible so we can determine if there are other alternatives to get you the data you need or if we need to delay starting the reload.

Please email Kristine Scott at Kristine.scott@ks.gov  or  Sunni Zentner at sunni.zentner@ks.gov  no later than noon tomorrow.

We thank you in advance for your patience as we get the Data Warehouse updated and restored for all SHARP and SMART users.

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Number: 1022

Sent:Wednesday, March 20, 2013 9:43 AM
Subject:[sharpinfolist] Updated Payroll Procedures Posted to Payroll Services Website

Updated Payroll Procedures Posted to Payroll Services Website

The Payroll Procedures located at http://admin.ks.gov/offices/chief-financial-officer/payroll-services/payroll-procedures have been updated to reflect changes required for the upgrade to PeopleSoft 9.1.  Agencies are encouraged to review and utilize this documentation as needed to identify any changes in procedures.  The updated procedures include the following topics:
Agency Entered Paycheck Adjustment Procedures 
Centrally Entered Paycheck Adjustment Procedures 
Direct Deposit Procedures 
Direct Deposit Questions and Answers 
Garnishment Information and Tips
Maximum Arrears Payback Procedures 
Online Check Procedures for Paycheck Modeling 
Paycheck Reprint Procedures  (SHARP Agencies only)
Paycheck Reprint Procedures for Regents Agencies 
Paycheck Reversal Procedures 
Paycheck Stop Payment Request Procedures 
Position Funding Maintenance Procedures 
Supplemental Paycheck Procedures

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Number: 1021

Sent:Tuesday, March 19, 2013 2:52 PM
Subject:[sharpinfolist] For Information Only - Skylight Financial Update

For Information Only - Skylight Financial Update

This information, provided by Skylight Financial, is for information only to HR/Payroll staff. No action is required on the part of agency staff or employees regarding these changes, however, staff are encouraged to be familiar with the change noted below regarding the new surcharge-free network for Skylight in order to encourage new and existing enrollees in the Skylight Paycard program to identify and utilize surcharge-free ATMs in their area. Skylight Financial has already provided notice of this change directly to all employees who are current Skylight Financial customers.

Skylight Financial recently announced that as of February 26, 2013, cardholder accounts previously issued by Elan Financial (U.S. Bank National Association) will be issued by Bofl Federal Bank. No action is required by the employees who have Skylight accounts. Employees can continue to use their existing cards. For all impacted cardholders, Skylight has sent notification of the change. Cards issued by other Skylight issuing banks will not be impacted by this change.
Skylight issued the following information for U.S. Bank Cardholders:

“U.S. Bank will remain a strong partner of NetSpend/Skylight and will continue to offer free Skylight check cashing services at all U.S. Bank branch locations as well as access to all U.S. Bank branch ATMs (U.S. Bank ATMs at locations other than at a U.S. Bank branch will no longer be surcharge-free). In addition to the U.S. Bank branch ATMs, MoneyPass ATMs will also be available to cardholders. MoneyPass is a national ATM network owned by U.S. Bank that offers more than 22,000 surcharge-free ATMs. To locate MoneyPass ATMs, cardholders can visit www.moneypass.com.”

For agency questions regarding the Skylight paycard program, please contact Amanda Entress at Amanda.Entress@ks.gov or 785.296.3887

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Number: 1020

Sent:Tuesday, March 05, 2013 9:02 AM
Subject:[sharpinfolist] Daylight Saving Time Implemented

Daylight Saving Time Implemented

Clocks will be set ahead one hour at 2:00 AM Sunday, March 10, 2013, 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 time reporting code DST (Daylight Saving Time).

You may access Bulletin No. 96-01 “Daylight Saving Time” at the Department of Administration, Division of Personnel Services Bulletins webpage.

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Number: 1019

Sent:Friday, March 01, 2013 2:18 PM
Subject:[sharpinfolist] Reported Time Approved Message Update / Manager Timesheet Approval Steps Reminder

We have modified the wording employees receive in the reported time approval email when only a portion of their Employee Self-service timesheets have been approved.

The Subject of the e-mail employees receive will be: “Only Partial Reported Time was Approved for Payment.”

The text will now include this additional message: “***IMPORTANT*** Your timesheet for this pay period has some time that has not been approved. Check with your supervisor, timekeeper, or HR Staff for details.”

The remainder of the message will not change. If an employee’s entire timesheet has been approved, the traditional e-mail will be sent.

We feel this enhancement will help employees to alert their supervisor when only a portion of their timesheet hours have only approved.

As a reminder, please communicate to supervisors that they should not be approving Employee Self-service timesheets at the summary level. Instead, they should click on the employee’s hyperlinked name to pull up the employee’s timesheet so they can verify the Time Reporting Codes, Taskgroups, (and Task Profiles if applicable) and the hours. Next, Expand the Reported Time Status section to see the status for all rows of data. Click “Select All” and approve. The last step is to verify that all rows have been approved (Reported Status will display Approved).

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Number: 1018

Sent:Wednesday, February 27, 2013 3:22 PM
Subject:[sharpinfolist] Time and Labor: Time Reporter Data Effective Dates

Time and Labor: Time Reporter Data Effective Dates

When entering Time Reporter Data for new hires and rehires, please remember to enter the Payable Time Start Data and the Effective Date fields with a date equal to the Hire or Rehire Date. For any subsequent Time Reporter Data Effective Date rows, but sure to enter the pay period begin date or if the employee is terminating/retiring, enter the term/retire date. If you enter the incorrect dates, the employee may not be paid properly.

NOTE: Do not add a new row and date it one day greater if you notice a date mistake as there should only be one Time Reporter Data Effective Date during any given 2 week pay period.  Instead, if you realize the dates are incorrect, you may submit a request to the Office of Personnel Services SHARP Corrections Unit at sharp@ks.gov to request the Time Reporter Data Effective Date be changed. Unfortunately we are unable to change the Payable Time Start Date as the field is hidden after you’ve entered it and have saved your changes. 

