Currently:

Within ADP's PC Payroll, we have made use of the field HOME DEPARTMENT to sort checks. Each employee has a value in this field, beginning with 'C' if their check is to be delivered on campus, otherwise beginning with an 'M' if their check is to be delivered via U.S. Mail.

• 'C' (campus mail): Students (company codes WUF & WUK) have the rest of the field filled with their WesPO Box number. Employees have the rest of the field filled with an FRS department code.
• 'M' (U.S. Mail): The rest of the field is filled with either 00001, 00002 or 00003. This separates local from in-state from out-of-state mailings.

CSS:

In the CSS HR system, there is a new field, DEPARTMENT ID, which is used for defining online access to employee records. In this sense, it matches exactly the use of the DEPARTMENT attribute within FRS, where we both sort reports and define security based on this field.

We would like to remove the 'C' and 'M' from this field, while retaining this important check sorting information. As such, we will remove these values from HOME DEPARTMENT and place them instead in the first three characters of field CLOCK NUM (a field which we have not used, but which can be used for sorting purposes without paying for a "custom" sort).

The CLOCK NUM field will be filled, based on HOME DEPARTMENT as follows...

• HOME DEPARTMENT = 'C' , CLOCK NUM will become 'CAM'
• HOME DEPARTMENT = 'M', CLOCK NUM will expand to either 'USL' (M00001, M00002) or 'USO' (M00003).

The HOME DEPARTMENT field will be used as follows...

• 'C' (campus mail): Students will continue to have WesPO Box Number (*1), employees will have their FRS department code (*2).
• 'M' (U.S. Mail): For employees currently having HOME DEPARTMENT = M0000n, we will use the FRS department code (*2). The source of this data will be an HR spreadsheet for all company codes other than students (see above), temporaries (WUN) and grad students (WUT). For temps we will search the distribute dataset for the most recent cycle, and use the FRS department associated with the account which funded the highest % of their pay. For grad students we will use the home dept currently in PC Payroll.

The conversion of data in both of these fields will be accomplished via PC Exchange, Jim Lovkay to write S1032 programs to create the input files.

*1 Note: 1/7/97 We are now reconsdering this use of the HOME DEPARTMENT field for students. CSS has 'rapid paydata entry' features which would allow a department to 'preload' their employees into a spreadsheet like format to enter the hours worked. Employees are selected by department code, so this feature will be of no use to us if we use students' WesPO box number instead of the department they work in. If we decide to use real department codes, we will then need to select another field for the WesPO box number and pay an extra fee for a custom check sort (just for the student paygroup). We will also need to address the issue of maintaining the students' department codes, which might be difficult considering how often students move from one job to another. We will also need to make sure that the rapid paydata entry features allow students to be added to the preloaded list as many students work for more than one department at the same time.

*2 Note: The ADP home department field is 6 characters and FRS is 5. We are only currently using only the last three characters in FRS, and we do not envision ever needing more than 4.

As such, we have decided to make use of the FRS sub-department field as well (as needed), such that the ADP home department will now be set to the last 4 characters of the FRS department followed by '00' if there is no sub department breakdown, otherwise the last two characters can be used to store the sub department value.

For faculty we will use the FRS department that the faculty member teaches in, and '10' as the sub department ('10' coming from the fact that Academic Affairs department code is 00010). This will allow us to continue to sort campus delivered checks by the departments where the faculty work, and we can then set up HR security so that someone can have access to an academic department's employees without having access to the faculty salary data.

	Example: the FRS department code for the English department is 00340.

		Non-Faculty Employees: ADP home department = 034000
		              Faculty: ADP home department = 034010

Open Issue: What will we use for students receiving their checks through U.S. mail ?

Open Issue: After making the changes outlined above the Payroll Office will need to maintain both CLOCK NUM & HOME DEPT fields until the DB LOAD.

This field in CSS is used for defining operator security. We do envision use of CSS in a distributed environment, so this field needs careful consideration. We would like to 'map' the two department fields so that we have to only input a value in one place. While this is easy for employees, it is not logical for students (we would never assign security based on a WesPO Box Number). As such, we plan to create a generic DEPT ID for students, possibly two if we want to distinguish between work study and non work study. For pay groups WUF & WUK, we would not map this field to HOME DEPARTMENT, which would continue to store WesPO Box Number. To ease the use of CSS under this scenario we plan to ...

• set up the generic DEPT ID as a default for student Pay Groups.
• check the Pay Group , allow data entry in HOME DEPARTMENT only for students.

Alternative: Store WesPO Box in CLOCK NUM

Alternative: Use UDB Department Codes

The UDB department codes do not currently match the FRS codes, and they are not currently used for the functions we are considering (sorting and security).