BPM Name :

Rehire

Department :

Organization :

H720

IBM US Payroll

Process Owner (Manager ):

Nicholas Harbol/Endicott/

Process Administrator :

Kristine B.
Taguinod/Philippines/IBM

Reviewer :

Christine Eiskant/Endicott/IB

Description of Process

REHIRE PROCESS ONLY:

The purpose of the Rehire process is to ensure rehired employees are updated accurately on payroll , separation weeks payment have been received

A RH (Rehire) transaction is created if there was a previous record on NPS, and a RN (Rehire not on database) is created if there is not a previous
Autopay is received as "Y" (Yes) for both the RH and RN transactions from CERIS.

AP1. Obtain and Review the CERFEEDNOHIRES RMDS Report

This report is generated daily and is available as an RMDS Report . - it reports all the RE/RN/RH activity processed thru CERIS for the current feed to
1. Logon to a Samon session by typing TSOW1 press enter
2. Type Userid press enter
3. Type Password press enter
4. When prompted with the three asterisks *** press enter
5. At the ISPF/PDF PRIMARY OPTION MENU next to OPTION===> type rm press enter
--- -------------------- ISPF/PDF PRIMARY OPTION MENU ----------------------OPTION

===> rm

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SystemID - W1@@
Date
- 10/06/11
- 10.162
Time
- 13:04
Userid
- NIEDO
Prefix
- NIEDO
Proc
- PAYPROC
Release - ISPF 6.0
TermID
-

6. You have now entered RMDS and will see the screen below
MAIN MENU: REPORT MANAGEMENT AND DISTRIBUTION SYSTEM
SELECT OPTION ===>
I - LIST REPORT NAMES
N - REFRESH LIST OF REPORT NAMES

TIME - 13:05
DATE - 10/06/

V
D
P
X
Z

LIST VERSIONS OF A REPORT

DISPLAY REPORT PAGES
PRINT REPORT PAGES
END RMDS SESSION
END RMDS SESSION AND SAVE USER DATA

REPORT NAME ===>

REPORT DATE ===>
REPORT TIME ===>

/
:

REPORT PASSWORD

SYS W1

( REQUIRED FOR V, D, OR P
( YY/MM/DD )
( HH:MM:SS )

/
:

SELECT DISPLAY FORMAT ===> ALT

- 10.162

( PRIM FOR 24 BY 80 FORMAT )

( ALT FOR MAX SUPPORTED BY TERMINAL )

===>

PRESS PF3 TO EXIT

7. At SELECT OPTION===> type V (this will list the versions)

At REPORT NAME===> type CERFEEDNOHIRES, press enter
MAIN MENU: REPORT MANAGEMENT AND DISTRIBUTION SYSTEM
SELECT OPTION ===> v
I
N
V
D
P
X
Z

LIST REPORT NAMES

REFRESH LIST OF REPORT NAMES
LIST VERSIONS OF A REPORT
DISPLAY REPORT PAGES
PRINT REPORT PAGES
END RMDS SESSION
END RMDS SESSION AND SAVE USER DATA

REPORT NAME ===> CERFEEDNOHIRES

REPORT DATE ===>
/
/
REPORT TIME ===>
:
:
SELECT DISPLAY FORMAT ===> ALT

REPORT PASSWORD

TIME - 13:07
DATE - 10/06/11
- 10.162
SYS W1

( REQUIRED FOR V, D, OR P )
( YY/MM/DD )
( HH:MM:SS )
( PRIM FOR 24 BY 80 FORMAT )
( ALT FOR MAX SUPPORTED BY TERMINAL )

===>

PRESS PF3 TO EXIT

8. At the next screen (shown below) . type BOTTOM at the COMMAND field. And type P next to the recent date under the command column (press F

VERSIONS: REPORT MANAGEMENT AND DISTRIBUTION SYSTEM

REPORT NAME: CERFEEDNOHIRES

Row 15 to 30 of

CMD
DATE
TIME
PAGES
PASSWORD
STATUS
---------------------------------------------------------------------------10/05/20
05:44:47
1
10/05/21
05:44:48
1
10/05/22
05:40:07
1
10/05/25
05:49:54
1
10/05/26
05:59:47
1
10/05/27
05:49:47
2
10/05/28
05:39:52
1
10/05/29
05:40:16
1
10/06/02
05:44:53
1

