Payroll Data

Goals:

The Quarterly Workers Comp Payroll report is loaded into the Workers’ Compensation (WC) actuarial model workbook. Payroll data for the WC model should contain “only the actual hours worked” for specific Rate Schedule Codes (RSC) groups, including executives. The WC payroll data should exclude all paid leave types.

A comparison of work hours from the NPHRS mainframe report to the summary in EDW reveals very small differences. We hope to align the NPHRS and EDW work hour data. Also, we (Technical Analysis, Accounting and Finance) need to understand and articulate to auditors why differences exist.

Findings:

The following highlights present concerns regarding the current Quarterly WC payroll data.

The exposure (for the purpose of
capturing work hours) in the Workers’ Compensation model workbook includes Rate Schedule Codes (RSC) for types 1,2,3,4 and ignores type “5“ which numerically represent the first character of the RSC as follows:

1 = B Q R
2 = C K P T
3 = M
4 = E F G L N S U Y
5 = NONE OF THE ABOVE (represents exclusions from WC Model Payroll Data)

(See attached RATE SCHEDULE CODES.docx)

• USPS Pay Band currently falls in the exclusion Code V. We need to incorporate the work hours for USPS Pay Bands into Codes 1-4, in order to capture the work hours for this group.

• The current process has ‘68’ time which is not identified as ‘work hours’ and is missing ‘74’, ‘35’ and ‘57’ hours which are identified as ‘work hours’.

Question is whether the current data for the WC Model is collecting premium pay codes versus actual hours worked.

• CURRENT CODE
'52' - WORK HOURS, '53' - WORK HOURS, '43' - PENALTY OVERTIME PAYMENT, '68' - GUARANTEE OVERTIME

• PROPOSED CODE.
'52' - WORK HOURS, '53' - WORK HOURS, '43' - PENALTY OVERTIME PAYMENT, '74' - CHRISTMAS WORK , '35' - XTRA STRAIGHT TIME, '57' - HOLIDAY WORK.

We need to identify and segregate the timekeeping codes that represent “actual hours worked”, eliminate all coding relating to “pay premiums” and/or overlapping coding from the WC Model Payroll Data extract.

Melissa Mosley prepared the attached work hour analysis and following questions:

EAGAN Report -
-The report provided by Eagan is Quarterly:
-Does the report include stub periods?
-How is the report run?
-What are the parameters in running the report?
-Does the report include payroll adjustments (ppd adj, etc.)?
-Why does the Eagan file not tie to NPHRS data? GL ADM
- What are the GLAs that should be pulled to tie to the Eagan File?
-What Payroll JVs should be run to tie out to Eagan File?
-Is there a mapping from the NPHSR to the GLA?
-Is there a mapping from the Eagan file to the GLA?
-The Eagan file does not tie to the GL, why?

Mike Swenson prepared the following:

There are several hurdles to leap if any changes are made to the Quarterly Workers Comp Payroll report.

The file that is used to create the quarterly report is an amalgamation of several files.
The main source of data is the bi-weekly payroll data file.
Other files are accessed using data on the payroll data file and the results are rolled up at two different points in the process.

This results in two points of concern if any change is made.
1. Historical data must be processed to introduce the changes into the file that provides the data for the quarterly report. I cannot guarantee that there is more than two years of historical data
available.
2. Once a change is made the relation to the report taken from the ICPAS database will be somewhat different.