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SHARP Hours:
Mon-Fri: 7AM-6PM
Sat: 1PM-9PM
Sun: 1PM-6PM
SHARP Help Desk:
785-368-8000
Option 1 (SHARP)
*Listen for options.
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SHARP
Messages
Available Calendar Years: Current Year,2012 2011, 2010, 2009, 2008, 2007
PDF Archives: 2006, 2005, 2004, 2003, 2002, 2001
Current Calendar Year 2012:
Number: 992
Sent: Friday, December 28, 2012 12:54 PM
Subject:[sharpinfolist] Manual Adjustments Required for Prior Pay Periods on or before December 8, 2012
Manual Adjustments Required for Prior Pay Periods on or before December 8, 2012
Due to the change in the employee OASDI rate for checks dated on or after January 1, 2013, adjustments to checks prior to that date will be required to be processed as a manual adjustment. Starting with the off-cycle run on December 31, 2012, all paycheck reversals/adjustments/supplementals for prior pay periods on or before December 8, 2012 must be submitted by completing form DA-180, Paycheck Reversal/Adjustment/Supplemental, for central processing by the Office of General Services, Payroll Services Team. Instructions for requesting a centrally entered adjustment can be found at http://www.da.ks.gov/ar/payroll/adjustment.htm .
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Number: 991
Sent: Thursday, December 27, 2012 1:36 PM
Subject:[sharpinfolist] Changes to Employee Tax Withholdings on 2013 Paychecks
Due to changes to the 2013 Kansas Withholding Tax tables effective January 1, 2013, agencies should notice changes to employee’s Kansas income tax withholding beginning with the January 4, 2013 paychecks. Also, the reduction in the OASDI employee tax rate under the Middle Class Tax Relief and Job Creation Act of 2012 is scheduled to expire December 31, 2012. Therefore, the employee OASDI rate has been increased back to 6.2% effective January 1, 2013. Payroll Services has not been notified of any changes in the federal income tax withholding tables. However, negotiations continue in Congress that could impact the OASDI employee rate and the Federal income tax rates. Any changes which may occur to the tables as a result of these negotiations will be issued in a separate communication.
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Number: 990
Sent: Thursday, December 27, 2012 11:57 AM
Subject:[sharpinfolist] Missing Health Savings Accounts (HSA) Employer Contributions on the 12/21/2012 paycheck
An issue has been identified with the final on-cycle paychecks for 2012 dated 12/21/2012. SHARP employees with HSA for 2012 were missing the employer HSA contribution on their 12/21/2012 on-cycle paycheck. A listing of impacted employees and a message with more detail regarding corrections will be sent out to the impacted agencies tomorrow (12/28).
We apologize for any inconvenience this may cause.
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Number: 989
Sent: Thursday, December 20, 2012 5:48 AM
Subject:[sharpinfolist] Governor Sam Brownback has declared Inclement Weather for Shawnee County from 5:45 AM until 10 AM 12/20/2012
SHARP Human Resource, Time and Leave, Time and Labor, and Payroll Staff:
Governor Sam Brownback has declared Inclement Weather from 5:45 AM Thursday, 12/20/2012 through 10:00 AM Thursday, 12/20/2012 for benefits eligible non-essential State of Kansas Executive Branch employees, who work in Shawnee County.
Note: This declaration does not include employees in the Board of Regents, Regents Institutions, the Judicial Branch, nor the Legislative Branch of Government. Their designated representative will make a separate declaration for those employees if appropriate.
Appointing authorities in offices located outside Shawnee County have the option to declare Inclement Weather for those counties.
In the event of a Declaration of Inclement Weather, state government closes for non-essential state employees during the period of Inclement Weather. Benefits eligible non-essential employees who are scheduled to work shall be placed on Inclement Weather Leave.
The following information addresses how the Inclement Weather Policy relates to SHARP Time and Leave and SHARP Time and Labor.
Record leave for Time and Leave benefits eligible non-essential employees, who were originally scheduled to report to work while the Inclement Weather Policy is invoked, with IWN (Inclement Weather - Non-exempt) or IWE (Inclement Weather - Exempt).
Record leave for Time and Labor benefits eligible non-essential employees, who were originally scheduled to report to work while the Inclement Weather Policy is invoked, with IWN (Inclement Weather).
Both non-exempt and exempt employees record this leave in .25 increments. Classified temporary employees do not receive Inclement Weather pay.
Employees who work during the period of Declared Inclement Weather shall record hours worked as they normally would had there not been a Declaration of Inclement Weather.
Employees who received prior approval for authorized leave during the period covered by the Declaration of Inclement Weather shall record the leave they originally requested (such as sick or vacation leave) instead of IWN or IWE.
A copy of the Inclement Weather Policy may be viewed at the SHARP Customer Service Documents website www.da.ks.gov/sharp/documents and the Department of Administration/Human Resources-Related Documents website: http://da.ks.gov/ps/documents/
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Number: 988
Sent: Wednesday, December 19, 2012 7:59 AM
Subject:[sharpinfolist] Reminder of Upcoming Payroll Processing Changes due to the Holidays
As a reminder, the normal payroll processing schedule has been altered due to the upcoming holidays. Please keep in mind that the last off-cycle for calendar year 2012 processing will be this Friday, Dec. 21. Following is a daily processing summary covering the remainder of December:
Wednesday, December 19, 2012
The Run 'B' off-cycle for the payroll period ending December 8, 2012 continues to be scheduled for December 19, 2012. SHARP Time and Leave/Time and Labor agencies have until 6:00 PM on this date to enter supplementals and/or adjustments run controls for the Run ‘B’ off-cycle. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM. However, the check issue date for the Run 'B' off-cycle will be Wednesday, December 26, 2012. (It would normally be Monday, December 24, 2012).