In order to reset the Payable Time Start Date, you must follow these steps:
1. Access the employee’s first time and labor timesheet.
2. If no blank rows exist, add a row.
3. On the existing blank row, or the row you added, Select the REG Time Reporting Code (TRC)
4. Enter a 1 on the first day the employee is active in the time period.
5. Submit
6. Delete the row you added
7. Submit

Following these steps will reset the Payable Time Start Date for you.

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Number: 1017

Sent:Wednesday, February 27, 2013 12:32 PM
Subject:[sharpinfolist] Time and Labor: Deny Button

Time and Labor: Deny Button

Due to issues associated with the Deny button function within the Oracle/PeopleSoft Time and Labor module, we have removed the Deny button from the SHARP Time and Labor pages.  We feel the removal of the Deny button will help with the integrity of the system.

The workaround for the Deny button is for managers to e-mail, meet with, or phone employees when they have a question about the employee’s timesheet entries. If a timesheet change is needed, ask the employee to delete the time in question and Submit their timesheet. Then the employee should add the correct hours and Time Reporting Code and Submit if it is the end of the pay period. If the employee no longer has access to the timesheet to make the updates, the manager should ask the agency timekeeper or Time and Labor HR professional to make the changes and print a paper time document for both the employee and manager to sign and date. Retain the signed and dated time document for the five year retention period.

The manager would then review the change to the timesheet and approve. If the manager no longer has access to review and approve the change, the timekeeper or Time and Labor HR staff should review and approve the reported time (timesheet).

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Number: 1016

Sent:Tuesday, February 26, 2013 5:24 AM
Subject:[sharpinfolist] Inclement Weather Declaration: Shawnee County 6AM-10AM Tuesday, 02/26/13

Governor Sam Brownback has declared Inclement Weather from 6:00 AM Tuesday, 02/26/2013 through 10:00 AM Tuesday, 02/26/2013 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 Labor.

Record leave for 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.

View the Inclement Weather Policy

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Number: 1015

Sent:Monday, February 25, 2013 4:08 PM
Subject:[sharpinfolist] Electronic W-2 Information Available Through Employee Self Service

Electronic W-2 Information Available Through Employee Self Service

Electronic W-2’s for years 2008 through 2012 are now available in Employee Self Service (ESS). The ‘View W2/W2c Forms’ functionality allows an employee to view and print W-2 information on their own, rather than waiting for a duplicate to be issued.  Instructions for viewing and printing a copy of a W-2 on-line are being posted to the Employee Self Service Center. Forgot Password functionality is available in ESS if an employee has forgotten his/her password.

The ‘View W2/W2c Forms’ functionality is available to all active employees, including student employees, for whom a W-2 has been issued.  Agencies are reminded that employees who retired or terminated from State service on or after September 16, 2011, also have access to view/print W-2’s for 18 months following their date of separation, per Informational Circular 12-P-011 and should be directed to utilize Employee Self Service.  Agencies are expected to recommend that employees use the ‘View W2/W2c Forms’ functionality.  A Desk Aid that explains the procedures for consenting to electronic W-2’s and viewing electronic W-2’s is attached and may be distributed to employees to assist them in this process.

After logging into the system and selecting ‘View W2/W2c Forms’ for the first time, the employee will be asked to consent to receiving electronic W-2s. Please note that the employee will only be able to view their W-2s after they have consented to receiving their W-2 electronically. Once the employee has consented, they will be able to view W-2 information for any year from 2008 through 2012 for which the employee had a W-2 issued.  Employees do have the option to withdraw consent through ESS at any time.

The Office of General Services, Payroll Services will continue to provide duplicate W-2s for those employees who cannot access Employee Self Service. Requests for duplicate W-2s received by Payroll Services by noon each Thursday will be processed Thursday afternoon and mailed the next day. Agencies need to verify the mailing addresses for the W-2s and submit the correct addresses to Payroll Services. Agencies are requested to submit one blanket request for duplicate 2012 W-2's for each printing.  The requests should be in employee ID order and should include each employee's name and correct mailing address in addition to the employee ID.  Requests for duplicate W-2's for years prior to 2012 should be submitted separately.  Duplicate 1042S form requests should also be submitted separately.  Requests for either duplicate W-2 or 1042S forms should be directed to Payroll Services at telephone number 785-296-3887.

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Number: 1014

Sent:Monday, February 25, 2013 3:36 PM
Subject:[sharpinfolist] Job Postings Website and HTML Coding

The automatic updates to the Job Postings website (www.jobs.ks.gov) have resumed so you can expect to see the new postings you add in SHARP loaded and available sometime after midnight of the day you add them in the system except for Saturdays. 

We also wanted to let you know that we have discovered that you will no longer need to add HTML coding to the text of your job posting to make it display correctly on the website.  Instead you should use the formatting tools that are available in the Description box where you enter the text you want displayed on the website.  The editing tools are similar to what you would find in Word such as bold, bullets, etc. 

We recommend that you go out the next day to make sure your posting looks okay and all the information is listed.  

