PAYROLL SERVICES SECTIONOVERVIEWThe Payroll Services Section is responsible for the statewide payroll which pays 54,000 employees bi-weekly with an annual payroll totaling $2.3 billion. The section operates in a diversified and complex multi-agency environment with frequently changing conditions. Federal and state laws and legislation are constantly monitored in order to maintain the statewide payroll accounting systems (SHARP and REGENTS) in compliance with federal and state mandates. This includes interpreting mandates, determining system(s) impact, designing and recommending changes, then implementing policy, procedure, and system modifications. The operating environment for the SHARP system is web based using PeopleSoft HR/Payroll/Benefits software. These responsibilities also include counseling, assisting and communicating with all levels of users of the statewide payroll accounting systems in the:
ORGANIZATIONThe Payroll Services Section is organized in three teams: Systems Maintenance Team: This team is responsible for maintaining the statewide payroll accounting systems (SHARP and REGENTS) in accordance with rules, regulations, employment tax laws and industry standard business practices, and advising/communicating policies and procedures to users of the systems. The team serves as a liaison between payroll and data processing to ensure implementation of payroll system requirements and revisions; identifies need for system revisions, formulates system requests and recommendations and tests/approves changes made; analyzes post system implementation results; maintains system control tables; works with users to resolve system problems; and coordinates systems maintenance and development activities with customer services team. The team is responsible for implementing 7+ tax updates per year and all system software upgrades. Programs include Employee Self-Service program for duplicate W-2's, W-4 changes and On line Paycheck View, Analysis, development and implementation of the Payroll Policy and Procedure Program, Employment Tax Law and Multi-State Reporting Programs, SHARP Security Administration, Change Management, Ad Hoc Reporting, Internet Application Development, Data and Database Management, Time and Leave Interface Development and Maintenance, Voluntary and Mandatory Deduction Program Development and Maintenance, Earnings Programs Development and Maintenance, Direct Deposit Program Development and Maintenance, Regents Payroll Systems Development and Maintenance, W-2 Program Development and Maintenance, FLSA Payroll Calculation Compliance. Reconciliation and Remittance Team: This team is responsible for over $970 million annual remittances to third party vendors for all payroll voluntary and mandatory deduction programs and employer contribution programs. These include all federal, state and social security tax reporting requirements and tax returns as well as 150+ deduction programs. Responsibility includes employment tax law reporting requirements for federal and multi-state reporting which includes 34+ states. Program responsibilities include Accounts Payable Programs for Health Insurance, Flexible spending, United Way, Organization Dues, Savings Bonds, Deferred Compensation, Voluntary Tax Sheltered Annuities, KPERS retirement, Long Term Care Insurance, LearnQuest Savings, Health Savings Accounts, Workers Compensation Insurance, Unemployment Compensations Insurance, Federal Withholding tax, State Withholding Tax, and Local Tax; State Leave Assessment Program, Accounting Reconciliation Program, Employment Tax Interpretation and Application, Reconciliation Data and Database Management. Payroll Processing Team: This team performs payroll processing duties including balancing and controlling earnings and deductions totals, calculating and preparing general ledger entries, inspecting automated system output such as registers and standard reports, determining and correcting out of balance conditions, preparing statistical reports for management, processing involuntary wage withholdings, W-2's and 1042's, and resolves suspended payroll accounting transactions in STARS. Program responsibilities include SHARP payroll transaction applications, W-2 and 1042 (non-resident alien) reporting, Garnishments, Regents Payroll System interfaces, Direct Deposit program, Paycard Program, Employee Self-Service Duplicate W-2, W-4 changes, and On-line Paycheck View programs, Payroll Accounting program, Voluntary Deduction programs for savings bonds, united way, organization dues, Wage Inquiry program, Earnings programs, Policy/Program Interpretation and Application, Payroll Calculation Application and Compliance. The team is responsible for all internal controls of the statewide payroll system which includes a $2.3 billion annual payroll issuing 1.4 million payments to employees annually and over $7 million annually through court orders. PAYROLL STATISTICS
PAYROLL MANAGEMENT
Additional contact information for Payroll Services Section personnel and SHARP contact listing Payroll Services fax: (785) 291-3399 Main A&R number - voice: (785) 291-2311
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