Thursday, December 20, 2012
Regents’ Run ‘C’ off-cycle payroll files for the period ending December 8, 2012 must be received by the Department of Administration by 4:00 p.m. on December 20, 2012 in order to be processed on Friday, December 21, 2012. (The files would normally be due on Friday, December 21, 2012 and processed on Monday, December 24, 2012).
Friday, December 21, 2012
Payday for the payroll period ending December 8, 2012.
The Run 'C' off-cycle for the payroll period ending December 8, 2012 is scheduled for December 21, 2012. (It would normally be on Monday, December 24, 2012.) SHARP Time and Leave/Time and Labor agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls for the Run ‘C’ off-cycle. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM. The check issue date for the Run 'C' off-cycle will be Friday, December 28, 2012. (It would normally be on Thursday, December 27, 2012).
First opportunity for Time and Leave/Time and Labor interface agencies to have time and leave files for the period ending December 22, 2012 submitted to the Department of Administration for processing by 5:00 p.m. on December 21, 2012. (The files would normally be due on Monday, December 24, 2012). Last opportunity to submit files will be noon on Wednesday, December 26, 2012.
Monday, December 24, 2012
Christmas Eve Holiday
Tuesday, December 25, 2012
Christmas Holiday
Wednesday, December 26, 2012
Paysheets for the on-cycle payroll for the period ending December 22, 2012 will be created on Wednesday, December 26, 2012. (Paysheets would normally be created on Tuesday, December 25, 2012.) For Time and Leave agencies, all job actions (i.e. promotions, terminations, new hires, leave of absences, step increases, etc.) must be entered by 6:00 p.m. on December 26, 2012 in order to be reflected on the paysheets for this period.
The first on-cycle preliminary pay calculation for the period ending December 22, 2012 will also occur December 26, 2012. (It would normally be on Tuesday, December 25, 2012.) For Time and Leave agencies, all employees’ time and leave data must be entered into SHARP and designated ‘OK to Process’ by 6:00 p.m. in order for a paycheck record to be created. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) into SHARP by 3:30 p.m. After Time Administration runs at 3:30 PM, payable time must be approved by 6:00 p.m. in order for a paycheck record to be created.Please note that there will only be two SHARP on-cycle preliminary payroll calculations for the pay period ending December 22, 2012.
Time and Leave/Time and Labor interface agencies can submit time and leave files for the period ending December 22, 2012 to the Department of Administration for processing by 7:30 a.m. to be processed at 7:45 a.m. or by noon to be processed at 12:30 p.m. on December 26, 2012.
Thursday, December 27, 2012
The 2nd on-cycle preliminary pay calculation for the period ending December 22, 2012 will occur December 27, 2012. (The 2nd pre-calc would normally be on Wednesday, December 26, 2012.)
Regents’ on-cycle payroll files for the period ending December 22, 2012 are due to the Department of Administration by 4:00 p.m. on December 27, 2012.
Friday, December 28, 2012
Final pay confirmation for the on-cycle payroll for the period ending December 22, 2012 will occur December 28, 2012. For Time and Leave agencies, all employees’ time and leave records must be ‘OK to Process’, and for Time and Labor agencies, all employees’ payable time must be approved, by 6:00 p.m. on December 28, 2012 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 p.m. on December 28, 2012 in order to be reflected in the final paycheck created for the employee. The check issue date for the on-cycle will be Friday, January 4, 2013.
Regents’ Run ‘A’ off-cycle payroll files for the period ending December 22, 2012 are due to the Department of Administration by 4:00 p.m. on December 28, 2012.
Sunday, December 30, 2012
The Regents’ on-cycle files for the period ending December 22, 2012 will be processed.
Monday, December 31, 2012
The Run ‘A’ off-cycle for the period ending December 22, 2012 will be processed December 31, 2012. SHARP Time and Leave/Time and Labor agencies have until 6:00 p.m. on this date to enter supplemental and/or adjustment run controls for the Run ‘A’ off-cycle. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run ‘A’ off-cycle will be dated Friday, January 4, 2013
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Number: 987
Sent: Friday, November 09, 2012 8:38 AM
Subject:[sharpinfolist] Shortened Payroll Processing Schedule Next Week Due to Upcoming Holidays
Shortened Payroll Processing Schedule Next Week Due to Upcoming Holidays
As a reminder, please review the following notations for next week’s payroll processing schedule:
Monday, November 12, 2012
Veteran’s Day Holiday-No Processing
Tuesday, November 13, 2012
First Pre-Calc is Tuesday, 11/13/2012
As was identified in the Office of General Services Information Circular No. 13-P-006 (http://www.da.ks.gov/ar/infocirc/fy2013/Ic13p006.htm), Tuesday, 11/13/2012 is the first preliminary pay calculation for the 10/28/2012 – 11/10/2012 pay period. Please note that there will only be two SHARP on-cycle preliminary payroll calculations for the pay period ending November 10, 2012.
Time and Leave Agencies: For Time and Leave agencies, all Job and Position Data transactions that affect the 10/28/2012 – 11/10/2012 payroll period must be entered in SHARP by 6PM Tuesday, 11/13/2012. All time and leave entry should be entered by 6PM Tuesday, 11/13/2012 to take advantage of the first preliminary pay calculation. Time and leave should be entered on Tuesday for any terminations or retirements so that leave payouts are calculated correctly during the Tuesday night batch processing. However, please note that additional time and leave entry may continue to be entered until 6PM Thursday, 11/15/2012. The Timesheet’s OK to Process must be clicked on by 6PM Thursday, 11/15/2012.
Time and Labor Agencies: All timesheet entries should be Submitted/Approved by 3:30 PM, and Payable Time Approved by 6PM, Tuesday, 11/13/2012, to take advantage of the first preliminary pay calculation. Job Data and Position Data transactions that affect terminations or retirements must be entered by 6PM and timesheet entries should be entered and submitted/approved by 3:30 PM on Tuesday so that leave payouts are calculated correctly during the Tuesday night batch processing. However, please note that additional timesheet entry may continue to be entered and Submitted/Approved until 3:30 PM, and Payable Time may be Approved until 6PM Thursday, 11/15/2012.