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Number: 1013

Sent:Sunday, February 24, 2013 8:25 PM
Subject:[sharpinfolist] Inclement Weather Declaration: Certain Counties (Northwest, Southwest, North Central, and South Central)

Kansas Governor Sam Brownback has declared Inclement Weather from 6:00 a.m. Monday, February 25, 2013 to 6:00 a.m. Tuesday, February 26, 2013 for benefits eligible non-essential State of Kansas Executive Branch employees, who work in the following Kansas counties: 

  • Northwest Region:  Cheyenne, Decatur, Ellis, Gove, Graham, Logan, Ness, Norton, Phillips, Rawlins, Rooks, Rush, Russell, Sheridan, Sherman, Thomas, Trego, and Wallace Counties.
  • Southwest Region:  Clark, Finney, Ford, Grant, Gray, Greeley, Hamilton, Haskell, Hodgeman, Kearny, Lane, Meade, Morton, Scott, Seward, Stanton, Stevens, and Wichita Counties.
  • North Central Region:  Clay, Cloud, Dickinson, Ellsworth, Jewell, Lincoln, Mitchell, Osborne, Ottawa, Republic, Saline, and Smith Counties.
  • South Central Region:  Barber, Barton, Butler, Comanche, Cowley, Edwards, Harper, Harvey, Kingman, Kiowa, Marion, McPherson, Pawnee, Reno, Pratt, Rice, Sedgwick, Stafford, and Sumner Counties.

Note: This declaration does not include employees in the Board of Regents, Regents Institutions, the Judicial Branch, nor the Legislative Branch of Government. Check with your designated representatives to determine if you are also eligible.

Appointing authorities in offices located outside Shawnee County have the option to extend Inclement Weather for those counties beyond this declaration

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 Labor.

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.

View the Inclement Weather Policy

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Number: 1012

Sent:Friday, February 22, 2013 2:28 PM
Subject:[sharpinfolist] 2012 Total Compensation Statements are now available online

The 2012 Total Compensation Statements are now available online. Employees can view their statements by signing into Employee Self Service on the State Employee Services webpage.

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 2012, the online statement will include those earnings.

The 2012 Total Compensation Statement shows wages paid in 2012 (paycheck issue dates January 6, 2012 – December 12, 2012). 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://www.da.ks.gov/sharp/documents/ssccomp_more.htm

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Number: 1011

Sent:Friday, February 22, 2013 1:41 PM
Subject:[sharpinfolist] Important Steps for Completing Payroll Processing Today. Additional Time Administration Run will Occur Today at 2:30 PM

To assist agencies in completing payroll processing, an additional run of Time Administration will occur at 2:30 PM today (in addition to the regularly scheduled 3:30PM Time Administration run).  Agency HR/Payroll staff should complete the following steps today in order to ensure that all time has been reported correctly and all approvals have been completed so that employees will be paid correctly for the pay period ending 2/16/13.

STEP 1) Run REPORTED TIME EXTRACT and load it to a spreadsheet application such as Excel.  Sort or filter on the Status field and review any time that is not listed in Approved (AP) or Submitted (SB) status.  In particular, the following status values require agency review/action for resolution:

  • NEEDS APPROVAL (NA) status – Reported time on the timesheet has not yet been approved for processing in Time Administration.  Agency HR staff must approve time in order for it to move through Time Administration.
  • SAVED (SV) status – Reported time has not yet been submitted for review/approval for processing in Time Administration.  Agency HR staff must submit/review/approve time in order for it to move through Time Administration.
  • APPROVAL IN PROCESS (IP) status – If employee time remains in IP status either on the core system screen or in the extract, please e-mail TLAnalyst@ks.gov so a central staff member can review/release this time.

AFTER making the necessary updates to the timesheet complete the following actions:

  • Access the Time Reporter Status Page (Time and Labor, View Time, Time Reporter Status)
  • Verify the Earliest Change Date = 02/03/13 (or another date within the pay period of 2/3 - 2/16/13)
  • Verify the Time Admin Run Needed checkbox has a checkmark in it
  • IF either #2 or #3 are NOT correct do the following:
    • Access the timesheet and add a new row 
    • Enter a TRC such as BUS 
    • Enter a 1 on a day employee is active and SUBMIT
    • DELETE the BUS row and SUBMIT
    • Go back to the Time Reporter Status page and verify #2 and #3 above are now correct

STEP 2) Run PAYABLE TIME EXTRACT and load it to a spreadsheet application such as Excel.  Sort or filter on the Status field and review any payable time that is not listed in Approved (AP) (meaning - ready for payroll processing in the nightly batch cycle) or Taken by Payroll (TP) (meaning -picked up for payroll processing in the nightly batch cycle) status.  In particular, the following status values require agency review/action for resolution:

  • NEEDS APPROVAL (NA) status – Payable time has not yet been approved for processing through payroll.  Agency HR staff must approve the payable time in order for it to be included in payroll processing.
  • REJECTED BY PAYROLL status – Time has been rejected by payroll.  Please e-mail TLAnalyst@ks.gov so a central staff member can assist in the review of this time.
  • Denied (DN) status – Time has been denied by payroll.  Please e-mail TLAnalyst@ks.gov so a central staff member can assist in the review of this time.
  • CLOSED (CL) status – Time Reporter Codes have been used that don’t map to Earnings Codes - these codes would always appear as closed (LWPNE, SLA, VLA, FMLWP, and LWP).

STEP 3) Review the PAY010 report to identify any Employees Not Processed.  Agency staff must enter/approve time, wait for Time Administration to run, then approve Payable Time in order for time to be included in the payroll confirm process in tonight’s batch cycle.

STEP 4) Review the PAY002 report and compare Gross Pay to the Gross Pay for the same employees for the pay period ending 2/2/13.  This will assist in identifying employees that may not have had all of their time reported or approved.  Follow the steps provided in the infolist message earlier this week to correct timesheets, submit additional time, wait for time administration to run, and/or approve payable time as needed to ensure all hours are reported and approved to be included in payroll.

STEP 5) Run/Review additional reports on HR/Payroll Checklist such as Worker’s Compensation, Taskgroup Exception Report, etc. to identify any errors/issues that require correction.

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Number: 1010

Sent:Thursday, February 21, 2013 9:05 PM
Subject:[sharpinfolist] UPDATE: Inclement Weather Declaration (All Kansas Counties) Extended Until 10:00 AM Friday 02/22/2013

Kansas Governor Sam Brownback has extended the declaration of Inclement Weather until 10:00 AM Friday, 02/22/2013 for benefits eligible non-essential State of Kansas Executive Branch employees (all 105 Kansas counties).

