State of Connecticut Core-CT Project
Application: HRMS Module: Payroll Business Process: Maintain Employee Payroll Data Requirement Number: PY063 Requirement Title: Tuition Reimbursement Interface - 9916
Module Leads: Nancy Ribes, Josh Woodrum
1. Requirement Description The payment of tuition reimbursement and associated expenses is viewed as a non-taxable additional earning in the MSA system. The transaction currently is sent to Central Payroll from the Business Office at OSC and contains the amount to be paid (in a ZT transaction) attached to a tuition reimbursement earnings code (2Y, 2Z, or 0B-taxable). The budgeting for this is done at the union level and each employee in the union is given an allotment for the fiscal year which is the maximum that should be approved for each given employee. The budgeting and tracking of these transactions is done in a system external to MSA at the Business Office. There needs to be an interface created in the PeopleSoft system that will continue to process these tuition reimbursement transactions from the Business Office and insert the transactions into the Additional Pay records and tie them to the appropriate earnings codes that will be set up specifically for these transactions to handle taxes accordingly.
2. Business Need In order to meet the requirements of paying these tuition reimbursements through the payroll system, this interface needs to be created. The tuition reimbursements will be recorded as one-time payments in the Additional Pay pages that will be included in the Other Earnings of an employees paycheck in the PeopleSoft system.
3. Required By: (Y/N) Federal __N_ Agency __N_ Bargaining Unit __N_
State Statutory _N__ State Regulatory __N__ State Procedural _Y_
4. Requirement Priority Medium
5. Recommended Solution ______Process Solution ___ Option Number
X Application Modification 1 Option Number
6. Explanation for Recommendation In order to retain the existing functionality of the MSA system, this modification needs to be completed to ensure that the data from the Business Office is recorded in the PeopleSoft system in an accurate and timely manner.
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7. Organizational Impact of Recommendation Describe the changes to the organization that result from the recommended solution. Include a description of any role, process, statute, or bargaining unit agreement affected.
The Earnings Codes for tuition reimbursements will need to be correctly set up and maintained in the PeopleSoft system to ensure that the tax implications of these payments are correctly applied.
8. Process Solutions Option 1. Each of the transactions entered at the Business Office would be manually entered into the PeopleSoft system. The budgeting of the unions and the allotments to individual employees would be handled in a system external to PeopleSoft as this functionality does not exist.
9. Application Modifications Describe the possible Application Modifications. Include a description of impacts and benefits of each solution.
Option 1. Modification Type : Interface Complexity: Medium Description: Develop an interface program that will continue to process transactions entered in the Business Office system and automatically populate the Additional Pay tables in the PeopleSoft system based on these transactions. Verify that the Earnings Codes (2Y and 2Z in MSA) are correctly set up and maintained in the Earnings Table in PeopleSoft for tax purposes. The changes to this interface will be included as part of Requirement PY057.
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