Tuesday, 11/13/2012 is also an off-cycle night: SHARP Time and Leave/Time and Labor agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls/ requests for the off-cycle. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run C off-cycle will be dated November 16, 2012.
Wednesday, November 14, 2012
Second Pre-Calc is Wednesday, 11/14/2012
Any deduction and tax data changes entered by 6:00 PM on November 14, 2012 will be reflected in the second preliminary pay calculation created for the employee.
Thursday, November 15, 2012
Final pay confirmation for the on-cycle payroll for the period ending November 10, 2012 will occur November 15, 2012. (Final pay confirmation would normally occur Friday, November 16, 2012). For Time and Leave agencies, all employees' time and leave records must be 'OK to Process', and for Time and Labor agencies, all timesheet entries should be submitted/approved by 3:30 PM, and all employees' payable time must be approved, by 6:00 PM on November 15, 2012 in order for a paycheck record to be created. All deduction and tax data changes must be entered by 6:00 PM on November 15, 2012 in order to be reflected in the final paycheck created for the employee.
Friday, November 16, 2012
The Run A off-cycle for the period ending November 10, 2012 will be processed November 16, 2012. (This off-cycle would normally be scheduled for Monday, November 19, 2012.) SHARP Time and Leave/Time and Labor agencies have until 6:00 PM on this date to enter supplemental and/or adjustment run controls/requests for the Run A off-cycle. For Time and Labor agencies, all employees’ reported time must be entered (and approved if applicable) by 3:30 PM. Payable time must be approved by 6:00 PM. Paychecks for the Run A off-cycle will be dated November 21, 2012.
Please review the Information Circular, including the calendar attachment for additional information. You may sign up for Office of General Services Information Circulars at www.da.ks.gov/gov/listserv.htm.
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Number: 986
Sent: Monday, November 05, 2012 1:04 PM
Subject:[sharpinfolist] KPERS Web Portal Optional Group Life Message
Please be aware that KPERS posts an annual message on the KPERS web portal as a reminder to review employees enrolled in Optional Group Life to determine if they need to move to a new age bracket. The SHARP system automatically identifies the appropriate age bracket for employees enrolled in optional group life coverage and calculates the appropriate rate accordingly. Therefore, no action is necessary on the part of agency personnel as a result of this notice from KPERS.
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Number: 985
Sent: Friday, November 02, 2012 1:59 PM
Subject:[sharpinfolist] DTA/OEB Rows Inserting into SHARP Job Data
Benefits data will soon begin processing in SHARP for state employees for the 2013 plan year. A Job Data row dated 12-09-12 will insert for benefits eligible employees whose salary tier level changed in 2012 and affected their Benefits Program eligibility. An employee’s salary tier may have changed due to pay rate changes during 2012. As a reminder, benefit program salary tiers are as follows: FT 1 = less than $28,000; FT 2 = $28,000 - $48,000; FT 3 = over $48,000.
A Job Data row will also insert for employees who are currently enrolled in HealthyKids benefit program codes. These employees have to reapply each year (since their circumstances may have changed) and those who are approved will be loaded back into HealthyKids benefit codes.
A row dated December 9, 2012, with an action/reason code of DTA/OEB (Data Change/Open Enrollment-Ben Program Change) will insert into the job data of affected employees. Also, the Elig Config 2 field will change to reflect the new Benefit Program salary tier for the 2013 plan year.
At a later date, a new row will be added to the Benefit Program Participation page with the new Benefit Program code for affected employees. The effective date of this row will also be December 9, 2012.
If an agency needs to make a job data change to one of these employees prior to the 12-09-12 row, please send your request to sharp@da.ks.gov . It is important that the information on this data row is accurate and reflects any prior job data changes.
If you have any questions about this new row, please contact Patti Pearce at 785/296-7232 or email her at patti.pearce@da.ks.gov
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Number: 984
Sent: Monday, October 29, 2012 8:58 AM
Subject:[sharpinfolist] Daylight Saving Time Ends November 4, 2012
Daylight Saving Time Ends November 4, 2012
The following information is designed to assist timekeepers with entering time for 40 hour FLSA per week non-exempt employees whose shift includes 2:00a.m. on Sunday, 11/04/2012 (the ending of daylight saving time). The information is set up in Question (Q) and Answer (A) format.
Q. Is there a Bulletin that addresses Daylight Saving Time?
A. Yes, Bulletin No. 96-01; however it addresses the institution of Daylight Saving Time which occurs in April; it does not cover the ending of Daylight Saving Time.
Q. Should we use the DST (Daylight Saving Time) earnings code to report hours worked on Sunday 11/04/2012?
A. No, this code is used in April when Daylight Saving Time is instituted.
Q. When does the time actually change?
A. Clocks are set back one hour at 2:00a.m. Sunday, 11/04/2012.
Q. Will the hours worked result in Overtime (OTP) or Compensatory Time Earned (CME) and how should the time worked be reported? The example below assumes an employee's workday includes 2:00a.m. Sunday.
A1. If an employee is on a 12:01a.m.-12:00a.m. workweek, this change will not affect them until the end of the week beginning 11/04/2012. These hours are recorded at the 1.0 rate of pay (for example REG 9 hours if the employee worked 9 hours during the specified shift on Sunday). The employee could adjust his/her work schedule for the rest of the workweek or potentially receive overtime (OTP)/compensatory time earned (CME) at the end of the 11/04/2012-11/10/2012 workweek. Remember that overtime is not reported until an employee has met his or her FLSA threshold (40 hours for a regular non-exempt employee).