10/06/03
05:44:48
1
10/06/04
05:44:47
2
10/06/05
05:40:03
1
10/06/08
05:42:47
1
10/06/09
05:42:53
2
10/06/10
05:52:44
1
p
10/06/11
05:42:46
1
******************************* Bottom of data *****************************
9. On the next screen (shown below) at SELECT OPTION===> type s press enter
PRINT: REPORT MANAGEMENT AND DISTRIBUTION SYSTEM
REPORT NAME: CERFEEDNOHIRES
REPORT DATE: 10/06/11
REPORT TIME: 05:42:46
SELECT OPTION ===> s
N - PRINT ON NETWORK PRINTER
D - PRINT ON 6670
(VIA BATCH JOB)
S - PRINT ON SYSTEM PRINTER (VIA BATCH JOB)
NETWORK PRINTER ID ===>

(OPTION N ONLY)

SPECIFY PAGE RANGES:

FROM
1
-------------

TO
1
-------------

FROM
-------------------

HEADER PAGE INFORMATION

===>
===>
===>
===>

TO
-------------------

FROM
-------------------

TO
-------------------

FROM
-------------------

TO
-------------------

(OPTIONAL)

11. Once you have done the above steps, check the reader list in the HRVM1 tool.
12. To access and print the report, enter VM and type RL press enter
Ready;

rl
RUNNING HRVM1
13. Under the command column place cursor next to report and press the F 9 key this will

send the report to your fulist or type RECEIVE / <FIL

JANET
RDRLIST A0 V 164 Trunc=164 Size=1 Line=1 Col=1 Alt=0
Cmd
Filename Filetype Class User at Node
Hold Records Date
receive / cerfeedno 0519 a (replace
HRVM1
NONE
106 6/11

Time
13:15:24

14. Press the F3 key to exit

15. Type fulist press enter
Ready;

fulist
RUNNING HRVM1
Type ANYOUT next to the file name to print the report.

AP1A - CERIS REJECT FILE transaction rejected by payroll system

Those transactions that fail to update payroll reject and appear on the CERIS File Input Control /Exception Report - Reject Report. Transactions that

DP1 Manually update payroll records?

When it is required that an RE/RH/RN manual update be processed for a separated employee , you must have proper authorization from HR CERIS a
If yes, go to AP1B - Update authorized/Payroll updated
If no, no update required
AP1B Update authorized/Payroll updated
1. Print or copy necessary authorization / backup documents and include a copy of the authorized CERIS document /request.
2. Have manager sign document, if manager does not agree advise CERIS additional information is needed
3. Copies of signed approval are given to NPS Internal Auditors on the day of the update
4. Validation of processing is complete on the Daily Operator Activity Report

Manually update Payroll records (for Rejects & Manual Requests)

1. On Tesseract update appropriate fields as authorized by the reject process or the CERIS Team . Use 10U to update the employee record with the
Note: If the RH/RN is processed on the day of a scheduled calc, the system will generate checks from the effective date to present ---- this can
No Management Approval
1. Send a note to CERIS requesting additional information for management approval
Copy of signed document to NPS Internal Auditor
1. Give a copy of documentation to designated auditor

Verify updates on Daily Operator Activity Report on HRVM 1

1. On HRVM1 receive the daily report from the RL / Reader List
2. Print this report from the fulist using ANYOUT to an active area printer
3. Verify the previous days activity on the Daily Operator Activity Report by comparing it to the actual updates you completed as shown on the docum
Go to DP 2

DP2 - Effective date less than 3 pay periods? {VALIDATE EFFECTIVE DATES ON CERISFEED REPORT}
The RH transactions automatically create X batches to create salary checks for every pay period back to the effective date of the transaction . Regula
If not less than 3 pay periods go to AP2,
If 3 pay periods, or less, then, go to AP3.