Appointing authorities outside of Shawnee County may determine to extend the declaration beyond 10:00 AM.

Total duration of the inclement weather declaration occurred from 6:00 AM Thursday, 02/21/2013 through 10:00 AM Friday, 02/22/2013.

This declaration does not include employees in the Board of Regents, Regents Institutions, the Judicial Branch, nor the Legislative Branch of Government. Check with your designated representatives to determine if you are also eligible.

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 Labor.

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.

View Inclement Weather Policy.


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Number: 1009

Sent:Wednesday, February 20, 2013 4:09 PM
Subject:[sharpinfolist] Inclement Weather Declaration All Kansas Counties from 6AM Thu - 6AM Fri

Governor Sam Brownback has declared Inclement Weather from 6:00 AM Thursday, 02/21/2013 through 6:00 AM Friday, 02/22/2013 for benefits eligible non-essential State of Kansas Executive Branch employees, who work in all Kansas counties.  

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 extend Inclement Weather for those counties beyond this declaration

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 Labor.

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.

View Inclement Weather Policy


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Number: 1008

Sent:Wednesday, February 20, 2013 2:29 PM
Subject:[sharpinfolist] SHARP Upgrade Payroll information

An issue was identified this morning which resulted in the Gross Pay for calculated paychecks for some Exempt employees on the PAY002 report being a few cents higher or lower than the regular bi-weekly pay.  This issue has been resolved and should be corrected on tonight’s preliminary pay calc.  Please verify the gross pay amounts on the PAY002 tomorrow after tonight’s pay calc.

Also, agencies are reminded that the Time Reporting Code (TRC) for Regular pay (REG) viewed on the Time and Labor extracts is converted to an earnings code value of RE1 when loaded to payroll.  Therefore, agencies will only see the RE1 code (not the REG code) on the PAY002 report and on the paychecks.  Please remember that all employee time (regular, overtime, etc) are reported under Other Earnings in the on-line paycheck view and on the PAY002 report.


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Number: 1007

Sent:Wednesday, February 20, 2013 1:18 PM
Subject:[sharpinfolist] Instructions for Correcting Time that has already been approved/submitted

If you need to go back and correct time that has already been reported on the timesheet follow these steps to correct the time.   (For example, Vacation leave payouts that defaulted in that need to have the code changed from VLN to VLT).
To correct this follow these steps:

  1. Go into the timesheet for the period.
  2. Correct the information that needs to be changed.
  3. Press Submit
  4. Approve the Timesheet if the employee is ESS.

Next, to be sure that the Time Administration Process is going to pick up the changes you just made. 

Navigate to Time Reporter Status at Time and Labor> View Time> Time Reporter Status
If Earliest Change Date is the Pay Period Begin Date (02/03/13 and Time Administration Run Needed has a checkmark, then Time Admin should pick up the changes you made on the Reported Time (Timesheet). Time Admin runs at 11 and 3:30 Today.

If the Earliest Change date is not 02/03/13 then it will not get picked up by Time Administration.  You need to go back to the timesheet and then Delete all the rows you changed by clicking the minus signs (don’t just remove the hours).

  1. Press Submit
  2. Add the time back into the Timesheet.
  3. Press Submit.
  4. Approve the Timesheet if the employee is ESS.

Go back and check the Time Reporter Status to be sure it will get picked up this time.


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Number: 1006

Sent:Monday, February 18, 2013 11:33 AM
Subject:[sharpinfolist] Time and Labor Reports

We have received several questions about what reports to generate in Time and Labor and the timing for running them.  The link below is for the SHARP Upgrade HR/Payroll Checklist.  It contains information about activities that should occur on key days of the payroll cycle.

http://www.da.ks.gov/sharp/documents/SHARPUpgrade91/SHARP_Upgrade_HR-Payroll_CheckList.docx

Reported Time Extract -  Time and Labor> Reports>Reported Time Extract.  http://www.da.ks.gov/sharp/reports/ktl108.htm
NOTE: Reported Time is a copy of the timesheets.  The Reported Time Extract should be generated to help you find employees whose time still has the status of ‘Saved’ in their Reported Time which indicates their time still needs to be Submitted before it can be turned into Payable Time. If you discover any of these today – the employee has already lost access to the timesheet so you (or the Manager) can go back to the timesheet to make updates and submit/approve if the employee is in a Self-Service type workgroup. (Remember to print a paper t-doc for the employee/mgr to sign/date anytime you update the employee’s time-sheet).

If you see a status of Needs Approval, it indicates the manager still needs to approve the time for these employees. Send an email to the supervisors to notify the Manager they have until tomorrow (Tuesday, 02/19/2013) to get this time approved.  The Reported Time Extract report will need to be imported into a spreadsheet program such as excel before you can review the results.  Here is a link to explain how to Run and Download reports like the Reported Time Extract  http://www.da.ks.gov/sharp/reports/report_instructions.htm

Once time has been Approved through the Time Administration Process that runs at 11AM and 3:30 PM and nightly Monday – Friday,  you can look for Exceptions. Wait approximately ½ hour after Time Administration beings to look for your Exceptions and Payable Time.   Exceptions are found on-line via this navigation: Time and Labor>View Exceptions and Attendance>Exceptions or Manager Self Service>Time Management>Approve Time and Exceptions>Exceptions

Now you are ready to approve Payable Time – located at Manager Self-Service> Time Management> Approve Time and Exceptions> Payable Time 
Remember to enter the Pay Period begin and end date when you are pulling up information on this page for which you are approving Payable Time.