A2. If the employee is on a 7:01a.m.-7:00a.m workweek, this change will affect the employee's workweek that started 10/28/2012. If the employee does not adjust his/her work schedule prior to 7:00a.m. Sunday, 11/04/2012, then the employee could potentially receive OTP/CME for the 10/28/2012 workweek (prior to the beginning of the new workweek). Remember that overtime is not reported until an employee has met his or her FLSA threshold (40 hours for a regular non-exempt employee).
Timekeeping and HR Staff who have questions about recording timesheet data during this time change may contact Brent Smith at brent.smith@da.ks.gov.
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Number: 983
Sent: Thursday, October 25, 2012 1:16 PM
Subject: [sharpinfolist] United Way/Community Health Charities Deduction Begin and End Dates for 2013
The deduction END date on the general deduction page for 2012 United Way or Community Health Charities contributions for both the UTDXXX and UTFXXX deduction codes should be dated between December 09, 2012 and December 22, 2012 in order for the last 2012 deduction to be taken on the paycheck issued December 21, 2012. Agencies should verify the deduction end date for all employees enrolled in United Way and/or Community Health Charities to ensure deductions are taken correctly.
For calendar year 2013, agencies can enter a new row effective-dated between December 09, 2012 and December 22, 2012 in order for the first deduction for United Way or Community Health Charities for 2013 to be taken on the January 4, 2013 paycheck. If the deduction is to be taken over 26 pay periods, a deduction end date of December 8, 2013 should be entered. Agencies should enter the total pay period amount authorized by the employee when establishing the UTDXXX deduction code for 2013.
Like last year, a batch process will run again the night of December 21, 2012 to establish the fee portion (deduction code UTFXXX) of the 2013 United Way/Community Health Charities deduction. The batch process will establish the UTFXXX deduction code with the same effective-date and deduction end date as the UTDXXX deduction code for 2013. This process will reduce the 2013 deduction amount (UTDXXX deduction code) by $.06 and create a UTFXXX deduction code which defaults to the Deduction Code table for a deduction of $.06; the sum of the UTDXXX and UTFXXX deduction codes for 2013 will match the employee’s authorized deduction amount. Agencies should verify the deduction/fees set up for all employees enrolled in United Way and/or Community Health Charities beginning Wednesday, December 26, 2012 to ensure both the UTDXXX and UTFXXX deductions are taken correctly.
Questions regarding this message should be directed to Joyce Dickerson in the Office of General Services, Payroll Services at telephone no. 785-296-3979 or via e-mail to: joyce.dickerson@da.ks.gov
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Number: 982
Sent: Wednesday, October 10, 2012 11:10 AM
Subject: [sharpinfolist] Doscretionary Day Reminder - Self Service
Discretionary Day Reminder - Self Service
We have posted the Discretionary Day reminder message on the Important Notices section of the State Employee Services page www.kansas.gov/employee/.
Human Resource staff and Timekeepers that have questions about the message may contact Brent Smith, Department of Administration, at brent.smith@da.ks.gov.
Following is a copy of the Self Service Discretionary Day message:
“What is the last day to use my 2012 Discretionary Day?* more…
*For eligible employees whose last workday of a week is Friday, the last day to use the 2012 Discretionary Day is Friday, December 21, 2012. For employees whose last workday of a week is Saturday, the last day to use the 2012 Discretionary Day is Saturday, December 22, 2012. Please check with your supervisor when scheduling your discretionary day.
You can determine if you still have an available Discretionary Day by looking on the View Leave Balances page in the Employee Self Service Center located at www.kansas.gov/employee/ (click on the Self Service icon located in the Featured Sites area). If you see the words “Discretionary Day is Available” on your View Leave Balances page, you still have a Discretionary Day available (for Non-Regent employees).
Employees who enter their own time via the PeopleSoft Time and Labor “Update My Time Sheet” link in Employee Self Service, can also tell if a Discretionary Day is available by clicking on the Balances hyperlink located on your timesheet. If you see the words “Discretionary Day is Available” under the Balances link, you still have a Discretionary Day available.
A complete list of Executive Branch Holidays, including Discretionary Day usage dates, is located at www.da.ks.gov/ps/subject/holiday.htm (Note: Multiple years are listed).
Check with your agency Human Resource Office if you have questions.
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Number: 981
Sent: Tuesday, September 18, 2012 4:20 PM
Subject: [sharpinfolist] FY2013 Market Adjustment
Pending approval of the Executive Directive, the following pay actions will occur for positions and/or employees on the Classified Pay Plan with the effective date of September 16, 2012
Pay Changes or Market Adjustments
The Legislature and State Finance Council authorized pay increases for specified job classes in the classified service effective September 16, 2012. The attached Excel spreadsheet provides additional information.
The increases are implemented through pay grade change and step increase or through pay grade changes and employees moving step-to-step. The details will be available in the upcoming Executive Directive.
The Offices of Human Resources and Information Technology Services will insert 9/16/2012 rows into SHARP position and job data to implement the changes. The process to insert the changes is scheduled to begin later this week.
Please do not enter rows dated greater than 9/16/2012 in SHARP position or job data for positions or employees in the affected job classifications until after the changes have loaded into SHARP.
Also on Tuesday, 10/02/2012, a one-time lump sum payment will insert into the 09/16/2012-09/29/2012 timesheet of employees in the affected job classes as the PRA (Pay Rate Adjustment) earnings code/time reporting code.
Time and Labor Employee Self Service agencies: Please let your managers know that the Pay Rate Adjustment (PRA) Time Reporting Code (TRC) will default into affected employee 09/16/12 - 09/29/12 timesheets on Tuesday morning (10/02/2012) with a “Submitted” Status. The amount associated with the PRA TRC will insert into the Sunday, 09/16/2012, field and should not be deleted or changed. NOTE: Time and Labor Project Costing agencies: You may change the default funding associated with the PRA amount as needed.