AP2. Resolve Effective Dates with CERIS

Communicate prior effective date to HR CERIS Contact

1. Contact the HR CERIS Processor to validate the effective date when greater than 3 pay periods in the past
2. Put all X batches on hold until the effective date is validated to avoid checks generating .
3. The HR CERIS Processor will contact the manager to validate the effective date .
- Based on the contact with the manager, the HR CERIS Processor will update CERIS and refeed the transaction to Payroll.
4. The HR CERIS Processor will inform NPS of the correct effective date
5. After the effective date is validated, a salary analysis is performed.

AP3. PERFORM SALARY /PAYMENT ANALYSIS

NOTE: If Unavailable for Access message appears when entering the s /n the NPS Employee Only Processor should be contacted for assistance.
NOTE:
On NPS review 20i history to current 10i segment and access the A9i screen and review last salary check paid and final checks (check code G,F, J) g
If overpaid and the overpayment is not on the CEDAR system, then, add the serial number to he active overpayment database and handle the active
First determine status:
1)Supplemental-no action
2)Supplemental to Regular
3) IMPAT
4)Term to FR or PT
5) Regular rehire
Next SALARY ANALYSIS TO CHECK FOR OVERPAYMENT
Determine status
1. If the Rehire is a supplemental employee then no further action is required .

2. If the Rehire was a Supplemental and there was a separation and they were rehired as a regular employee with the RH /RN transaction processed

When the daily report CERFEEDNOHIRES is reviewed each morning the RH employees should be reviewed using 20i to determine where they were

3. If prior Impat position then the tax control records must be reviewed and the ZZ tax entries must be = N and the $$00M and $$001 must be = Y un

4. If employee being rehired is a prior Term and being rehired as an FR/PT(Full-time Regular or Part Time Regular) then the Standard Earnings
on that effective date a 20U update to 001 may also be necessary. Also an update to A1U should be completed effective to top of stack for W2 R/E
An update is not needed in this example as this rehire is a supplemental category to a term category - S2 to TM:
1

CERIS -- EXCLUDING NEW HIRES

ST
AC
EMPNO T DV/DEPT EFFDT
PYRCD
------ -- ------- ---------- ----XXXXXX RH 29 CO1A 2010-12-20 SEMI6
XXXXXX
F3 VWJA 2010-12-20 SEMIF
XXXXXX
12 8L4A 2010-12-20 SEMI3
XXXXXX
12 R06A 2010-12-20 SEMI3
-----4

EC
STD
DATE
SCH MC
BASE ERN
ADJ
EARN
CREATE
HOURS P
RATE #
RATE
AMT
---------- ------ -- --------- --- --------- --------2010-12-23 86.67 TM
6250.00 005
6250.00
6250.00
2010-12-23 86.67 FR
7250.00 001
7250.00
7250.00
2010-12-23 86.67 FR 10416.70 001 10416.70 10416.70
2010-12-23 86.67 FR 10416.70 001 10416.70 10416.70

ERN
#
--690
690
690
690

LOA
BEG
----------

5. Regular rehire evaluate salary ( salary analysis next)

Salary Analysis :
1. For a rehire, the last salary check should not pay on or after the termination date (TERM DATE on 10i screen)
And

If a Final Check does not exist then no overpayment has occurred and Autopay should be Y (Yes) or changed to "Y" (Yes) as described in AP6

2). If the employee received a Final Check with Separation Pay (E510, E513 or E514) an overpayment has occurred with the separation payment an
when they separated
Note: A query (NPSQMF.AUTOPAYN0) is run prior to the semi-monthly calc. to identify active employees with Autopay = N for investigation.