If you go back to pull up the Approve Payable Time for someone that you’ve already approved, they won’t display on that search result because you’ve already approved them.  To view Payable time for employees you have already approved you can navigate to  Payable Time Detail: Manager Self Service>Time Management>View Time>Payable Time Detail and see time you’ve already approved.

You can also generate the Payable Time Extract  http://www.da.ks.gov/sharp/reports/ktl109.htm


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Number: 1005

Sent:Thursday, February 14, 2013 12:00 PM
Subject:[sharpinfolist] Critical: Need to Delete Browser Cache Prior to logging into Employee Self-Service or SHARP 9.1

IMPORTANT MESSAGE TO AGENCY HR/PAYROLL/IT staff:  The Help Desk and staff in the central office continue to receive numerous calls from employees who have not received the message to delete their browser cache.  We would appreciate it if you could either send/resend the message below and/or remind your employees that this needs to be done.  Any employees who report to you that they are stuck on ‘processing’ need to have their browser cache deleted according to the specific instructions below.    In addition, they should be instructed to contact your office (IT or HR) instead of calling the Help Desk when they have these issues.  We will be happy to work with you on behalf of your agency staff if they continue to experience problems after following these steps.

PLEASE NOTE:  If an agency has specific limitations placed on the deletion of browser cache by the agency IT staff, it is the agency IT staff’s responsibility to ensure the browser cache is deleted according to the below settings in order for SHARP and Employee Self Service for SHARP 9.1 to function correctly for your agency.   Following the completion of the steps below, the browser settings can be restored to the settings required by the agency IT policy.

*****Agency HR/Payroll/IT staff receiving this message are requested to forward the BELOW information to ALL agency employees****:

As a Reminder to All Staff:  Due to the upgrade to SHARP 9.1 all employees must complete the following steps prior to logging into Employee Self Service or the SHARP system for the first time.  Failure to complete these steps exactly as stated will result in processing errors when trying to access various links in Employee Self Service or SHARP. 

If, after completing these steps, issues with viewing pages in Employee Self Service still occur (for example, stuck on processing) please contact your agency IT staff FIRST to confirm that browser cache has been deleted successfully prior to contacting the SHARP help desk or central staff. 

NOTE:  It is imperative that the instructions are followed exactly as listed below.  If Step 3 is not done as specified, pages in Employee Self Service will be stuck on ‘Processing’ when accessing the system.  Please take particular note of the fact that in step 3 it specifies to NOT check the box for ‘Preserve Favorites website data’ when deleting cache in Internet Explorer.  If your agency utilizes a different web browser, please contact your agency IT staff for instructions on how to delete the cache files for that particular browser.

Steps for Deleting Browser Cache in Internet Explorer

STEP #1:  Close all Internet Explorer browsers

STEP #2:  Open Internet Explorer and navigate to Tools -> Internet Options -> Enable “Delete browsing history on exit -> click Delete ->

STEP #3: The Delete Browsing History Page pops up:
         
•             UNCHECK box for Preserve Favorites Website Data
•             CHECK all other boxes on the Delete Browsing History Page

STEP #4: Click Delete

STEP #5:  Exit Internet Explorer

STEP #6:  Open Internet Explorer and start using Employee Self Service or the core SHARP application


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Number: 1004

Sent:Wednesday, February 13, 2013 2:43 PM
Subject:[sharpinfolist] How to Store Browser History again after the required Browser Cache Delete for SHARP 9.1

Agencies have inquired about the specific instruction in the Browser Cache Delete which requires the user to check the box for ‘Delete browsing history on exit’.  Please note that this step does need to occur for the initial delete of the browser cache.  However, once an employee has completed the browser cache delete instructions in detail, if the employee wishes to have their browser history saved when they exit the browser in the future, the following instructions will allow them to re-establish the ‘saving’ of the previously visited sites in the browser history.

Steps for Restoring Ability to Store Browser History following Browser Cache Delete for SHARP 9.1 in Internet Explorer

STEP #1:  Close all Internet Explorer browsers

STEP #2:  Open Internet Explorer and navigate to Tools -> Internet Options

STEP #3:  UNCHECK the “Delete browsing history on exit” checkbox under Browsing history

STEP #4:  Click OK

STEP #5:  Exit Internet Explorer


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Number: 1003

Sent: Tuesday, February 12, 2013 5:17 PM
Subject:[sharpinfolist] SHARP Open at 7:00 am on February 13, 2013

SHARP Open at 7:00 am on February 13, 2013

Please ensure that employees Delete browser cache prior to logging into SHARP or Employee Self Service for the first time tomorrow.  Instructions were provided in a previous SHARP message. Please forward this message to any of your agency users who will require access to SHARP

Security access to the Statewide Human Resource and Payroll System (SHARP) and Employee Self Service will be restored effective 7:00 am on February 13, 2013. 

For employees who will be entering time via Employee Self Service, develop and communicate a schedule for employees to validate their default work schedule and enter/save time for the first time to their on-line timesheet.  This will assist in ensuring an overload does not occur in Employee Self Service first thing on the morning of go-live.  For example,
o          Employees with last name A-F review/record initial time 2/13/13 AM;
o          Last Name G-L review/record initial time 2/13/13 PM;
o          Last Name M-Q review/record initial time 2/14/13 AM;
o          Last Name R-Z review/record initial time 2/14/13 PM

Please forward this message to any of your agency users who will require access to SHARP.   Please ensure that employees Delete browser cache prior to logging into SHARP or Employee Self Service for the first time tomorrow.  Instructions were provided in a previous SHARP message.

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Number: 1002

Sent: Tuesday, February 12, 2013 4:29 PM
Subject:[sharpinfolist] Critical: Delete browser cache prior to logging into SHARP or Employee Self Service on Wednesday, 02/13/2013

REQUIRED ACTION:  Delete browser cache prior to logging into SHARP or Employee Self Service

As you are aware, the upgraded SHARP version 9.1 is scheduled to go live tomorrow morning at 7:00am.  As a part of the upgrade, many employees will be utilizing the upgraded SHARP system and some employees will be reporting time through Employee Self Service.