The lump sum payment amount is 25% of the annualized market adjustment of the employee’s base pay. (Note: Employees in Law Enforcement Officer I, II, and III do not receive the one-time payment.)
The updates will not include Regents Institutions. These agencies will process their own employees.
Please contact Patti Pearce at 785-296-7232 or at patti.pearce@da.ks.gov if you have questions regarding SHARP implementation.
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Number: 980
Sent: Tuesday, September 11, 2012 9:01 AM
Subject: [sharpinfolist] SHARP: Job Postings Page Not Being Updated
SHARP: Job Postings Page Not Being Updated
We have discovered that due to some technical work performed over the weekend the Job Postings page located at www.jobs.ks.gov has not been updated since Friday night (08/31/2012). We are working to resolve the problem and will let you know once the website has been updated.
Clarification: The Job Postings page located at www.jobs.ks.gov has not been updated since Friday night (09/07/2012).
Sent Tuesday, September 11, 2012 10:44 AM
Subject: [sharpinfolist] Job Postings Page Updated
Technical Staff in the Office of Information Technology Services have resolved the issues with the Job Postings Page. The website at www.jobs.ks.gov has been updated. We apologize for any inconvenience this has caused!
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Number: 979
Sent: Friday, September 07, 2012 11:34 AM
Subject: [sharpinfolist] SHARP, Employee Self Service, and Data Warehouse Availability on Sunday, 09/09/12
SHARP, Employee Self Service, and Data Warehouse Availability on Sunday, 09/09/12
We are planning to conduct technical work in SHARP, Including Employee Self Service, and the Data Warehouse on Sunday, September 9, 2012 during the normal maintenance window (8AM-Noon). We expect access to SHARP and the Data Warehouse to be restored by 1PM on Sunday and access to Employee Self Service to be restored by Noon on Sunday. In the event we run into unforeseen technical difficulties, system access may be delayed past the normal maintenance window.
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Number: 978
Sent: Wednesday, August 29, 2012 11:13 AM
Subject: [sharpinfolist] UPDATE: SHARP is now available
Technical issues with SHARP have been resolved and the system is now available.
Thank you for your patience
Sent: Wednesday, August 29, 2012 8:40 AM
Subject: [sharpinfolist] Update: SHARP Technical Issues
NOTE: We have taken SHARP down. We will send another message when it is available again.
Thank you again for your patience.
Sent: Wednesday, August 29, 2012 8:03 AM
Subject: [sharpinfolist] SHARP Technical Issues
Due to technical issues, the SHARP batch cycle for Tuesday night has not yet completed. The technical team is currently working to resolve the database issues and complete the batch cycle.
Until you receive notice that the batch cycle has been completed, please refrain from completing any work in SHARP.
A message will be sent when the problem has been resolved and you can resume work in SHARP.
Thank you for your patience.
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Number: 977
Sent: Wednesday, August 22, 2012 3:58 PM
Subject: [sharpinfolist] Internet Explorer 9 is not compatible with SHARP Computer Based Training Tests
The new Internet Explorer (IE) 9 is not compatible with SHARP Computer Based Training tests and will cause problems/errors when submitting your answers.
If this occurs, write down/print your answers and open the test in another browser window.
You may use one these browsers to complete and submit your test:
- Internet Explorer 8
- Firefox
- Chrome
To check which version of IE you are using: Open your browser, go to the Help menu on the Menu bar, choose About Internet Explorer. The version information will appear.
You may also set IE9 Compatibility Settings to attempt to force the browser to work, but the results of this workaround have been unreliable.
- Open your IE9 browser. On the top menu, go to Tools>Compatibility View Settings
- Add ks.gov in the Add This Website section. Click the Add button.
Helpful Reminder! Always use your full Employee ID when completing your online training.
Thanks!
SHARP Team
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Number: 976
Sent: Tuesday, July 31, 2012 2:34 PM
Subject: [sharpinfolist] Forgot Password Feature for SHARP and SMART System
The Department of Administration is pleased to announce that beginning tomorrow, August 1, 2012, SMART and SHARP system users will have the ability to generate their own password using the forgot password feature.
The forgot password feature for SMART and SHARP will closely resemble the “Forgot Password” functionality that has been in place in Employee Self Service. Instructions for how to use the Forgot Password feature can be found at http://da.ks.gov/ps/subject/ssc/ForgotPasswordHelpCore.pdf
As a default, the secret question and response will be the same secret question and response that you use for Employee Self Service. If you wish to change your secret question and response, you can do so by navigating to: My System Profile > Change or set up forgotten password help. NOTE: If you currently have access to both SMART and SHARP your Employee Self-Service secret questions and response will be used to default your initial secret question in both systems. However, you do have the option of making them different if you would choose to do that.
If you do not currently have a secret question established in Employee Self-Service you will need to set one up in SHARP and/or SMART before you can start using the Forgot Password Feature. In addition, you must also have a valid email address. Navigate to My System Profile > Change or set up forgotten password help after logging into the system.
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Number: 975
Sent: Monday, July 30, 2012 9:55 AM
Subject: [sharpinfolist] Data Integrity Errors - SHARP Slowness
The Department of Administration SHARP team has heard from some users that they are receiving ‘Data Integrity’ errors while navigating in SHARP. We are working with staff in the Office of Information Technology Services to clear the cache on the server that we believe is causing these errors to occur. Users may experience some slowness after we delete the cache.
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Number: 974
Sent: Wednesday, July 18, 2012 8:01 AM
Subject: [sharpinfolist] Updated Earnings Code and Time Reporting Code Lists
Updated Earnings Code and Time Reporting Code Lists
We have updated the Earnings Code List and the Time Reporting Codes (TRC) list and have posted the new versions at www.da.ks.gov/sharp/documents. You will find the Earnings Code List under the Human Resource Documents & Forms section and the Time and Labor Time Reporting Codes list under the Time and Labor Documents section.
