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<p class="MsoNormal"><span style="color:#1F497D">The results of the survey on the ACA Payroll
</span><span style="color:#1F497D">C</span><span style="color:#1F497D">onversion </span>
<span style="color:#1F497D">S</span><span style="color:#1F497D">urvey were compiled with 22 institutions recommending Option 2, and three</span><span style="color:#1F497D"> (3)</span><span style="color:#1F497D"> stating that Option 1 was their preference.
We have received confirmation from OMES, OST and the State Comptroller on the acceptance of the ACA Payroll Conversion Option 2.
</span><o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">As we’ve discussed several times over the last few months, any option will require substantive changes for our institutions, however “Option 2” will be the method that will be pursued with file layouts and processes
to begin development immediately. We will work with our tier representatives</span><span style="color:#1F497D">,</span><span style="color:#1F497D"> initially</span><span style="color:#1F497D">,</span><span style="color:#1F497D"> on layouts and processes then
share with each of our institutions along the way for review, critique and feedback. We will provide regular updates as the process moves forward and timelines are drafted.</span><o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Below are the initial responses from OMES to questions received from our institutions, while several questions will have to be answered as we move the next steps in development:</span><o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D"> </span><o:p></o:p></p>
<p class="MsoNormal"><i><span style="color:#1F497D">OMES RESPONSE TO INTIAL QUESTIONS:</span></i><o:p></o:p></p>
<p class="MsoNormal"><i><span style="color:#1F497D">The questions you received will need to be answered as we work through the process, but here’s what I think at this time. These are all details subject to change.</span></i><o:p></o:p></p>
<p class="MsoNormal"><i><span style="color:#1F497D"> </span></i><o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo2"><![if !supportLists]><span style="mso-list:Ignore">1.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]><i><span style="color:#1F497D"> </span> Under a new processing change can the time frame of payroll submission be shorten?
<span style="color:red">Unknown but maybe slightly.</span></i><o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo2"><![if !supportLists]><span style="mso-list:Ignore">2.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]><i>Would Higher Ed still be required to adhere to the state’s payroll calendar?
<span style="color:red">Probably so but we can discuss.</span></i><o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo2"><![if !supportLists]><span style="mso-list:Ignore">3.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]><i>Does the process include data warehousing/archiving for prior year “state” records and data?
<span style="color:red">Not sure what this means but appears to be a topic of discussion for detail meetings.</span></i><o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo2"><![if !supportLists]><span style="mso-list:Ignore">4.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]><i>Will agencies migrate simultaneously as of 1/1/2016? <span style="color:red">
Yes.</span></i><o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo2"><![if !supportLists]><span style="mso-list:Ignore">5.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]><i>File layouts and file upload mechanisms ( secure FTP?) and will testing be in place prior to 1/1/2016?
<span style="color:red">Yes, we must develop all files, transmittal methods, and test before 1/1/16.</span></i><o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo2"><![if !supportLists]><span style="mso-list:Ignore">6.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]><i>Does OST participant database allow for employee to have different banking data for each of their employers? <span style="color:red">Depends on a lot of circumstances. Banking data is driven by the employee ID number. So if the
same employee ID number (like SSN) is used by multiple universities, only one bank account can be used. There may be other constraints.</span></i><o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo2"><![if !supportLists]><span style="mso-list:Ignore">7.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]><i>Will there be an initial load from OMES to OST of the banking data already in the PeopleSoft HCM system?
<span style="color:red">Most likely yes, but to be determined.</span></i><o:p></o:p></p>
<p class="MsoListParagraph" style="text-indent:-.25in;mso-list:l2 level1 lfo2"><![if !supportLists]><span style="mso-list:Ignore">8.<span style="font:7.0pt "Times New Roman"">
</span></span><![endif]><i>Numerous questions were also asked regarding the timeline for establishing procedures, etc., leading up to 2016?
<span style="color:red">An implementation team will be developed from our end and we need specific contact people on the higher education side to work with us and disseminate information to all the institutions.
</span></i><o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D"> </span><o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D">Thank you to each of your for your diligence on this important issue.
</span>Ex<span style="color:#1F497D">pectations are that with the selection of Option 2 representatives of OMES, OST and higher education will work together to implement policy and procedures in time for a smooth transition for the 2016 calendar year.</span><o:p></o:p></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Sent on behalf of Amanda Paliotta.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"> </span><o:p></o:p></p>
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