In order to optimize performance in the new system, it is recommended that all employees who will be accessing the core SHARP application or Employee Self Service fully delete their browser cache prior to logging into SHARP or Employee Self Service.  Instructions are provided below for deleting cache files in Internet Explorer. Please forward the instructions below to all employees in your agencies that will utilize SHARP and Employee Self Service.  NOTE:  It is imperative that the instructions are followed exactly as listed below.  We piloted this in our agency and many employees skipped Step 3.  If Step 3 is not done they will be stuck on ‘Processing’ once they get logged into the system.  Please take particular note of the fact that in step 3 it specifies that the employee should NOT check the box for ‘Preserve Favorites website data’ when deleting cache in Internet Explorer.  If your agency utilizes a different web browser, please contact your agency IT staff for instructions on how to delete the cache files for that particular browser.

PLEASE NOTE:  If an employee is experiencing performance issues in the core SHARP application or in Employee Self Service, agency personnel should ensure that the employee has deleted the browser cache prior to contacting the SHARP Help Desk.

Thank you for your assistance in communicating this information to employees so maximum performance of the system can be achieved.

Steps for Deleting Browser Cache in Internet Explorer
STEP #1:  Close all Internet Explorer browsers
STEP #2:  Open Internet Explorer and navigate to Tools -> Internet Options -> Enable “Delete browsing history on exit -> click Delete ->
STEP #3: The Delete Browsing History Page pops up:         

  • UNCHECK box for Preserve Favorites Website Data
  • CHECK all other boxes on the Delete Browsing History Page

STEP #4: Click Delete
STEP #5:  Exit Internet Explorer
STEP #6:  Open Internet Explorer and start using Employee Self Service or the core SHARP application

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Number: 1001

Sent: Friday, February 08, 2013 3:09 PM
Subject:[sharpinfolist] SHARP Upgrade to 9.1: Subject Area Availability in Data Warehouse

SHARP Upgrade to 9.1: Subject Area Availability in Data Warehouse

As a reminder, SHARP Subject Areas in the Data Warehouse were updated for the last time out of v8.9 as of last night, Thursday, February 7, 2013.    While SHARP is being upgraded to version 9.1, the SHARP subject areas will be available for reporting via the DataWarehouse link in SMART (for those with access to both systems). Please note that the data will be static until we are ready to load from the upgraded version of SHARP 9.1.  

SMART subject areas will be updated over the weekend of February 9-10, 2013 and will continue to be available and updated. When we are ready to reload from SHARP 9.1, we will remove access to the Data Warehouse for all users. We will send out a new notification when that will occur and with more details.

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Number: 1000

Sent: Friday, February 08, 2013 1:24 PM
Subject:[sharpinfolist] SHARP and Employee Self-Service will be unavailable starting at 6:00 pm today Friday, February 8th through Wednesday morning, February 13th

To prepare for the upgrade of SHARP to PeopleSoft v9.1 a data conversion will take place beginning today, Friday, February 8, 2013 at 6:00 p.m. To prevent users from accidentally logging into SHARP prematurely all end-user accounts will be locked from 6pm Friday, February 8th until Wednesday morning, February 13th.  If Employee Self Service users try to log in during this period they will receive a warning message that Employee Self-Service is unavailable until 7:00 a.m. on Wednesday, February 13, 2013.   Agencies will be notified on Tuesday, February 12, 2013 regarding the status of the conversion and to confirm the availability of SHARP on February 13, 2013.

Data Conversion Events and Dates

Friday, February 8, 2013: This is the last day that users will be able to enter transactions prior to the conversion. Conversion to the upgraded version of SHARP will take place starting after batch processing finishes Friday evening.  Access to SHARP and Employee Self- Service will be removed at 6:00 p.m.  IMPORTANT:  Please make sure that you have reminded your employees who will be using Employee Self-Service that they need to log-in and make sure they know their password and have set up information to be able to use the Forgot Password feature.  The employee help desk will be available until 4:30 p.m. today to help them reset passwords.  Otherwise they will have to wait until next Wednesday.

Saturday, February 9, 2013 to Tuesday, February 12, 2013: SHARP will be upgraded to PeopleSoft v9.1 and no access will be available

Wednesday, February 13, 2013: Access for SHARP and Self Service users to the 9.1 version of SHARP is scheduled to be restored on February 13th.  SHARP and Self Service User IDs and passwords will be the same as User IDs and passwords on Friday, February 8, 2013.  A notice will be sent out on February 12th to notify agencies of SHARP availability on February 13th.

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Number: 999

Sent: Friday, February 08, 2013 10:51 AM
Subject:[sharpinfolist] Off-Cycle ‘A’ for pped 2/2/13 is tonight – Cutoff is 6pm!

Off-Cycle ‘A’ for pped 2/2/13 is tonight – Cutoff is 6pm!

As a reminder, the on-cycle payroll for pay period end date 2/2/13 was confirmed on Wednesday night due to the upgrade to SHARP version 9.1 that will occur this weekend. 

Off-Cycle ‘A’ for pay period end date 2/2/13 will run TONIGHT, Friday, 2/8/13 and checks will be dated Friday, 2/15/13.  Agencies should closely review their PAY002 report to ensure all employees were paid correctly for the pay period end date of 2/2/13 and enter any required adjustments or supplementals by cutoff at 6pm tonight. 

Tonight’s off-cycle ‘A’ is the last off-cycle that will be run in SHARP version 8.9.  After tonight, any adjustments for pay period end date 2/2/13 and prior will need to be submitted to Payroll Services on a DA-180 form for processing.  As a reminder, off-cycle ‘B’ is cancelled due to the upgrade so the next off-cycle to be run will be Off-Cycle ‘C’ run on 2/18/13 with checks dated 2/21/13.