3. If the Rehire is a regular employee refer to the Termination Date found on the 10I/20I screen and count the number of weeks the employee was s
4. Separation Weeks:
Check the number of separation weeks associated with the final payment on the A 9I screen associated with the following ETV's:
ETV 510 Separation Pay
ETV 513 Authorized Special Separation Payment
ETV 514 Additional Separation Payment/36 Month Averaging
The number of separation weeks and amounts paid appears in the A 9 check and on the B4i Screen using E510, E513 or E514.

a. If the number of separation weeks paid to the employee is less than the number of weeks the employee was separated then no overpaym
b. If the number of separation weeks paid to the employee is greater than the number of weeks the employee was separated , this is an indic
c. Use the formula below to calculate the net amount to be recovered :
Paid ____ Weeks of Sep Pay
$00000.00
Gone ___ Weeks ____ Days -$00000.00
Payback Gross
$00000.00
$$002 - FIT (25%)
-$ 0000.00
***State
-$ 000.00
$00M - Medicare (1.45%)
-$ 000.00
$$001 - FICA (6.20%)
-$ 000.00 (Review B5i for FICA Max)
=========
NET PAYMENT DUE
$ 0000.00

***Refer to Separation Check on A9I for State Taxation. The state tax withholding % is calculated by dividing the State Tax withheld by the Sep Pa
NOTE: All taxes are calculated on the Payback Gross.

DP3 Overpaid Salary /Payment(s)?

If overpaid, then, go to AP 4 {Ensure the autopay is off . Request repayment of overpayment. }.
If NOT overpaid, then, go to AP5 {Keep auto pay on and pay out salary due to employee.
AP4 Ensure the autopay is off . Request repayment of overpayment
Ensure autopay is off while communicating to the manager to send the final checks or repayment check back to Payroll .
1) Turn off autopay same effective date of the most current ON date .
This is usually the effective date of the rehire.
2)Place the batches on hold. The batches are X type with an N check code { CHK CD} that pay
salary that fed with the rehire. It is acceptable to delete the batches, also.
3)Request repayment of the overpayment ( Example of request email below)
4)If no response from manager, recoveries begin after 2 follow-up notices and indicate so in notice . For confirmation
Automatic recoveries will begin on mm/dd/yy

5) No payment will be processed until the overpayment has been repaid (AP5).

Exception:
Payroll Management may be requested to grant an exception in a hardship to allow for recoveries over 6 pay periods. In this case, autopay would b
Then , salary checks generated from the X batches(S) and /or the semi-monthly would include recovery monies.

Request repayment of the overpayment ( Example of request email below)

For Rehires a note is sent from the NPS Processor to the employees manager of record in CERIS and the employee notifying them of the overpayme
by deducting from future salary or by the employee mailing a personal check payable to IBM Corporation . Instructions for mailing a check to the Che

Name:

Serial:

This employee has received a separation payment and has since been rehired . It is now necessary that the employee repays a portion of the separa
Please be aware the employee will NOT receive a salary check until this repayment is resolved .
Automatic recoveries will begin on mm/dd/yy.
Separated 00/00/00 at 0000.00 monthly rate:
Rehire 00/00/00.
Paid weeks separation pay $ 00000.00
Gone weeks days
$ 0000.00
-------Payback gross:
$ 00000.00
$$002 - Fit:
(25%) 28%
$ 0000.00
State $ 000.00
$$00M - Medicare: 1.45% $ 000.00
$$001 - FICA: 6.20% $ 000.00
========
Net:
$ 0000.00

Please have the employee send a personal or certified check made payable to IBM Corp .
Net amount of $
. Please have them include their serial number on the subject line of the check and if possible attach a copy of this note to the c
Attention: Payroll processor name
Check Control Desk 607-429-7271
IBM National Payroll Services
1701 North Street
Bldg 256-1
Endicott, N Y 13760
If no response from manager or no repayment received , then no action ( auto pay stays off)
No payment will be processed until the overpayment has been repaid (AP5).
DP4 Received response from Manager or receive payment from employee ?
If yes go to AP 5
If no , then, go to AP4. No payment will be processed until overpayment recovery has been set up

Checks to be redeposited will be assigned to the NPS CERIS Processor by the Check Control Desk for processing . The method used to redeposit th
Three types of repayments/recoveries:
1. When the original final separation check is returned, reverse the check on the A9 screen with CC or CR (whichever is appropriate) and process a

2. Recovery of the Separation Payment where a Personal Check is sent in because the Final Check was cashed , use A9U to process a 'CC' transac

