| To: | Payroll/Personnel representatives |
| Subject: | New Part-time IBIS reports available |
| Sent Date: | 10/06/2009 |
This is a follow-up to the e-mail that the Department of Administration sent out on September 29, 2009, regarding Part-time employees. The Department of Administration requested the State Controller's Office (SCO) assistance in building IBIS reports for the purpose of assisting the Department as well as each state agency.
New reports - now available for agencies to run:
1. Part-time Tier Verification Summary
2. Part-time Tier Verification Detail
These two new reports are to support agencies in identifying their part-time employees and how these employees are currently set-up in IPOPS. These reports will also show a summarized and detailed level of the number of hours an employee may have worked, taken leave, or received pay for during a given time frame.
Currently, the SCO is in the testing phase of the new Part-time employee project, which creates the tiers and the bimonthly premium withholding deductions. The SCO plans to have this project ready for production towards the end of October, allowing enough time for agencies to enter, through IPOPS, the appropriate tier for their Part-time employees for the November 13, pay date. Therefore, the “Insurance Tier” column currently reflects the same Tier value as the Tier from Pay Period hours. Once agencies enter the employee’s appropriate tier in IPOPS, the tier information will be included in these two new reports under the “Insurance Tier” column. Further information regarding when and how the tiers will be entered in IPOPS will be forthcoming.
Running the reports:
The two new reports are located within the following folder in IBIS = State of Idaho Public Folders > Statewide Reports > Personnel
1. Part-time Tier Verification Summary
After selecting to run this report, please click on your agency, calendar year, begin and end date for the selected time frame (select Begin and End dates in relation to pay dates). IBIS users will have the option to run the report showing all Part-time employees or only those employees whose hours are outside their tier. Click Finish and the report will run based on the prompts selected.
After the report has completed running and the output is displayed, IBIS users may drill-through on an individual employee name to get more detailed information. In order to drill-through to the detailed report for a specific employee, click on the selected employee’s name. (Drill-through only works when the report is rendered in the HTML format. It will not work when rendered in PDF or Excel formats.)
2. Part-time Tier Verification Detail
This report shows the same information as the summary, but the detail report shows the total number of hours by pay period. IBIS users may select to run this as a stand-alone report.
After selecting to run this report, please click on your agency. Next, click on the “Reprompt” button, which will load all of the Part-time employees into the drop down selection. Users may select one employee, all employees, or any other combination. Next, select the calendar year, begin and end date for the selected time frame (select Begin and End dates in relation to pay dates). Click Finish and the report will run based on the prompts selected.
Help:
Questions regarding the tiers and the audit review process, please contact Rebecca Fry, Human Resource Officer for the Department of Administration at 332-1831 or rebecca.fry@adm.idaho.gov.
Questions regarding the functionality of the new reports, please contact the DSP Helpdesk.
Division of Statewide Payroll (DSP Helpdesk)
Phone: 334-2394
E-mail: dsphelp@sco.idaho.gov
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