These documents reflect an updated description for the S15 shift code due to the provision of Executive Directive 12-430. In addition, the codes associated with the IT Bonus Program have been removed in accordance with Executive Directive 12-430.
Please reference these new versions and disregard the old versions.
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Number: 973
Sent: Tuesday, July 17, 2012 9:58 AM
Subject: [sharpinfolist] SHARP, Employee Self Service, will be unavailable July 20-22
SHARP, Employee Self Service, will be unavailable July 20-22
The SHARP system, including Employee Self Service, will be unavailable beginning at 6:00 p.m. on Friday, July 20, 2012 and may not be available again until 1:00 p.m. on Sunday, July 22, 2012. The Department of Administration will be archiving historical data in the SHARP system related to calendar year 2006. SHARP system tables being archived include employee timesheet information, W-2 data, paycheck data, employee payroll balances, and selected other payroll-related data.
If the archive process completes early enough on Saturday, July 21, 2012, the SHARP system, including Employee Self Service, may be available sometime in the afternoon. However, agencies should plan for the system to be unavailable on this day. Once the archive is complete, the data for calendar year 2006 in the tables noted above will no longer be available in the SHARP database.
Please note the KPAY318 report uses data stored in the balance tables affected by the archive process. Therefore, you will no longer be able to generate this report for calendar year 2006. If the agency needs a record of an employee's earnings, taxes and deductions for a particular year, it will be necessary for the agency to generate and print the KPAY318 report prior to the archive date for that year.
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Number: 972
Sent: Tuesday, July 17, 2012 9:44 AM
Subject: [sharpinfolist] UPDATE: SHARP is now available.
Technical issues with the SHARP have been resolved and the system is now available.
Thank you for your patience,
SHARP Team
Sent: Tuesday, July 17, 2012 9:23 AM
Subject: [sharpinfolist] SHARP is experiencing Technical Difficulties
The SHARP system is experiencing technical issues this morning. Technical staff from the Office of Information Technology Services are looking into the issue. We will send out a message once the problem has been resolved.
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Number: 971
Sent: Thursday, July 12, 2012 3:26 PM
Subject: [sharpinfolist] Annual Extract of SHARP Data to populate IBARS (Internet Budget and Reporting System)
Annual Extract of SHARP Data to populate IBARS (Internet Budget and Reporting System)
This email to inform you that the annual extract of SHARP employee and funding data used to populate the IBARS system is scheduled for Monday, July 16th, 2012. The default position funding data for all agencies (Including agencies using Time and Labor) is pulled from the Department Budget tables in the Commitment Accounting section. We are providing you this information now in the event you want to review or update the Department Budget Table data prior the data being captured for IBARS on Monday.
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Number: 970
Sent: Monday, June 18, 2012 12:50 PM
Subject: [sharpinfolist] FY2013 Updates to the Dept Budget Tables in SHARP
The process to insert a new effective-dated row of 6/10/2012 in the Department Budget tables in SHARP has been completed. Agencies can now enter any FY2013 funding changes that need to be made. Updates to the Department Budget tables should be made using an effective date of 6/11/2012 or later. FY2013 funding changes must be entered into SHARP by 6:00 pm on Friday, 6/29/2012 in order to be reflected in the on-cycle paychecks dated 7/6/2012.
Questions regarding funding setup in SHARP should be directed to Heather DeBusk in Payroll Services at (785) 296-2434 or via e-mail at: Heather.DeBusk@da.ks.gov .
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Number: 969
Sent: Friday, June 15, 2012 10:52 AM
Subject: [sharpinfolist] Vacation Leave Overage Reminder (SLA/VOTTS) - Final Day of Entry is Today (06/15/12)
Vacation Leave Overage Reminder (SLA/VOTTS) - Final Day of Entry is Today (06/15/12)
Good Morning,
We wanted to remind you that today is the last day to enter the vacation overage transfer to sick leave.
Time and Labor agencies: Be sure to enter/approve the vacation overage transfers (VOTTS) on employee timesheets by 3:30 PM today at the latest. You then have until 6PM to approve the Payable Time
Time and Leave agencies: Be sure to enter the vacation overage transfers (SLA) on employee timesheets by 6PM today.
Please see below for additional information.
Thank you
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Number: 968
Sent: Tuesday, June 12, 2012 4:48 PM
Subject: [sharpinfolist] FY 2013 Longevity Bonus Update
FY 2013 Longevity Bonus Update
Beginning 06/10/12, Longevity Bonuses will be calculated based on $40 per year per Kansas Statute. As a reminder, for those employees who are eligible to receive a longevity bonus, the years of service is multiplied by $40/yr beginning with the 10th year of eligible service. Longevity amounts for FY13 range from $400 (10 yrs.) up to and including $1000 (25 yrs.+).
Longevity payments default into Time and Leave and Time and Labor timesheets and are listed under Earnings Code / Time Reporting Code “LNG”. The Overtime Differential Pay calculation (for those who’ve received overtime within the preceding twelve months) remains the same and is represented on the timesheet as Earnings Code / Time Reporting Code “ODP”.
If you have any questions, contact Brent Smith at brent.smith@da.ks.gov .
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Number: 967
Sent: Tuesday, June 12, 2012 4:20 PM
Subject: [sharpinfolist] Vacation Leave Overage Reminder (SLA/VOTTS) - Entry Required this Week
Vacation Leave Overage Reminder (SLA/VOTTS) – Entry Required this Week
As a reminder, agencies transfer up to 40 hours of vacation overage to sick leave at the end of the fiscal year (06/09/2012) for employees whose vacation balance is over the maximum and who are covered by Kansas Administrative Regulation 1-9-4(a)(2) http://da.ks.gov/ps/documents/regs/art-9.htm#1-9-4 or Executive Order 04-13 http://www.da.ks.gov/ps/subject/arc/executiveorders/2004/EO04-13.pdf .
