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To: Pastors, Parish and School Business Managers and Payroll Administrators
From: Shannon Wiggins, HRMS Analyst, Office of Human Resources
The Office of Human Resources (HR) continues the transition to the new HR system. Please see below for an additional change to the scheduled conversion dates.
We appreciate your continued patience and cooperation regarding this implementation. The revised roll out schedule is attached.
Go Live Date: The date listed on the Rollout Schedule indicates the month in which the first check will be processed using Ultimate Software. For example, if July 1, 2019 is listed as your Go Live Date, the first check date would be July 5, 2019.
Bi Weekly Pay Period: All locations will follow a bi-weekly schedule, withholding two weeks. If your payroll schedule does not match the attached 2019 Payroll Schedule exactly (including check dates), it must be changed no later than two months prior to the Go Live Date, preferably sooner for your location. NOTE: Schools will change to the new payroll calendar in July 2019. Priests and seminarians will continue to be paid monthly.
Cost: The cost for the new system is $12.50 PEPM (per employee per month). This charge is assessed for any employee who receives a payroll check during the month, no matter the number of checks. Employees who do not receive a payroll check for the month can remain with a status of Active and are considered “HR Only” for that month. There will be additional fees charged by the parish/mission/school bank as the process is different for how the payroll is funded. For budgeting purposes, locations should plan to double the costs of “payroll” related expenses, keeping in mind that we are getting a full HR system, not just a payroll system.
Q&A Information: As we work to better standardize our policies and procedures, we are developing a list of key processes and tasks to be updated with the transition to the new system. We will email the lists to locations. Three online sessions will be offered to address any questions you may have about the transition or the changes taking place on the following dates:
• Thursday, March 21, 10:00 a.m. – 11:00 a.m.
• Tuesday, March 26, 2:00 p.m. – 3:00 p.m.
• Friday March 29, 2:00 p.m. – 3:00 p.m.
Registration links for the sessions will be sent in a separate email with more information.
Time Management/Tracking: Employee hours worked will be recorded in the Ultimate Time Management (UTM) system. Keep in mind that UTM will go live prior to your first payroll run. For example, if your Go Live month is July 2019 for payroll, your UTM Go Live date will be for the pay period June 9 – June 22, 2019 (first check date is July 5, 2019).
Training: Several months prior to a locations’ Go Live date, logins to Ultimate’s training website will be created and sent to primary payroll admins. Payroll Admins are encouraged to attend prerecorded, self-paced classes at their convenience once they receive login instructions. There will be a live instructor led training scheduled closer to the go live date.
If you have any questions, please email firstname.lastname@example.org and someone from the HR Ultimate Team will respond.