Note: Never use R check code if after 3rd party for that pay period; only use N.
AP5 Ensure/ Turn on autopay / pay salary due
1.) CHANGING AUTOPAY TO Y :
1.a) Once a Recovery has occurred, then, employee's autopay must be changed to "Y" (Yes) to allow payments due to generate.
1.b) Change autopay to Y and the effective date is the rehire effective date , if it is not on.
1.c) Update any subsequent effective dates to Yif they are coded as N.
1.d) Steps to update autopay
1.d.1) On NPS, access the A1U Screen
1.d.2) PF2/PF3 to scroll to the screen where the Pay Action = RE or RH
1.d.3) Refresh the Effective Date
1.d.4) Enter a status action of IC
1.d.5) Change Autopay to Y

NOTE: On the A1U, autopay must be changed to Y on the segment and any subsequent segment where an update was made after the transaction w

Example of A1U Screen:

A1I1 A6I PAYROLL BASE

EMP# XXXXXX
EFF DATE 06112010
NAME LAST NAME,NAME

PAY ENTITY SEMI3

TAX ENTITY

PAY ACTION SE SEPARATION

PAY STATUS H INACTIVE W

STATUS DATE 05012010

STD EARN#
SCHD HRS

001
86.67

SALARY
HRLY RATE

AUTOPAY
HRLY/SAL

N
S

SHIFT
PAY FREQ

00001

1955.10
0.0000
1
S

JOB FAMILY
09E
WORK STATE NY
W2 R/E FLAG Y

JOB CODE
5455
WORK CODE
BP
PED
05081989
DRD
00000000

STP DATE

STP SOURCE

TS0040-PRESS PF2 TO PAGE FORWARD, PF3 TO PAGE BACKWARD

BATCHES
2.a RELEASING HELD BATCHES TO ACTIVE STATUS

2.a.1) If the employee has already been paid salary for the same pay period as the rehire was received , you must delete the x batch for that pay peri
2.a.2) If the employee is due salary pay and the semi -monthly calc has occurred:
2.a.2.a) Go to the Held and / or Active system X batches. View the Active and Held batches X type salary batches
2.a.2.b) Activate the Held salary batches for the periods where salary pay is due and
Delete the salary batches for periods where salary is not due .
2.a.2.c) How to activate /delete batches:

1.Access the H1I screen

2. Tab over to Detail Status and type "H" to sort for Held Batches
3. Only Held (active) batch activity will be displayed
4. Press Home
5. Enter G5U and the sequence number of the Held record
6. The employee record should now appear
7. Search each Open record for CHK CD "N" since this will result in a salary payment for the pay period indicated . Any Held (held) activity w
8. Tab to the Batch Status and change the H to A to activate or D to Delete

2.a.3) No system batches were created to pay the employee for the current pay period and the semi calc. has already ran for the pay period and
2.a.3.a) Personal Batch:
Create payment via the G5U (refer to Process a Check in a Batch in the Batch Processing Module for instructions on setting up a personal batch ). B
Check Code = N
ETV = E
Code = 001
Pay Period = Pay Period of salary payment due
Year = Current
Act Code = G

NOTE: System Generated Batches (X/N) are automatically closed before each semi calc.
Failure to take batches off hold will appear as E-Messages, usually in the case of future
changes to the employee record a DEF deferred tr

2.a.3.b) On-line Check Data Payment:

Create salary payment via the A9U (refer to A9 Check Processing Guide, 'NC' Transaction) for any pay periods where the employee was not paid sal

AP6 Validate DAR and processing

After the next system calc verify the processing is correct:

Verify that there is a duplicate payment was not processed.
After the next daily, weekly or semi-monthly calc, verify payment processed by checking the A9I of the employee for the specific payment/check. If a
check number will be listed on the fourth line of the check header with the EXT (external) check number after it prints.

3) To confirm the payment is included in the check use the F 5 key to enter the specific check for the employee record . Use F2/F3 to page through th

4)After processing, print source documentation and compare source doc . to tesseract to ensure transaction processing is accurate . Sign and date th