Time and Leave agencies: This is accomplished by entering the SLA earnings code and appropriate overage hours into the 05/27/12 – 06/09/12 timesheets. These entries can be entered on the 05/27/12 – 06/09/12 timesheets anytime now through 6PM Friday, 06/15/12, at the latest.
Time and Labor agencies: This is accomplished by entering the VOTTS - FYE Vac Overage XFR to Sick Time Reporting Code (TRC) and appropriate overage hours into the 05/27/12 – 06/09/12 timesheets. Do not enter the SLA TRC. These entries can be entered (and approved if applicable) on the 05/27/12 – 06/09/12 timesheets anytime now through 3:30 PM Friday, 06/15/12, at the latest. Remember to review and approve the Payable Time after Time Administration runs.
All agencies: Refer to the SHARP Customer Service Center Documents page, http://www.da.ks.gov/sharp/documents/ , for instructions on how to determine which employees are over the maximum, calculate the overage amount, and transfer the overage to sick leave. Look for the following links under the “Human Resource documents/forms” section:
Vacation Overage Conversion Detailed Instructions (.pdf) (5/9/2012)
Vacation Overage Conversion General Instructions (.pdf) (5/9/2012)
If you have any questions about this SHARP process, you may send an email to brent.smith@da.ks.gov .
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Number: 966
Sent: Friday, May 11, 2012 10:09 AM
Subject: [sharpinfolist] Business Intelligence/Data Warehouse: Available!
Sharp Information:
The Data Warehouse is now available!
We apologize for any inconvenience this may have caused.
Thanks,
Business Intelligence and Data Warehousing Team
Sent: Friday, May 11, 2012 9:23 AM
Subject: [sharpinfolist] Business Intelligence/Data Warehouse: Currently Unavailable
The Data Warehouse is currently unavailable due to technical issues. We are working on resolving this issue as soon as possible. Please feel free to let us know anytime there is an issue by logging a Service Desk ticket!
We will send out another message when the Data Warehouse is available again.
Thanks!
Business Intelligence and Data Warehousing Team
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Number: 965
Sent: Thursday, May 10, 2012 1:27 PM
Subject: [sharpinfolist] Vacation Leave Overage Instruction Documents Updated
Vacation Leave Overage Instruction Documents Updated
Human Resources and Payroll Staff: As a reminder, agencies transfer up to 40 hours of vacation overage to sick leave at the end of the fiscal year (Pay Period Ending 06/09/2012) for those employees covered by Kansas Administrative Regulation 1-9-4(a)(2) http://da.ks.gov/ps/documents/regs/art-9.htm#1-9-4 or Executive Order 04-13 http://www.da.ks.gov/ps/subject/arc/executiveorders/2004/EO04-13.pdf .
The instructions for this process have been updated to reflect 2012 dates and are now posted on the SHARP Customer Service Center Documents page, www.da.ks.gov/sharp/documents , under the “Human Resource documents/forms” section. The documents are:
Vacation Overage Conversion Detailed Instructions (.pdf) (5/9/2012)
Vacation Overage Conversion General Instructions (.pdf) (5/9/2012)
If you have questions about this process, you may contact Brent Smith, Department of Administration, Office of Human Resources, at brent.smith@da.ks.gov
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Number: 964
Sent: Thursday, April 26, 2012 9:04 AM
Subject: [sharpinfolist] Update: Security Certificate When Trying to Access SHARP and Employee Self Service login Page
Update: The new Security Certificate has been installed for SHARP and Employee Self Service. You should no longer receive the Security Certificate message. Thank you for your patience.
Sent: Thursday, April 26, 2012 8:16 AM
Subject: [sharpinfolist] Security Certificate When Trying to Access SHARP and Employee Self Service login Page
Good morning,
When trying to access the SHARP and Employee Self Service login Page, you will receive a Security Certificate error. When this message pops up, you may select “Continue to Website (not recommended).”
A new certificate is being created and should be in place within the next several hours.
We are sorry for the inconvenience this has caused.
Please share this message with your employees who access Employee Self Service as the message is also visible there.
Thank you.
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Number: 963
Sent: Thursday, April 12, 2012 4:03 PM
Subject: [sharpinfolist] Vacation Overage Message Posted on State Employee Services Website
Vacation Overage Message Posted on State Employee Services Website
The following Vacation Overage message has been posted on the State Employee Services website www.kansas.gov/employee beneath the “Important Notices” section.
The Department of Administration, Office of Human Resources, is providing you this notice in the event you wish to refer your employees to the website for information on this topic.
“The last day to use vacation leave that is over the maximum is Saturday, June 9, 2012*. Read More…..
*Vacation Overage Information
Classified employees, and unclassified employees who follow Executive Order 04-13 (http://da.ks.gov/ps/subject/arc/memos/execdirective/eo04-13.pdf), and whose vacation balance is, or soon will be, over the maximum: You must use your excess vacation leave by Saturday, June 9, 2012 (or a preceding work day, such as Friday, if you do not work Saturdays).
If you are unable to take the excess vacation leave, your Human Resource or Payroll office will ensure up to 40 hours of vacation leave that is over the maximum allowed is converted to sick leave at the end of the fiscal year.
The hours you accrue during the 05/27/12 - 06/09/12 pay period are not affected.
The table below outlines the accumulation limits based on your length of service if you are a classified employee, or an unclassified employee who follows Executive Order 04-13. If you are unsure if you fall into this category, contact your Human Resources office for assistance as your maximum accumulation may differ.
Length of Service |
Maximum Accumulation |
Less Than 5 Years |
144 |
5 Years and Less Than 10 |
176 |
10 Years and Less Than 15 |
208 |
15 Years and Over |
240 |
Leave balances are viewable in the View Leave Balances section of State of Kansas Employee Self Service. However, please note that Vacation Leave Overages, if applicable, are not displayed separately from the Vacation Ending Balance.