Reminder: There will be no SHARP access after 6pm tonight through Tuesday, Feb 12 as we convert to SHARP 9.1.

Agencies are reminded and strongly encouraged to print off and utilize the document titled “SHARP Upgrade HR/Payroll Checklist” located at http://www.da.ks.gov/sharp/documents/SHARPUpgrade91/default.htm.  The checklist provides a detailed list, by date, of required steps for HR/Payroll staff to complete during this transition period in order to ensure all staff are paid correctly and all agencies make a successful transition to SHARP 9.1 Time and Labor.

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Number: 998

Sent: Monday, February 04, 2013 11:06 AM
Subject:[sharpinfolist] SHARP Updates (such as Job and Position Updates) This Week (02/04 -02/08)

SHARP Updates (such as Job and Position Updates) This Week (02/04 -02/08)

This week, (02/04/13 – 02/08/13) is the last week we will have access to our current version of SHARP (PeopleSoft V8.9).  At 6PM Friday (02/08/13), we will be converting data from V8.9 to the new version V9.1.

Please continue to enter updates to Job Data and Position Data in SHARP this week until 6:00 p.m. this Friday (2/8/13).  At that time, SHARP will close in order to convert the data to the new version of SHARP (PeopleSoft 9.1).  SHARP will be closed from 6:00 p.m. on Friday (2/8/13) – approximately 7:00 a.m. on Wednesday (2/13/13).

Any updates you make in SHARP this week, through Friday, (02/08/13) will be captured and copied to V9.1, with the exception of the Time and Leave 02/03/13 – 02/16/13 timesheets. The 02/03/13 – 02/16/13 time period is the first time period in which everyone will be using Time and Labor V9.1 timesheets. You should have access to the V9.1 Time and Labor Timesheets beginning on Wednesday, 02/13/13 when we bring SHARP back up after being down for conversion from 6PM 02/08/13 – approximately 7AM 02/13/13.

NOTE: Current Time and Labor agencies: You may continue to enter timesheet information through Friday, but remember there can be no past, current, or future Reported Time (timesheet), or Payable Time rows in Needs Approval Status by Friday night.

Task TL016 (Time Reporter Data): SHARP upgrade contacts received task TL016 this weekend. The task is due by 9AM Wednesday, 02/06/13. The data was captured as of Friday (02/01/13), so any hires, rehires, transfers, promotions, etc. you enter this week are not included on the spreadsheet you were sent. As a result, after we convert, it may be necessary for you to manually enroll the employee in Time and Labor yourself. Refer to the computer based training: TL372 SHARP Time and Labor for Human Resource Administrators for Time and Labor enrollment instructions (http://www.da.ks.gov/sharp/WebCBT91/CBT_Main_Menu.htm).

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Number: 997

Sent: Monday, February 04, 2013 7:54 AM
Subject:[sharpinfolist] Reminder of Upcoming Payroll Processing Changes due to the SHARP 9.1 Upgrade

As a reminder, the normal payroll processing schedule has been altered due to the upcoming SHARP 9.1 Upgrade.  Please keep in mind that the final payroll calc for the 2/2/2013 pay period end date will be Wednesday, Feb. 6 and the last off-cycle for SHARP version 8.9 processing will be this Friday, Feb. 8.  Following is a daily processing summary covering the period in February before and after the SHARP 9.1 upgrade:

Monday, February 4, 2013
The Run C off-cycle for the period ending January 19, 2013 will be processed February 4, 2013.  SHARP Time and Leave/Time and Labor agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run C off-cycle. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM.  Paychecks for the Run C off-cycle will be dated February 7, 2013. 

Paysheets for the on-cycle payroll for the period ending February 2, 2013 will be created on Monday, February 4, 2013.  For Time and Leave agencies, all job actions (i.e., promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 PM on February 4, 2013 in order to be reflected on the paysheets for this period.

The first on-cycle preliminary pay calculation for the period ending February 2, 2013 will also occur February 4, 2013; therefore,forTime 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 (and approved if applicable) into SHARP by 3:30 PM.  After Time Administration runs at 3:30 PM, payable time must be approved by 6:00 PM, on February 4, 2013 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 February 2, 2013.

Time and Leave/Time and Labor interface agencies can submit time and leave files for the period ending February 2, 2013 to the Department of Administration for processing by 7:30 a.m. to be processed at 7:45 a.m. or by noon to be processed at 12:30 p.m. on February 4, 2013.

Tuesday, February 5, 2013
The second on-cycle preliminary pay calculation for the period ending February 2, 2013 will occur February 5, 2013.  Regents’ on-cycle payroll files for the period ending February 2, 2013 are due to the Department of Administration by 4:00 PM on February 5, 2013.  (These files would normally be due Thursday, February 7, 2013.)

Wednesday, February 6, 2013
Final pay confirmation for the on-cycle payroll for the period ending February 2, 2013 will occur February 6, 2013.  (Final pay confirmation would normally occur Friday, February 8, 2013).  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 February 6, 2013 in order for a paycheck record to be created.  All deduction and tax data changes must be entered by 6:00 PM on February 6, 2013 in order to be reflected in the final paycheck created for the employee.

Thursday, February 7, 2013
The Regents’ on-cycle files for the period ending February 2, 2013 will be processed.

Regents’ Run A off-cycle payroll files for the period ending February 2, 2013 must be received by the Department of Administration by 4:00 PM on February 7, 2013.  (These files would normally be due Friday, February 8, 2013.)

Friday, February 8, 2013
The Run A off-cycle for the period ending February 2, 2013 will be processed February 8, 2013. (This off-cycle would normally be scheduled for Monday, February 11, 2013.)   SHARP Time and Leave/Time and Labor agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run A off-cycle. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run A off-cycle will be dated February 15, 2013.  NOTE:  This off-cycle is the final payroll cycle run in v8.9.

