Publishing of SSC Procedures

To: Management Council Members, VPs of Finance, and Business Managers

From: Shared Services Center

Area: Business Transformation Office

Reason: Publishing of SSC Procedures

Date: April 30, 2020

The Content Development Program, approved by Executive Council, is one of SSC’s major initiatives and will help to establish and formalize standard procedures for each service line. Standard procedures are a resource that will strengthen consistency and compliance. We are excited to continue publishing documents on the SSC website as they are approved by the respective governance council. To access the documents, click the Procedures tab and enter your VCCS logon credentials. To ensure the procedures are easy to locate, we’ve categorized them by service line as well as listing the Procedure name and number, if applicable. Please take some time to visit the Policies and Procedures page and become familiar with the growing list of resources.

The following additional Shared Services Center (SSC) procedures have been recently published.

Time, Labor, and Absence Management

Time Admin (Salaried-Non Exempt and/or Wage)

· Time Administration process converts reported and scheduled time into payable time.

Calendar Processing (Period End Date 9th and 24th)

· The Calendar Process of Absence Management is designed to review data from various HRMS pages and perform tasks to update the employee’s leave balances.

Calendar Processing (Period End Date 15th and 31st)

· The Calendar Process of Absence Management is designed to review data from various HRMS pages and perform tasks to update the employee’s leave balances.

Calendar Processing (Leave Liability Report)

· Leave plans that accumulate over the years represent a future financial responsibility to the Commonwealth of Virginia. At some point in the future, the employee will collect on the balances either with a cash payout or in the form of paid time off. Therefore, this leave is considered a financial liability and must be tracked and accounted for. The Commonwealth of Virginia requires us to provide this Leave Liability data on a fiscal year basis – July 1st through June 30th. The leave liability report is a detailed description of an institution’s leave liability.

Calendar Processing (New Year Leave)

· Supports the January 10th New Year rules by removing leave balances that do not transfer to the New Year and providing the Annual New Year Leave balances to eligible employees.

Calendar Processing (July 9th Excess Leave)

· Removes Excess Leave balances that were carried over from the previous year and are valid from January 10th until July 9th. For some leave plans, the leave is deleted and for other leave plans, the leave is converted to Sick leave and added to the employee’s current balance.

Calendar Processing (August 16th 9-Month Faculty Calendar)

· The 9-month faculty calendar runs mid-August and updates leave balances for faculty in the Traditional and ORP leave plans. It moves any remaining personal leave to sick leave, then adds 24 hours to personal leave and adds 36 hours to sick leave.

After initial publication, the procedures will be reviewed and republished annually to ensure they are up-to-date. More frequent updates will also be made when changes are required.

Please share this resource with appropriate personnel on your campus. If you have any questions related to Content Development, please reach out to the Shared Services Help Center 877-340-5577 or help.