If you have questions, please contact your Human Resource or Payroll office.
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Number: 962
Sent: Thursday, March 29, 2012 1:41 PM
Subject: [sharpinfolist] Business Intelligence/Data Warehouse Solution: Internet Explorer v9 browser causes requests to lockup.
Problem: My Business Intelligence/Data Warehouse request will not process and locks up. I open the request, change the criteria, but when I try to Display Results, the Data Warehouse locks up and results are not returned.
Resolution: Check the version of Internet Explorer (IE) you are using. If you are using Internet Explorer version 9, change the Compatibility View Settings.
- Check your IE version: Open your browser, go to Help, then About Internet Explorer. The version information will appear.
If you are running IE 9 please follow the instructions below.
- Open your IE9 browser. On the top menu, go to Tools>Compatibility View Settings
Add ks.gov in the Add This Website section. Click the Add button.
Login to the Data Warehouse and run the request.
Thank you!
Business Intelligence/Data Warehousing Team,
Dept. of Administration
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Number: 961
Sent: Thursday, March 15, 2012 10:39 AM
Subject: [sharpinfolist] Update: Last Night's (03/14/2012) SHARP off-cycle is Complete
Update: Last Night's (03/14/2012) SHARP off-cycle is Complete
All SHARP jobs have been run and reports have been posted on the MVS. Thank you for your patience.
Sent: Thursday, March 15, 2012 9:05 AM
Subject: [sharpinfolist] Last Night's (03/14/2012) SHARP off-cycle
Last Night's (03/14/2012) SHARP off-cycle
There were problems encountered during last night’s SHARP off-cycle and the batch cycle has not yet completed. Therefore, no reports are available in CoreFTP for the March 14th off-cycle this morning. However, all adjustments and supplementals processed last night can be viewed and checked on-line in SHARP at this time. (The path is Main Menu > Payroll for North America > Produce Payroll > Review Paycheck, then enter the Pay Period End Date and EmplID).
The cycle has been resumed and should be complete before noon today. Another message will be sent out when the batch cycle completes and reports are available. We apologize for any inconvenience this has caused.
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Number: 960
Sent: Friday, March 09, 2012 11:00 AM
Subject: [sharpinfolist] Daylight Saving Time Implemented
Daylight Saving Time Implemented
Clocks will be set ahead one hour at 2:00 AM Sunday, March 11, 2012, in observance of Daylight Saving Time.
If you have employees who work during this time, refer to Bulletin 96-01 Daylight Saving Time, for information on how to record Daylight Saving Time in SHARP using earnings code DST.
You may access Bulletin No. 96-01 “Daylight Saving Time” at the Department of Administration, Division of Personnel Services Bulletins page: http://da.ks.gov/ps/documents/bulletins/
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Number: 959
Sent: Thursday, February 16, 2012 9:03 AM
Subject: [sharpinfolist] 2011 Total Compensation Statements Now Available Online
The 2011 Total Compensation Statements are now available online. Employees can view their statements by signing into Employee Self Service on the State Employee Services page at http://www.kansas.gov/employee/.
Statements are available for all benefits eligible employees excluding employees at Regents Institutions. The Regents Institutions will provide the information directly to their employees. However, if one of your agency employees was also employed by a Regents Institution during 2011, the online statement will include those earnings.
The 2011 Total Compensation Statement shows wages paid in 2011 (paycheck issue dates January 7, 2011 – December 23, 2011). The statement does not replace W-2 forms or other income tax related information and is not intended for use in tax preparation.
Agencies may also use SHARP reporting capabilities to print a Total Compensation Statement for individual employees. The report displays both the employee’s direct and indirect compensation. The report is located at Workforce Administration>Workforce Reports>Total Compensation Statement. If you print a report for an employee please give the employee a copy of the “Total Compensation Statement Information Form.” It lists examples of the types of pay and employer contributions that may be included in their statement and is posted at http://da.state.ks.us/sharp/documents/.
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Number: 958
Sent: Tuesday, January 31, 2012 4:57 PM
Subject: [sharpinfolist] Update: SHARP Updates Are Complete
Thank you for your patience while this issue was being resolved. The updates are complete. If you are currently logged into SHARP, please sign out, close all your browsers, then log back in. You may notice some pages may take a while to load; this is due to the need to rebuild cache on the server; response time will improve as more users access the pages.
Thank you again for your patience.
Sent: Tuesday, January 31, 2012 3:56 PM
Subject: [sharpinfolist] SHARP Update May Cause Issues
Department of Administration technical staff are currently running a process to update selected tables/pages in SHARP. As a result it may cause users to receive data integrity errors and prevent saving if you are trying to access a table at the same time it is being updated. We apologize for the inconvenience and will send out another message when the issue has been resolved.
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Number: 957
Sent: Friday, January 27, 2012 3:05 PM
Subject: [sharpinfolist] Business Intelligence/Data Warehouse: Position Management update
Business Intelligence/Data Warehouse Update:
The HCM-Workforce-KS Position Management subject area will be available, but the Person, Employee Job, and Supervisor dimension tables will not.
You can still pull all available Position Information and any Fact table information. You will not be able to pull any Employee, Job, or Supervisor information at this time.
Note: Any requests or dashboards that reference these dimensions or their columns will not function at this time, but will when they are turned back on.
If you experience any problems/issues, please log them in the Help Desk under Data Warehouse.
We will send out another message when the dimensions are turned back on.
Thank you for your patience,
Business Intelligence/Data Warehousing Team
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Number: 956
Sent: Thursday, January 05, 2012 4:11 PM
Subject: [sharpinfolist] 2011 Forms W-2
2011 Forms W-2
The 2011 W-2 Wage and Tax Statements have been printed and were released to the US Postal Service on Thursday, January 5, 2012, for mailing. The final KTXPR55 report, dated December 30, 2011 is available in agency MVS mailboxes.
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