Saturday, February 9, 2013
SHARP system shut down.  Data conversion for transition to v9.1 begins.

Monday, February 11, 2013
SHARP system open to core users only for validation. 

Wednesday, February 13, 2013
SHARP system open to all users. 

The Run B off-cycle for the period ending February 2, 2013 normally processed on Wednesday, February 13 is cancelled.

Thursday, February 14, 2013
Normal Payroll Processing Schedule resumes.

Friday, February 15, 2013
Payday for the payroll period ending February 2, 2013.

Regents’ Run C off-cycle payroll files for the period ending February 2, 2013 must be received by the Department of Administration by 4:00 PM on February 15, 2013.

Monday, February 18, 2013
The Run C off-cycle for the period ending February 2, 2013 will be processed February 18, 2013.  Paychecks for the Run C off-cycle will be dated February 21, 2013. 

Note: This is the first payroll processed in v9.1.

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Number: 996

Sent: Friday, February 01, 2013 10:23 AM
Subject:[sharpinfolist] HR/Payroll Checklist for SHARP Upgrade to 9.1

HR/Payroll Checklist for SHARP Upgrade to 9.1

In preparation for the upgrade to PeopleSoft version 9.1 for SHARP a checklist titled “HR/Payroll Checklist for SHARP Upgrade to 9.1”,  located at: http://www.da.ks.gov/sharp/documents/SHARPUpgrade91/SHARP_Upgrade_HR-Payroll_CheckList.docx  has been developed as a tool to assist agency HR and Payroll staff in completing necessary tasks prior to and following the upgrade.  All agency staff involved in time reporting and payroll processing for an agency are encouraged to review the checklist and utilize this tool to successfully complete the transition to SHARP version 9.1 for their agency.  In addition, a list of central HR and Payroll contacts for various HR/Payroll tasks is included at the end of the checklist.  These contacts are available as resources for agency questions that may arise during this transition.

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Number: 995

Sent: Wednesday, January 30, 2013 11:44 AM
Subject:[sharpinfolist] IMPORTANT: No Job Posting Updates during the SHARP 9.1 Upgrade from Feb 9-13, 2013

Important SHARP information below.  If you currently have job postings with a closing date of Feb. 8 through Feb. 11, OHR recommends that you extend your posting deadline date to Feb. 12th  to help lessen confusion for applicants who would continue to see closed job postings for several days.

Recruitment Processing Dates during SHARP 9.1 Upgrade

Friday, February 8, 2013:  This is the last day for agencies to post a job vacancy in the current version of SHARP.  Agencies should try to ensure that no job vacancies have an expiration date during the period of Friday, February 8, 2013 to February 12, 2013 as they will remain on the website until February 14, 2013. 

Saturday, February 9 to Tuesday, February 12, 2013:  No new job vacancies will be posted to the www.jobs.ks.gov website.

Wednesday, February 13, 2013:  This is the first day agencies can post a job vacancy in the new version of SHARP.  

Thursday, February 14, 2013:  This is the first day that applicant data that has been entered on the website during the period of February 9 to February 12, will be loaded in the new version of SHARP.

NOTE:  Applicant data entered on the online Personal Data Form from 6PM February 8, 2013 through 6PM on February 13, 2013, will be loaded into SHARP on February 14, 2013.

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Number: 994

Sent: Tuesday, January 15, 2013 1:22 PM
Subject:[sharpinfolist] Form W-4 for 2013

The IRS has released the 2013 Form W-4, Employee’s Withholding Allowance Certificate. As noted in Informational Circular 13-P-011, 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, ran the night of December 20, 2012, inserted a 01/01/2013 effective-dated row in the employee’s Tax Data record indicating a marital status of ‘single’ with zero exemptions for those employee’s claiming exempt in 2012 who have not filed a new W-4 for 2013. Agencies should refer to Informational Circular 13-P-011 for additional information pertaining to Forms W-4 processing for exempt employees.

The 2013 Form W-4 is immediately available at the IRS website at http://www.irs.gov/pub/irs-pdf/fw4.pdf and at the Office of General Services website at http://www.da.ks.gov/ar/forms/default.htm#Payroll.

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Number: 993

Sent: Wednesday, January 02, 2013 2:32 PM
Subject:[sharpinfolist] Deposits to 2013 HSA Accounts at US Bank

Deposits to 2013 HSA Accounts at US Bank
Please be aware that similar to other employee benefit deductions such as deferred compensation, the HSA employee deductions and employer contributions for the 1/4/2013 paycheck are scheduled to be deposited to employee’s US Bank HSA accounts on the bi-weekly payday - January 4, 2013.  Deposits are scheduled to occur for employees who elected Plan C for 2013 and did not have a 2012 Health Care Flexible Spending Account balance greater than zero at the time of final payroll calculation for their agency for the January 4, 2013 paycheck. 
For employees who zeroed out their 2012 Health Care Flexible Spending Account after the final payroll calculation but prior to December 31, 2012, a payroll adjustment will be required in order to complete their employee deduction and employer contribution that was not processed at the time of the final payroll calculation for the January 4, 2013 paycheck.  Agencies will be notified of any employees in their agency for whom this situation applies.  KDHE will make the necessary employee record updates and manual adjustments will then be processed in SHARP by Payroll Services in off-cycle ‘C’ scheduled for Monday, January 7, 2013.  The deposit for those off-cycle adjustment checks will be made to US Bank HSA accounts on the next bi-weekly payday - January 18, 2013.
Please share the above information with employees if you receive an inquiry from an employee who has reviewed their US Bank HSA account balance and is questioning why they do not yet see their employee deduction or employer contribution in the account.

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